Send & Receive Issues

How to Automatically BCC Copies of User Emails in Microsoft 365

Khadija Khan Oct 13, 2026 869 views

Question details

An administrator needs to automatically copy all outgoing messages from specific users to a designated email address.

How to Automatically BCC Copies of User Emails in Microsoft 365

Product: Microsoft 365
Device & OS: not provided
Scenario: Enabling organization-wide email compliance and monitoring by capturing copies of user communications.
Observed behavior: Currently, outgoing messages are only kept by the sender. The goal is to seamlessly BCC or copy a designated address for every sent email, including replies and forwarded messages, without user intervention.

Before you start

You must have global administrator or Exchange administrator privileges in Microsoft 365 to access the Exchange admin center and create organization-wide mail flow rules.

Solution 1Recommended

Set Up a Mail Flow Rule in the Exchange Admin Center

Use the Exchange admin center to create a server-side rule that automatically BCCs a designated recipient whenever selected users send an email.

Unlike client-side Outlook rules that rely on the user's local application, Exchange mail flow rules apply at the server level. This ensures that every message, regardless of the device or client used to send it, is properly copied according to your compliance requirements.

Access the Exchange Admin Center

Log in to the Microsoft 365 admin center using your administrator credentials. From the left navigation menu, click 'Show all' (if necessary), then select 'Exchange' to open the Exchange admin center.

Navigate to Rules

In the left-hand navigation pane of the Exchange admin center, go to 'Mail flow' and then select 'Rules'.

Create a New Rule

Click the 'Add a rule' button and select 'Create a new rule' from the dropdown menu to start configuring your custom BCC rule.

Define the Sender Condition

In the 'Apply this rule if' section, select 'The sender is' and then choose the specific user or group of users whose emails need to be copied.

Set the BCC Action

In the 'Do the following' section, select 'Add recipients' and choose 'to the Bcc box'. Enter the email address that should receive the hidden copies.

Save and Enforce

Proceed through the rest of the rule settings, ensure the rule mode is set to 'Enforce', and click 'Save'. The rule may take a few minutes to replicate across the organization.

Set Up a Mail Flow Rule in the Exchange Admin Center

Compliance Check: Always review local privacy laws and organizational compliance policies before setting up automated monitoring or BCC rules for employee emails.

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Frequently Asked Questions

Can users disable the Exchange mail flow rule from their Outlook client?

No, Exchange mail flow rules are enforced at the server level. Individual users cannot view, modify, or disable these rules from their Outlook desktop or web applications.

Why should I use mail flow rules instead of Outlook inbox rules for auto-BCC?

Outlook rules only apply when the Outlook client is active and can be easily deleted or bypassed by the user. Mail flow rules apply organization-wide across all devices and clients, ensuring consistent compliance without user intervention.

Does the auto-BCC rule apply to replies and forwarded messages?

Yes, if the mail flow rule is configured to apply to all messages sent by the user, it will capture original emails, replies, and forwarded messages as they pass through the Exchange server.

Will the sender or the recipient know that the email was BCC'd?

No, when you use the BCC option in a mail flow rule, neither the original sender nor the primary recipients will see that the message was copied to the specified BCC address.

Outlook & Email Problems