How to auto BCC sent emails in webmail

Business owners and managers want to keep track of what their staffs are doing on email.

This article will explore how webmail users can automatically get a copy of all emails sent by the staff.

Webmail is a popular email management software that comes with most hosting accounts.

Webmail doesn’t have auto BCC feature however you can achieve this through third-party email clients such as Gmail and outlook.

Auto BCC through free Gmail

Free Gmail does not have this feature but there are browser extensions that can help you configure auto BCC in your Gmail.

One of the popular extensions is “Auto BCC for Gmail

For browser extension solution to work, the user has to send emails using a browser that has the extension installed and configured.

Also, this won’t work if the user send an email through Gmail mobile app.

Auto BCC through paid Gmail

However, paid Gmail that comes under Gsuite there is an inbuilt option to auto BCC.

Watch how to configure auto BCC on paid gmail here

Auto BCC in Outlook

Microsoft Outlook comes with an inbuilt function to auto CC outgoing emails.

This can be set up through “Manage rules & alerts” menu. Read how you can auto CC all outgoing email in Outlook here

If all you want is to be auto copied on all outgoing emails this solution will be perfect for you.

But beware that the sender and recipient can see the copied email.

Auto BCC in Outlook using plugins.

Just like Gmail, Outlook allows plugins to extend its functionality.

There are plugins that allow you to auto BCC, one of the popular plugins is the Kutool.

This plugin creates a menu within outlook which makes it easy to configure and manage auto BCC.

The only shortcoming is that,

Since the plugin is easily accessible on the menu, users can disable it at will.

Auto BCC in Outlook using Visual basic

This is so far the best method.

This solution silently works from the background without the user’s knowledge.

Below is how you setup auto BCC in outlook using visual basic;

1. Press Alt + F11 keys or equivalent to enable the Microsoft Visual Basic for Applications window.

2. Double click ThisOutlokSession from Project1 pane, and copy and paste below code to the new blank script.

Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
'UpdatebyExtendoffice2018-5-23
Dim xRecipient As Recipient
Dim xPrompt As String
Dim xYesNo As Integer
Dim xBcc As String
On Error Resume Next
If Item.Class <> olMail Then Exit Sub
xBcc = "bccemail@company.com"
Set xRecipient = Item.Recipients.Add(xBcc)
xRecipient.Type = olBCC
xRecipient.Resolve
Set xRecipient = Nothing
End Sub

3. Replace bccemail@company.com with the email address you want to BCC automatically.

4. Save the code and close Microsoft Visual Basic for Applications window.

After you set up, all sent emails will automatically send a copy to the specified address.

This code is courtesy of extendoffice.com

One important thing to keep in mind is that outlook rules only apply locally on the computer that has been set up.

This means if someone uses a computer where Outlook auto BCC rules have not been set up you will not get a copy of sent emails.

However, I believe using outlook online version(office 365) can help overcome this challenge, though I have nottested it

Summary

Webmail does not have auto BCC feature for outgoing email but you can use third-party email clients, Gmail and Outlook to set it up.

With free Gmail, you can set up auto BCC via browser extensions but this will not work with the Gmail app.

However, with paid Gmail there is an inbuilt feature to setup auto BCC.

In outlook you can implement auto BCC in two ways, one using third-party plugins but they can be easily disabled by the user.

Secondly using inbuilt Microsoft Visual Basic for Applications, this is the best option since it silently works from the backend and the user cannot tell if it exist.

I would love to hear what other solutions exist.

How do you auto BCC sent emails? Leave a comment below.

I am the founder of Manje Media Ltd. I work with businesses to get them online and offer valuable support in their marketing and branding endeavors.

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