Heartless communication send me a copy. Secrets of business email correspondence. Mistakes when writing emails

28.10.2019

magician_roman in The concept of "hidden copy", learning not to do stupid things

Surprisingly, many people, when they are asked to send a letter to several people at once, simply list the addresses in the "To" field, this is normal when this letter is addressed to your colleagues or friends, but when sending letters to a group of clients, you thus show everyone addresses and other recipients, actually revealing your address base.

It is enough for any of the clients to forward this letter to your competitor and your contacts will be immediately leaked.

It's strange, but many far from stupid people are surprised to learn that if you need to send a letter to many recipients so that they do not know about each other, then there is a "Bcc" field for this.

For example, for mail.ru it will look like this:

And once again briefly:indicated addresses in "to" - everyone can see to whom you sent letters, indicated in "blind copy" - everyone thinks that the letter is only for him.

And each recipient will receive a letter where in the "to" field will be only his address . For other programs, if you can't find where to put the Bcc, then ask someone to show you. Another small point, be sure to specify one address in the "to" field, most programs or mail servers will not let you send a letter without this parameter.

And so, when it comes to sending out offers, news to a group of your customers - here the practice of using a hidden copy is unambiguous, you must hide your address base. An interesting point with sending a letter to your colleagues, it is recommended here to act according to the situation, for example, sending a letter with a request to send suggestions (for example, to improve customer service) and if each colleague sees that other people have received the same letter, then most likely they will not answer - rely on others, so you need to use a hidden copy. If this order is fulfilled, then, for example, an indication of the "whom" of your colleague's boss will simply work wonders, and your order will be fulfilled.

A separate issue with suppliers. On the one hand, the indication of all recipients in the copy should show the supplier that you have a choice and he should offer you good prices. On the other hand, the manager who received your letter, seeing that it was sent not only to him, will most likely treat your request as "cool". Personally, in my opinion, I think that in the case of suppliers, you need to use a blind copy, at least to protect trade secrets, but rather for good relations with the supplier's manager.

You can read a recent case of a specialist's mistake, when all recipients saw other recipients: Smack everyone in this chat, there were really respectable people there - directors, but still many received spam in response.

Well, as always, discussion in the comments is welcome.

A question letter is one of the most common types of business emails. For all their simplicity, it is question letters that create a lot of difficulties for both the sender and the recipient.

Mistakes when writing emails

1. A question hanging in the air.

The problem with this question is that it is asked to no one knows who, for what purpose and in connection with what.

For example: “Will you accept a family of three?”. This was the first letter. Even the addressee of this letter could not adequately answer this letter-question. The fact is that some time ago, the addressee posted an announcement on several resources that the employer was ready to provide work in his specialty with the provision of housing. There were different conditions for different vacancies. When a letter arrives a month later with such a question without prefaces, I don’t even want to answer it. Why such an employee? Even if he is a genius in his field, in the letter he showed himself from the worst side.

2. A question loaded with unnecessary details.

If you ask a question in the context of a previous correspondence, then in the text of the letter it is enough to refer to the previous letter, and not burden it with unnecessary details.

For example: “You said that you can make a translation remotely. You can also send an electronic copy. And they told me that... How much does a notarized translation of a birth certificate, marriage certificate from Ukrainian into Russian cost? In this case, one sentence or phrase could have been enough: “You said that you can do the translation remotely. How much does a notarized translation of a birth certificate, marriage certificate from Ukrainian into Russian cost?

3.A question taken out of context from a previous post.

Very often, the workflow requires a variety of clarifications, clarifications, and solutions to problems that arise along the way. In such cases, clarifying questions are used. But it happens that some people ask such questions every time in a new letter, without saving the history of correspondence. This greatly complicates the response process and the life of the addressee. Each time he is forced to rummage through the mailbox and look for previous letters, his answers to them. Save previous correspondence for each project or issue.

How to write a question letter correctly?

1. Address the addressee by name. If the letter is addressed to a team, contact the responsible person.

Dear Sergey Anatolyevich!

2. Set the context. What was the reason for writing and why are you addressing the addressee?

During a personal meeting, we discussed possible topics for the Victory Day issue and settled on life stories veterans.

3. State the problem. Briefly state the essence of the problem.

However, during personal communication, I managed to collect interesting material from the memories of the children of the war.

4. Ask a question. State it as concisely and clearly as possible. The better the question is worded, the more accurate the answer will be.

Can we include an article about the children of war in the issue?

5. Thank you for your help.

I would appreciate your quick response.

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	-	Sending hundreds of sales pitches, requests, and other business emails every day, but not getting the message you want? Do not know how to unobtrusively and politely remind the addressee of his obligations? Then online training will definitely help you. "Business Writing Skills"! You can take it at any time convenient for you.

Thanks to special application from Google, you will be able to copy selected contacts to other devices via email. This method is most suitable for transferring contacts between devices that you do not want to link to a shared account.

Contacts in the form of a single VCF file will be attached to the letter. The recipient can save this document on a computer or smartphone. To add the entries stored in the file to the phone book of another Android device, just open the received VCF document using the Contacts application.

Method 1: using a computer

The web version of Google's Contacts app lets you save your selected contacts on your computer as a single file, with which you can copy them to any iOS or Android device. It is not necessary to link devices with a shared account. But this method will be convenient only if you have a computer at hand.

Launch a browser on your computer and open Contacts.
Log in to the account to which the desired contacts are linked.
In the menu on the left, click "More" → "Export", and then - "TO OLD VERSION".
Mark the desired contacts, then click on the "More" button and select "Export".
End the process using system prompts.

As a result, a document with contacts will be downloaded to the computer in the form of a VCF file.

Contacts ".

Contacts » on the iCloud website with help from Apple The ID to which you want to copy the entries.

Method 2: Using a Google Account

Connecting to an account Google new Android smartphone or iPhone, you can copy all the contacts linked to this account on the old device to the gadget at once. Unlike the previous method, you cannot choose which contacts will be copied. But this does not require a computer.

First, open the settings on the source smartphone, find the connected Google account and make sure that contact synchronization is activated.

If you are copying contacts to an Android smartphone:

Go to the settings of the target device and open the section dedicated to accounts.
Go back to the accounts section in settings and select Google.
Open the added account and sync its contacts with the device.

If you are copying contacts to iPhone:

Go to your iPhone settings and tap "Contacts" → "Accounts" → "Add Account" → Google.
Add a Google account to which the necessary contacts are linked.
Open the added account and sync its contacts with iPhone.

The Contacts web app lets you save your selected contacts to your macOS or Windows computer as a single file that you can copy to any iOS or Android device. You do not need to link smartphones with a shared account. But this method will be convenient only if you have a computer at hand.

Launch a browser on your computer and sign in to Contacts on the iCloud website using the Apple ID you want to copy entries from.
Highlight the desired contacts in the list.
Click on the gear in the lower left corner and select "Export vCard".

The selected contacts will be saved on your computer as a VCF file.

If you are copying contacts to iPhone:

Launch a browser on your computer and sign in to Contacts on the iCloud website using the Apple ID you want to copy your contacts to.
Click on the gear in the lower left corner and select "Import vCard".
Specify the path to the file with contacts and confirm the import.
Open the Contacts mobile app on the target iPhone and refresh the contact list with a swipe from top to bottom.

If you are copying contacts on Android:

Send the file to the target device, for example via email.
Open the received document using the Contacts application.

How to copy contacts from iPhone to another iPhone

Method 1: using the mobile application "Contacts"

The Contacts application allows you to share selected contacts via instant messengers, SMS and other services. This method is most suitable for copying single contacts to devices that you do not want to associate with a common Apple ID with the source device. You don't need a computer for this.

By connecting a new iPhone to your Apple ID, you can copy all the contacts associated with this Apple ID on the old iPhone to your gadget. Unlike the previous method, you cannot choose which data will be transferred. But this method copies the entire phone book at once.

Make sure the same Apple ID is connected to both devices.
Enter the settings on the source device and click on the profile name at the very top.
Select iCloud and make sure that the switch next to "Contacts" is green.
Scroll down and click iCloud Backup → Back Up Now.
Make sure that in iCloud settings on the target iPhone, the switch next to "Contacts" is also green.
Launch the Contacts app on the target iPhone and swipe down to update the data.
Wait a few minutes for the sync to complete.

How to copy contacts from Android smartphone to SIM card or vice versa

You will most likely find options for importing from a SIM card and exporting to it in the contacts application preinstalled on your device. If not, then install the Contacts program from Google. Select "Export" or "Import" in its settings depending on your purpose and follow the prompts on the screen.

If for some reason you are unable to copy contacts using the pre-installed program and application from Google, look for alternatives on Google Play. For example, try the SIM cards and contacts app. Broadcast".

How to copy contacts from SIM card to iPhone

Insert a SIM card into iPhone.
Go to settings and click "Contacts" → "Import SIM Contacts".
Wait for the import to complete.

Unfortunately, you cannot copy contacts from iPhone to SIM card without iOS jailbreak.

What is email? In modern business world this is:

Your face. It is with the help of email that you can create a positive image in the eyes of the counterparty or spoil the first impression.
Your work tool. A lot of communication with the outside world happens by email. Therefore, having a good command of this tool, you can make your life much easier.
Powerful distraction. The outside world is trying to get you, distract you and lead you astray through email.

From these positions and look at working with e-mail. Let's start simple.

Letter design

I use the Mozilla Thunderbird mail client, so I will use its example. Let's create a new letter and go from top to bottom through the list of fields.

To whom. Copy. Hidden copy

Perhaps someone does not know, but "To" in Mozilla can be changed to "Cc" or "Bcc".

To whom: we write the main recipient or several recipients separated by a semicolon.
Copy: we write someone who should read the letter, but from whom we do not expect a reaction.
Hidden copy: we write someone who should read the letter, but should remain unknown to the rest of the recipients of the letter. It is especially appropriate to use for mass mailings of business letters, such as notifications.

Not properly in mass mailing specify recipients through the "Cc" or "To" fields. Several times a year I receive letters that list 50-90 recipients in the "Cc" field. There is a breach of privacy. Not all of your recipients need to know who else you are working with on a similar topic. It's good if they are people who know each other. And if there are competing companies on the list that do not know about each other? At a minimum, you need to be prepared for unnecessary explanations, and at the very least, to terminate cooperation with one of them. Do not do it this way.

Letter subject

Professional mailing services often write about the importance of the subject line (sometimes sensibly) in their corporate blogs. But there most often we are talking about sales letters, where the subject of the letter solves the problem “email should be opened”.

We discuss daily business correspondence. Here the theme solves the problem "the letter and its author should be easily identified and then found." Moreover, your diligence will return to you in the form of the karma of numerous response letters, only with prefixes Re: or fwd, among which you will have to search for the desired letter on the topic.

Twenty letters is the volume of a one-day correspondence of a middle manager. I don’t talk about entrepreneurs and business owners at all, their number of letters sometimes exceeds 200 or more per day. So once again: do not send emails with an empty subject line.

So, how to correctly formulate the subject of the letter?

Mistake #1 : only the name of the company in the subject. For example, "Sky" and all. Firstly, you are probably not one of your company communicating with this counterparty. Secondly, such a topic does not bring any sense, because the name of your company is already visible from the address. Thirdly, guess what your own mailbox will look like with this approach to correspondence? Approximately like this.

Is it convenient to search on such topics?

Mistake #2 : flashy, selling title. It's great if you know how to write such headlines. But is it appropriate to use these skills in business correspondence? Remember the purpose of the subject line of a business letter: not to sell, but to provide identification and search.

Text of the letter

There are many guides to writing texts for different occasions. For example, Maxim Ilyakhov, Alexander Amzin and other masters of the word have a lot of useful information. I advise you to read their articles at least to improve general literacy and improve the overall style of written speech.

In the process of writing a letter, we must consistently make several decisions.

A matter of courtesy . At the beginning of the letter, you can blur in courtesies or even tenderness in the spirit of “My dear Rodya, for more than two months now I have not spoken to you in writing, from which I myself suffered and even did not sleep another night, thinking.” Very polite and very costly, both in terms of time to compose such an introduction, and in terms of the interlocutor's time to read it. Correspondence is business, remember? Not writing an epistolary genre for a competition and not a letter from his mother to Raskolnikov, but business correspondence.

We respect our time and the recipient!

Introducing yourself and recalling the circumstances of your acquaintance makes sense only in the first letter sent after a fleeting meeting at the exhibition. If this is a continuation of cooperation or current correspondence, in the first letter of the day we write: “Hello, Ivan”, in the second and subsequent ones: “Ivan, ...”.

Appeal . I was always worried about the question of who to contact in a letter if there are several recipients. I recently wrote a letter addressed to three girls named Anna. Without any hesitation, I wrote "Hello, Anna" and did not take a steam bath. But that's not always the case.

What if there are three or even seven recipients and they do not have the same name? You can list by name: "Good afternoon, Rodion, Pulcheria, Avdotya and Pyotr Petrovich." But it is long and takes time. You can write: "Hello, colleagues!".

For myself, I use the rule to address by name the one who is in the "To" field. And to those who are in the copy, do not contact at all. This rule at the same time allows you to more accurately determine (one!) The addressee of the letter and the purpose of this letter.

Citation . Correspondence is often a chain of letters with questions and answers - in a word, a dialogue. It is considered good practice not to delete the history of correspondence and write your answer at the top of the quoted text, so that when you return to this correspondence in a week, you can easily read the dialogue from top to bottom by descending dates.

For some reason, the default setting in Mozilla is "Set cursor after quoted text." I recommend changing it in the menu “Tools” → “Account Options” → “Compilation and Addressing”. It must be so.

Purpose of the letter . Business letters are of two types:

when we simply inform the interlocutor (for example, a report on the work done for the month);
and when we want something from the interlocutor. For example, so that he agrees on the attached invoice for payment.

As a rule, there are many more incentive letters than reporting ones. If we want to achieve something from the interlocutor, it is very important to say this in a letter in plain text. The call to action should be followed by a first name and be the last sentence of the letter.

Not properly : "Porfiry Petrovich, I know who killed the old woman."

Correctly : "Porfiry Petrovich, it was I who killed the old woman, please take action on my arrest, I'm tired of suffering!"

Why should the correspondent think for you what to do with this letter? After all, he can make the wrong decision.

Signature in the text . She must be. Moreover, all email clients allow you to set up auto-substitution of a signature, for example, the classic "Respectfully, ...". In Mozilla, this is done in the menu "Tools" → "Account Options".

To write or not to write contacts in the signature is a personal matter for everyone. But if you are somehow connected with sales - be sure to write. Even if the transaction does not take place based on the results of communication, in the future you will be easily found using the contacts from the signature.

Finally, one more feature of the body of the letter for those interlocutors who do not like (cannot, do not want, do not have time) to answer your letters. Specify the default in the text of the letter. For example, “Porfiry Petrovich, if you don’t come to arrest me before 12:00 Friday, then I consider myself amnestied.” Of course, the deadline must be real (do not send the text from the example on Friday at 11:50). The recipient must be physically able to read and decide on your letter. Such "silence" relieves you of responsibility for the non-response of the interlocutor. As always, the use of this chip must be approached wisely. If a person responds to your letters on time and regularly, such an ultimatum may, if not offend him, then strain him a little or lead to a decision not to answer the letter right now, but to make you wait for Friday.

Attachments

Letters often come with attachments: resumes, commercial offers, estimates, schedules, scans of documents - a very convenient tool and at the same time a source of popular errors.

Error : Huge investment size. We often receive emails with attachments up to 20 MB in size. As a rule, these are scans of some documents in TIFF format, with a resolution of 600dpi. mail program the correspondent will almost certainly hang for several minutes in futile attempts to download a preview of this attachment. And God forbid the recipient try to read this letter on a smartphone ...

Personally, I delete such letters immediately. Don't want your email to end up in the trash before it's read? Control the size of the attachment. It is recommended that it be no larger than 3 MB.

What if it exceeds?

Try reconfiguring your scanner for a different format and resolution. For example, in PDF and 300dpi quite readable scans are obtained.
Think about programs such as the WinRar archiver or 7zip. Some files compress perfectly.
What if the attachment is huge and you can't compress it? For example, an almost empty accounting database weighs 900 MB. Cloud storages of information will come to the rescue: Dropbox, Google Drive and the like. Some services, like Mail.ru, automatically convert huge attachments into cloud storage links. But I prefer to manage my information stored in the cloud myself, so I do not welcome automation from Mail.ru.

And one more not quite obvious recommendation about investments - their name . It must be understandable and acceptable to the recipient. Once we were preparing in the company offer in the name ... let it be Fyodor Mikhailovich Dostoevsky. I received a letter from the manager with the draft CP for approval, and in the attachment there was a file with the name "DlyaFedi.docx". With the manager who sent me this, a dialogue took place with the following content:

Dear manager, are you personally ready to approach this respected person and call him Fyodor to his face?

Somehow no, a respected person, everyone calls him by his first name and patronymic.

Why did you call the attachment “For Fedi”? If I send it to him right now, do you think he will buy axes from us at this CP?

I was going to rename...

Why prepare a time bomb - refusal potential client- or create extra work for yourself by renaming the file? Why not immediately name the attachment correctly: "For Fedor Mikhailovich.docx" or even better - "KP_Sky_Axes.docx".

So, with email as a "face" more or less sorted out. Let's move on to review Email as a tool effective work and talk about its distracting component.

Working with letters

Email is a powerful distraction. As with any distraction, mail must be dealt with by tightening rules and implementing work schedules.

At a minimum, you need to turn off ALL mail notifications. If the mail client is configured by default, you will be notified with a sound signal, and the icon next to the clock will blink, and a preview of the letter will be shown. In a word, they will do everything to first tear you away from painstaking work, and then plunge you into the abyss of unread letters and unviewed mailings - minus an hour or two of life.

For some, powerful willpower allows you not to be distracted by notifications, and it is better for ordinary people not to tempt fate and turn them off. In Mozillla Thunderbird, this is done through the menu "Tools" → "Settings" → "General" → "When new messages appear".

If there are no notifications, how to understand that a letter has arrived?

Very simple. You yourself, consciously, allocate time for parsing mail, open your mail client and see all unread messages. This can be done twice a day, for example at lunchtime and in the evening, or during forced downtime, for example, in traffic jams.

People often ask, what about response times and urgent emails? I answer: you do not have urgent letters in the mail. Unless you work in the customer support department (such a department has its own rules for working with mail).

If there are urgent letters, the sender will notify you about this through other channels - phone, SMS, Skype. Then you will consciously go into the mail client and process the urgent mail. All time management gurus (for example, Gleb Arkhangelsky with his "Time Drive") declare the standard for responding to emails up to 24 hours. This is a normal rule of good form - do not expect instant answers from the interlocutor by email. If there is an urgent letter, notify about it through faster communication channels.

So, we turned off notifications and now we turn on the mail client according to our schedule.

What to do when we went into the mail and engaged in an activity called "parsing email"? Where is the beginning and end of this work?

I have heard a lot about the zero inbox system, but, unfortunately, I have not met a single person who uses it. I had to reinvent my wheel. There are articles on this topic on Lifehacker. For example, " ". Below I will talk about the zero inbox system in my interpretation. I will be grateful if GTD gurus will be noted in the comments, supplement or improve the described system.

It is important to understand and accept that email is not a task planner or an archive for your activities. Therefore, the Inbox folder should always be empty. If you have taken up the analysis of the inbox, do not stop and do not be distracted by anything until you empty this folder.

What to do with emails in inbox? You need to go through each letter sequentially and delete it. Yes, just select and press Delete on the keyboard. If you can't force yourself to delete the email, you'll have to make a decision about what to do with it.

Can you answer it in three minutes? Does it need to be answered? Yes, you do, and the answer will take no more than three minutes, then answer right away.
You need to answer, but preparing the answer will take more than three minutes. If you use a task scheduler that allows you to convert an email into a task, turn your email into a task and forget about it for a while. For example, I use the absolutely wonderful service Doit.im. It allows you to generate a personal email address: you forward a letter to it, and it turns into a task. But if you do not have a task scheduler, move the letter to the "0_Run" subfolder.
After a quick response to a letter, turning it into a task, or just reading it, you need to decide what to do with this message next: delete it or send it to one of the folders for long-term storage.

Here are the folders for long-term storage I have.

0_Run. I don’t have such a folder, but if you don’t have a planner, I repeat, you can add letters here that require detailed study. This folder also needs to be cleaned regularly, but with a thoughtful approach at the time specially allocated for this.
1_Reference Here I put letters with background information: welcome letters with logins from various web services, tickets for upcoming flights, and so on.
2_Projects. Here is stored an archive of correspondence on partners and projects with which there is a current relationship. Naturally, there is a separate folder for each project or partner. In the folder of the partner, I put letters not only from his employees, but also letters from the employees of the "Sky" associated with this partner. Very convenient: if necessary, all correspondence on the project is at hand in a couple of clicks.
3_Museum. Here I throw those letters that are a pity to delete, and the benefits from them are not obvious. Folders with closed projects from "2_Projects" also migrate here. In a word, the first candidates for deletion are stored in the "Museum".
4_Documents. Here are letters with electronic sample documents that may be useful in the future for accounting, for example, reconciliation acts from clients, tickets for trips. The folder has a lot in common with the folders "2_Projects" and "1_Sprav", only it stores accounting information, and in the folder "2_Projects" - management information. In "4_Documents" - dead information, and in "2_Projects" - live.
5_Knowledge. Here I put only really useful mailings, which I want to return to after a while for inspiration or search for solutions.

There are other mail client settings that are important for the operation of this system. First, by default, Thunderbird has the "Mark messages as read" checkbox. I prefer to do it consciously, so the flag is off! To do this, go to the menu "Tools" → "Settings" → "Advanced" → "Reading and display".

Secondly, we use filters . Previously, I actively used filters that automatically forwarded letters to the appropriate folders based on the sender's address. For example, letters from a lawyer were moved to the "Lawyer" folder. I abandoned this approach for several reasons. First: letters from a lawyer in 99% of cases relate to a project or partner, which means they must be moved to the folder of this partner or project. Second: I decided to add awareness. You yourself have to decide where a particular letter should be stored, and it is more convenient to look for unprocessed messages in only one place - in the inbox. Now I use filters only for organizing automatic regular letters from various systems into folders, that is, letters that do not require me to make decisions. Filters in Mozilla Thunderbird are configured in the "Tools" → "Message Filters" menu.

So, with the right approach, e-mail should take from 10 to 60 minutes a day, depending on the volume of correspondence.

Yes, and one more thing. Have you already turned off notifications for new emails? ;)

In Microsoft Outlook, you can specify that for all messages that you send, an automatic Bcc (copy) will be sent to other distribution lists or users.

One scenario in which this rule is useful is when responding to all members of a group to reply to incoming email messages, such as hub technical support. When one member of the group responds to messages, the other group members automatically receive a copy of the reply, keeping all outgoing messages up to date.

client rules

Create a rule

Now every time you send a message, be it a new message, forward a message or reply to the people or groups that are specified in the rule, they will automatically be added as recipients of the copy. Names of people or groups are not displayed in the "CC" line Compose the message, but these names will be displayed to all recipients of the message.

Disabling a rule

In the Mail view on the tab home press the button regulations > Manage rules and alerts.

On the tab in the section rule

Click the button OK.

Rules and Alerts.

Advice: For more information about how to quickly disable this rule for individual messages, see the next section ("").

Using a Category to Disable Automatic Cc Sending for Individual Messages

If you want the flexibility to disable automatic new copy rules based on a single message without having to navigate through the dialog box rules and alerts, you can use the categories feature in Outlook along with the rule.

Advice:

First, you need to create an automatic blind copy (CC) rule for all email messages that you send.

This particular rule is called client rules. The client rule runs only on the computer on which it is created and runs only when Outlook is running. If you were to send an email using account e-mail on another computer, the rule will not run from that computer, so it will be created on this computer. This same rule must be created on each computer that you plan to use it.

Create a rule

Now, every time you send a message, whether it's a new message, when you forward the message or reply to people, or the distribution lists specified in the rule will be automatically added as recipients of the copy. Names of people or distribution lists are not displayed in the "CC" line Compose the message, but these names will be displayed to all recipients of the message.

Disabling a rule

To prevent the automatic copy from being sent, you must first disable the rule.

In Mail in the menu Service press the button Rules and Alerts.

On the tab Email Rules In chapter rule uncheck the box corresponding to the rule you created.

Click the button OK.

You can now send a message without automatically sending a copy of it to other people or mailing lists. The rule will be inactive until it is re-enabled in the dialog box Rules and Alerts.

Advice:

Using a Category to Disable Automatic Cc Sending for Individual Messages

If you want to disable the new auto-copy rule for individual messages without opening a dialog box Rules and Alerts, you can set the rule to a category that is available in Office Outlook 2007.

Modify the rule you created earlier so that when you add the specified category to a message, the rule does not automatically send a copy.

When you want to disable the auto-copy rule for a message, apply a category to it.

Advice: You can use a keyboard shortcut if you specified it when creating the category.

When a message is sent, the automatic send copy rule will not be applied.