How to Log Email in Hubspot with BCC and Forwarding

Using Hubspot to capture every customer conversation is simple when you know how to log email correctly. This guide explains how to use the BCC address and forwarding address so your messages appear on the right contact, company, deal, or ticket records in your CRM.

Understanding Hubspot Email Logging

Email logging adds copies of your external conversations into your CRM timeline. When you send or forward an email to a special address, Hubspot processes the message and attaches it to matching records.

With email logging you can:

• Track sales and support conversations in one system.
• Give teams full visibility into contact history.
• Reduce manual note taking and copy‑pasting.
• Keep records aligned with your inbox activity.

How the Hubspot BCC and Forwarding Addresses Work

Hubspot provides two special email addresses for logging:

• BCC address: used while composing outbound emails.
• Forwarding address: used to log emails that were already sent or received.

When an email is sent to either logging address, Hubspot scans the message for matching recipients and creates or updates CRM records according to your account settings.

Requirements Before You Log Emails to Hubspot

Before using BCC or forwarding, confirm these points in your Hubspot account:

• You have access to the CRM and the email logging feature.
• Your user permissions allow you to create and edit contacts.
• Your email provider is allowed to send to external addresses.
• Your account settings define how new contacts are created from logging.

If your team uses additional tools or custom workflows, partners such as Consultevo can help align your implementation with broader CRM processes.

Find Your Hubspot BCC and Forwarding Addresses

Each user has unique BCC and forwarding addresses. To locate them, follow these general steps in Hubspot:

1. Sign in to your Hubspot account.
2. Open your user profile and navigate to the email logging settings section.
3. Locate the Log and track or similar area where personal email addresses for BCC and forwarding are listed.
4. Copy the BCC address and the forwarding address and store them in a secure location for quick access.

You can reuse these addresses from any email client, as long as messages are sent from an allowed mailbox.

How to Log Outbound Email with the Hubspot BCC Address

Use the BCC address when composing a new email so Hubspot logs the message automatically as it is sent.

Step‑by‑Step: Using the Hubspot BCC Address

1. Open your email client (for example, Gmail, Outlook, or another provider).
2. Compose a new email to your contact or multiple recipients.
3. In the BCC field, paste your unique Hubspot BCC address.
4. Write your subject line and email body as usual.
5. Send the email from your connected mailbox.

After sending, Hubspot receives a copy through the BCC address and logs the email on the timeline of matching CRM records.

Where Emails Log in Hubspot

Depending on your CRM configuration and matching rules, the logged email can appear on:

• Contact records that match the recipients’ email addresses.
• Company records associated with those contacts.
• Deal or ticket records linked to those contacts or companies.

If multiple records share the same email address, Hubspot uses your account logic to decide where to associate the conversation.

How to Log Existing Emails with the Hubspot Forwarding Address

Use the forwarding address when you want to log an email that has already been sent or received, such as a reply from a customer or an important historical thread.

Step‑by‑Step: Forwarding to Hubspot

1. Locate the existing email in your inbox.
2. Click Forward in your email client.
3. In the To field, paste your Hubspot forwarding address.
4. Do not change the subject line if you want to preserve the original thread context.
5. Send the forwarded email.

When the message reaches your forwarding address, Hubspot processes it and logs it on the contact, company, deal, or ticket record that matches the sender or recipient email.

How Hubspot Matches Forwarded Emails to Records

Forwarded messages include original sender and recipient details. Hubspot uses this information to find related records:

• If a contact with that email already exists, the message logs on that record.
• If no contact exists and your settings allow it, a new contact may be created.
• If deals or tickets are associated with the contact, the email may also log on those records.

This matching ensures that even older conversations added with the forwarding address are visible in one place inside your Hubspot CRM.

Best Practices for Reliable Email Logging in Hubspot

To keep your data clean and reliable, follow these practices when using BCC and forwarding addresses in Hubspot:

• Use work addresses for business contacts rather than personal inboxes when possible.
• Avoid logging sensitive information that should not be stored in your CRM.
• Keep subjects clear so threads are easier to follow on the Hubspot timeline.
• Regularly review contact records to merge duplicates and maintain accurate history.
• Train your team to use the same process for BCC and forwarding so data is consistent.

Troubleshooting Hubspot Email Logging Issues

If your emails are not appearing in the CRM, review these common causes:

• The email was not actually sent to the Hubspot BCC or forwarding address.
• Your email domain or mailbox is not authorized to send to external addresses.
• The message exceeded provider limits or was blocked by security filters.
• No matching contact existed and settings prevented automatic contact creation.

To validate that logging works, send a simple test email to a known contact while BCCing your Hubspot logging address, then confirm that the message appears on the contact record timeline.

Learn More About Official Hubspot Email Logging Rules

For detailed, up‑to‑date rules, supported email providers, and configuration steps, review the official documentation on how to log email in your CRM with the BCC or forwarding address: Hubspot knowledge base article.

By understanding how the BCC and forwarding addresses function, your team can make Hubspot the single source of truth for every email conversation, improving collaboration, reporting, and customer visibility.

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