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Email to BCC only recepients is displaying Contact field with BCC info when printed

Posted on 2006-11-13
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Last Modified: 2010-08-05
Outlook 2003

A user has sent an email to BCC recipients, no To or CC recipients.  One of the recipients printed the email and the print out displays the usual fields of From, Sent, To, Subject, and Attachments.

The unusual part is the print out also displays a Contacts field which contains all the BCC recipients email addresses.  I am not seeing this on the monitor only on the print out.

I do not want the recipient to be able to see either the BCC field or the Contacts field.  Please advise as to how to correct this?
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Question by:seanlenihan
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15 Comments
 
LVL 76

Expert Comment

by:David Lee
ID: 17934016
Greetings, seanlenihan.

I can't imagine how this is even possible.  The BCC addresses don't get sent with the message.  They are processed at the server and are not included with the outgoing messages at all.  The only person who can see the BCC addresses is the person who sent the original message.

Cheers!
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Author Comment

by:seanlenihan
ID: 17934201
Here are the steps to reproduce
Go to your Contacts
Right click contact and select New Message to Contact

The new email will have the contact information in the To field.  Move the information to the BCC field.  Send the email and then print it out once received.  The email will now list Contacts field with all the BCC information.

You can test this with your own email address.
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LVL 76

Expert Comment

by:David Lee
ID: 17934583
Although the behavior I'm seeing is unexpected, I'm not seeing the same thing as you described.  To is being populated with the sender's name, not the BCC recipient's name.  That's not what I believe should be happening, but it is different from what you're seeing.  
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Expert Comment

by:njf520
ID: 17936197
i cannot reproduce what you are seeing either.  what i would suggest is this:

open a new blank message.
click the the "To:" button.
then, add people from your contacts list to the BCC: field directly.

i help a guy at work every month send out a large BCC: message to come clients and we've never seen this...and i am always on the BCC: list.

let me know if i can help.

njf
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Author Comment

by:seanlenihan
ID: 17939517
I've found that you can see the Contacts information without having to sending the email and printing it by doing the following

Right click a contact name in your Contacts list
Select New Message to Contact
Left click the name in the To field and drag it to the BCC field
Click View->Options
In the Contacts field is the name of the BCC recipient which was originally the To recipient.  The Contacts field should be empty instead.

If I clear the field, send the email, and print the email I will not see the Contacts field.

It appears that Outlook is not correctly clearing the Contacts field after moving the name from To to BCC.


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Expert Comment

by:njf520
ID: 17939925
as the sender, you will see the contacts field populated.  this is expected behaviour.  once the message is sent, the receipient will not see data in that field.

i think that the behaviour you are seeing is the intended behaviour.  

just because the contacts field is populated as the sender sees it, does not mean the receiver sees that.  in my tests, the receiver does not see it.

let me know how else i can help, or if you'd like to send me a message with me as the BCC and we can try it.

njf
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Author Comment

by:seanlenihan
ID: 17940182
This can't be the intended behavior.  The point of BCC is to not let the recipient see who the email was sent to.  This is only happening when the email is created from the steps I mentioned above.

The recipient is able to see all email recipients by printing out the email or by going to View->Options.

I have verified that this is also happening at another business that runs Exchange 2003 with Outlook 2003.
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Expert Comment

by:njf520
ID: 17940219
well, i am not using outlook with exchange.  but, i haven't been able to reproduce it in my environment or in an exchange environment.

i understand that the recipient should not see the BCCs but in the blow example, you are talking about the sender seeing the BCCs, right?

---
Right click a contact name in your Contacts list
Select New Message to Contact
Left click the name in the To field and drag it to the BCC field
Click View->Options
In the Contacts field is the name of the BCC recipient which was originally the To recipient.  The Contacts field should be empty instead.

---

you can send me a message that you BCC to me and i can tell you if i can see the other BCCs, if you'd like.

it isn't that i don't believe you, it's just that i can't reproduce it. :-)

njf
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Author Comment

by:seanlenihan
ID: 17950345
njf520,

Thanks for the offer but I have verified with a different business that they are also having the same issue.  They too are running Outlook 2003 and Exchange 2003.
When the other business follows the steps to replicate and they send me the message, I am able to view the BCC names.

If you can't reproduce it then I would think that means this is an issue within the Outlook 2003 and Exchange 2003 environment.  

It is OK for the sender to see the BCC field while creating the email.  Outlook is not clearing out the Contacts field in the message's option after the name is moved from the TO field to BCC field.  This information is viewable to the recipient if they print it out or by making the message editable (foward, reply or reply to all) and clicking the message's option button.  After clicking the option button the Contacts field will display the names of the BCC recipients.
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Expert Comment

by:njf520
ID: 17953679
that must be why i don't see it.  i am no longer using an exchange server.  one thing to note is that on microsofts knowledge base there are a bunch of articles about problems with BCC recipients being visiable (stuff like, when you send an embedded message it will show BCC recipients, etc).  each one i read had the same fix:  get the latest hotfix for exchange 2003.

i couldn't find your specific issue but, asking if your server has the latest hotfix might lead you to a solution.

sorry i couldn't be of more help.

all the best,
njf
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Author Comment

by:seanlenihan
ID: 18138589
It appears that this is by design.  

The Contacts field will be populated when you select a contact from your contact list, right-click and select "New Message to Contact".  In your new message select options you will see the contact name in the Contacts field.

The problem is that when you move an email address from the To to Bcc, Outlook is not removing the name from the Contacts field.  The only solution I could find is to manually delete the names from the Contacts field.
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Expert Comment

by:njf520
ID: 18380473
i did some testing on my end but, not being connected to an exchange server, i was never able to replicate the issue.  i tried! ...and i failed. :-(

njf
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