How to automatically send a copy for outgoing messages

Outlook 2016
For some e-mail boxes can be very helpful to create a rule that automatically sends a copy of outgoing messages to somebody else. For example, [email protected] or [email protected] mail boxes can send all messages to a supervisor.

Outlook can automatically carbon-copy (Cc) any address you specify on every message you send or just some of them.

To create a rule for outgoing messages, follow the next steps:

   1.   Do one of the following:

  • On the File tab, in the Info view, click the Manage Rules & Alerts button:
    Manage Rules and Alerts button in Outlook 365
  • On the Home tab, in the Move group, click Rules and then select Manage Rules & Alerts...:
    Rules in Outlook 365

   2.   In the Rules and Alerts dialog box, choose New Rule...:

Manage Rules and Alerts button in Outlook 365

   3.   Choose the Apply rule on messages I send option and click Next >:

Rules Wizard 1 in Outlook 365

   4.   Choose any condition you prefer:

   4.1.   To apply this rule for all outgoing messages, leave these conditions unselected and click Next >.

Outlook opens the window with question This rule will be applied to every message you send. Is this correct? Click Yes:

Microsoft Outlook message in Outlook 365

   4.2.   To apply this rule just for some outgoing messages, select appropriate condition(s) and specify additional criterion(s).

For example, to deliver all outgoing messages that contain specific words in the body (you can add specific phrase in it just to mark this message to be send to your boss), select this condition and specify words:

Rules Wizard 2 in Outlook 365

After selecting and specifying all conditions, click Next >.

   5.   Choose the action:

   5.1.   Choose Cc the message to people or public group in Step 1, then click people or public group in Step 2:

Rules Wizard 3 in Outlook 365

   5.2.   In the Rule Address dialog box, choose the contact or several contacts to whom you want to send a copy of specified outgoing messages:

Rule Address in Outlook 365

To add the contact, double-click on it or select the contact and click the To button. After adding all needed contacts, click OK.

   5.3.   Click Next >.

   6.   You probably don't want any exceptions or, if it is necessary, specify them. Click Next > again, name your rule, and click Finish.

Notes: Unfortunately, Outlook doesn't propose the option in the rule customization to add any address in Bcc (blind carbon-copy). If you have a GSuite subscription and you need a full-featured solution for mail sync between team members, then you should take a look at CC:[email protected] service. The service doesn't require to configure and support rules in Outlook for every team member. You specify a group address, and all synchronization works in the Google cloud.

See also this tip in French: Comment envoyer automatiquement une copie pour les messages sortants.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.