How to Automatically BCC HubSpot on Every Email in Outlook

If you use HubSpot and Outlook together, you have probably heard of the HubSpot BCC email logging feature. It is one of the most reliable ways to get your outgoing emails into HubSpot — far more dependable than the Sales Extension add-in. The problem is that it requires you to add a specific email address to the BCC field of every email you send, and manually doing that on hundreds of emails a week is neither realistic nor sustainable.

This guide explains exactly what the HubSpot BCC address is, how to find it, and how to automate it so that every email you send from Outlook is logged to your CRM without any manual effort.

What Is the HubSpot BCC Address?

Every HubSpot account includes a unique BCC email logging address for each connected inbox. The format looks something like logmein@hs-inbox.com followed by a unique identifier string. When you send an email and include that address in the BCC field, HubSpot receives a copy of the message in the background.

HubSpot then processes the email and automatically matches it to the relevant contact in your CRM based on the recipient's email address. The email appears in the contact's activity timeline, the deal's timeline (if the contact is associated with a deal), and the company record. All of this happens within a minute or two of the email being sent, with no further action required.

The BCC approach works because it does not rely on any integration between Outlook and HubSpot's API. It uses the fundamental email protocol — a BCC recipient receives a copy of an email the same way as any other recipient, just without being visible to the To or CC recipients. HubSpot's logging inbox handles the processing on their end.

How to Find Your HubSpot BCC Logging Address

Your unique BCC logging address can be found inside HubSpot in a few clicks. The location varies slightly depending on your HubSpot version, but the general path is:

1. Log in to your HubSpot account and click the settings gear icon in the top navigation bar.
2. In the left sidebar, navigate to General under Account Defaults.
3. Click the Email tab at the top of the General settings page.
4. Under the "Log and track emails" section, you will find your personal BCC email address.

This address is unique to your HubSpot user account — each person on your team has their own. Make a note of yours, as you will need it when setting up automation.

Why You Should Automate This

Once you have your BCC address, you have two options: add it manually to every email you send, or automate it so that it is added for you every time.

Manual BCC is a well-intentioned approach that breaks down quickly in practice. A sales rep sending 40 emails a day would need to remember to add the BCC address 40 separate times. Reply threads do not carry the BCC forward from previous messages, so every reply in a conversation requires a fresh addition. On a day when you are stressed, rushed, or distracted — which is most days in a sales role — emails inevitably slip through without being logged.

The result is a HubSpot CRM where contact timelines are incomplete, deals lack full conversation history, and the data you rely on for forecasting and coaching is unreliable. Automating the BCC step removes the human variable from the equation entirely.

Manual Methods: What They Can and Cannot Do

Before getting to the recommended automated solution, it is worth briefly covering the manual approaches that some people try — and why they fall short.

Outlook Quick Steps

Outlook's Quick Steps feature allows you to create a shortcut that applies a set of actions to an email. You can create a Quick Step that adds a BCC recipient to a new email. However, Quick Steps apply to existing emails in your inbox (for actions like forwarding or moving), and do not automatically fire on every new email you compose. You still have to manually trigger the Quick Step each time, which reintroduces the human memory problem.

Outlook Rules

Outlook Rules are triggered by incoming email criteria and apply actions like moving or forwarding messages. They cannot be used to add a BCC to outgoing messages before they are sent. This is a common misconception — Outlook Rules simply do not have the ability to modify outgoing messages in this way.

VBA Macros

Technically savvy users sometimes write VBA macros that fire on the ItemSend event and add a BCC address. This can work in the classic Outlook desktop application, but macros are disabled by default in most corporate environments for security reasons, require re-enabling with every Outlook update, do not work in Outlook on the web or new Outlook for Windows, and present a maintenance burden. It is not a viable solution for a team.

How to Set Up BCC Logger for Automatic Logging

BCC Logger is an Outlook add-in built specifically to solve this problem. It is a proper Microsoft Office Add-in — not a VBA macro or a browser extension — which means it works reliably across Outlook desktop on Windows, Outlook on the web, and new Outlook for Windows, and can be deployed centrally by your Microsoft 365 administrator.

Setting up BCC Logger takes around five minutes per user:

1. Subscribe. Visit bcc-addin.co.uk and subscribe for £1/month. You'll receive an activation token immediately after payment.
2. Install from Microsoft AppSource. Search for BCC Logger in the Outlook add-ins store and click Get it now. No manifest files or sideloading — installs in seconds directly from within Outlook. Microsoft 365 administrators can also deploy it centrally to their entire organisation.
3. Configure and activate. Open the BCC Logger settings panel within Outlook. Paste in your unique HubSpot BCC logging address, enter your activation token, and save. This is a one-time configuration step that syncs to all your Outlook clients automatically.
4. That is it. From this point forward, every email you send from Outlook will automatically include your HubSpot BCC address and be logged to your CRM. Send a test email to confirm — within a minute or two you should see it appear in your HubSpot contact timeline.

What Happens After Setup

Once BCC Logger is running, the experience is completely invisible. You compose emails exactly as you normally would. You do not see the BCC address in the compose window (it is added silently just before the message is sent). Your recipients do not see it either — BCC fields are hidden from To and CC recipients by design.

In HubSpot, you will see emails appear in contact and deal timelines within minutes of being sent. The email subject, full body text, and any attachments are all captured. HubSpot matches the email to a contact using the recipient's email address — if the contact does not yet exist in your CRM, HubSpot can create a new contact record automatically depending on your settings.

For sales teams, the practical impact is significant. Every deal in HubSpot now has a complete, accurate email history. Managers can review conversation threads in full. Handovers between reps include the complete context. Forecasting is based on real activity data rather than whatever a rep remembered to log.

If you have been wrestling with incomplete CRM data for months, the step from manual BCC to automatic BCC is one of the highest-leverage improvements you can make to your HubSpot setup.