Zoho CRM has a native feature called BCC Dropbox that logs your outgoing emails against the correct Lead or Contact automatically, without needing any macros, scripts, or plugins in Outlook.
How it works
Each user in your Zoho CRM account has a unique BCC Dropbox email address. Whenever you send an email to a Lead or Contact and include this address in the BCC field, Zoho CRM automatically searches for a matching record, first in Contacts, then in Leads, and attaches a copy of the email to it. If no matching record is found, Zoho CRM can be configured to create a new Lead and log the email against it instead.
Setting up BCC Dropbox
- Open BCC Dropbox settings. Go to Setup, then Channels, then Email, then BCC Dropbox.
- Generate your address. If you haven't already, generate your unique BCC Dropbox email address here.
- Save it somewhere convenient. Add it as a contact in Outlook, or save it somewhere you can quickly copy it from, since you'll be adding it to the BCC field regularly.
- Use it when sending email. Whenever you email a Lead or Contact from Outlook, add the BCC Dropbox address to the BCC field before sending. Once you've done this once, most email clients will start suggesting the address automatically as you type.
Note: BCC Dropbox only logs emails you send to an existing Lead or Contact. It cannot automatically log emails you receive, since there's no way for Zoho CRM to intercept incoming mail this way. If you need received emails logged too, you'll need to configure IMAP or POP email integration for the relevant mailbox instead. Zoho has also revised the BCC Dropbox address format in the past, so if your address stops working, regenerating it from the same settings page is usually the fix.
Why this is better than a mail rule or macro
Because BCC Dropbox works at the point of sending, rather than relying on client-side automation like an Outlook macro, it works from any email client, not just Outlook, and doesn't rely on VBA scripts that can break with Outlook updates or security settings changes.
Need help? 1 Cloud Consultants can help you set up BCC Dropbox, IMAP integration for received emails, or a full email integration strategy for Zoho CRM.
Book a discovery call with 1 Cloud Consultants.
Related Articles
Using Auto Analysis in Zoho Analytics
Auto Analysis is an AI-powered feature in Zoho Analytics that takes you from raw data to meaningful insights in minutes. By combining generative AI, machine learning, and natural language processing, it examines your data structure and automatically ...
How to add Auto Number Fields to Zoho CRM
Auto Number is a field type that automatically generates a unique, sequential value for every record, useful for reference numbers, invoice numbers, or as a cleaner alternative to a default Name field on a custom module. How to add one Open Modules ...
Auto Number Fields in Zoho CRM: An Overview
If you have ever needed every record in a Zoho CRM module to carry its own unique reference, an Auto Number field is usually the simplest way to get there. Rather than agents typing in invoice numbers or job codes by hand, Zoho CRM can generate a ...
Is There a Difference Between the Trial and Paid Editions of Zoho CRM Enterprise?
No, the trial edition of Zoho CRM Enterprise gives you the exact same features as the paid Enterprise edition. The differences aren't about functionality, they're about scale and duration. What's the Same During your trial, you get full access to ...
Auto Number Fields in Zoho CRM: The Complete In-Depth Guide
This guide goes into full technical detail on Auto Number fields in Zoho CRM: how to add and configure one, how prefixes, suffixes and merge fields behave, what happens when you apply numbering to records that already exist, how the field can take ...