How to Auto BCC Zoho CRM from Outlook Using BCC Dropbox

How to auto BCC from Outlook?

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

  1. Open BCC Dropbox settings. Go to Setup, then Channels, then Email, then BCC Dropbox.
  2. Generate your address. If you haven't already, generate your unique BCC Dropbox email address here.
  3. 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.
  4. 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.