# Email copy address

Email sent or copied to your **copy address** is filed on the contact and company records it is about, with its attachments. Nothing is answered and your inboxes are never read: only what reaches the address is filed.

Find it in **Emails settings → Email copy address**. There are two kinds:

- **Your personal address**: `log-…+…@in.voicelogica.ai`. Emails that reach it are marked as **handled by you**. Use it for your own Bcc and your own forwarding rule.
- **The company address**: `log-…@in.voicelogica.ai`. Use it for shared inboxes (a Google group such as support@) and company-wide rules; the person who handled each email is taken from From, To and Cc.

Emails only between colleagues are skipped. The same email arriving several times (Bcc plus a group plus a forward) is filed once.

## Choose how emails reach it

| Way | Covers | Set up by |
|---|---|---|
| [Chrome extension](#from-gmail-or-outlook-in-the-browser) | Emails you write in Gmail or Outlook in the browser | Each person, in 1 minute |
| [Forwarding rule](#also-file-client-replies) | Client replies you receive | Each person, in 2 minutes |
| [Company rule](#for-the-whole-company) | Every email to and from clients, in every app and phone | A mail admin, once |

## From Gmail or Outlook in the browser

The [Chrome extension](https://docs.voicelogica.ai/telephony/chrome-extension/) adds your personal copy address in Bcc when you write to a client:

1. Open the extension, go to **Email filing** and choose **Remind me** or **Add automatically**. Allow access to Gmail and Outlook when Chrome asks.
2. Write to a client. A chip next to **Send** shows **Filed in Voice Logica** (or **Add** in Remind mode). **×** skips one email.
3. Add people or domains you never want filed under **Never file emails to…**.

It works in Gmail (any Gmail or Google Workspace account) and Outlook on the web (Microsoft 365 and outlook.com). Desktop and phone mail apps need a [company rule](#for-the-whole-company) instead.

## Also file client replies

A Bcc only covers what you send. To file the replies, forward your incoming mail to your personal copy address; Voice Logica keeps only **replies to emails already filed** and **mail from your contacts**, and drops everything else unread.

1. In the extension, open **Email filing → Also file client replies** and click **Open Gmail forwarding**. Your address is copied: click **Add a forwarding address** and paste it.
2. Gmail sends a confirmation code to the address; it appears in the extension a minute later. Enter it in Gmail.
3. Click **Open the filter**, choose **Create filter**, tick **Forward it to** and pick your copy address.

In Outlook: **Settings → Mail → Rules → Add new rule**, condition **From: not in my organisation** (or all messages), action **Forward to** your personal copy address.

## For the whole company

A mail admin can copy every client email to the **company** address once, for everyone and every app (desktop, phone, web). This needs no extension and cannot be forgotten.

### Google Workspace

1. In the [Admin console](https://admin.google.com) go to **Apps → Google Workspace → Gmail → Routing**.
2. Under **Routing**, click **Configure** (or **Add another rule**) and give it a name, e.g. *Voice Logica copy*.
3. Under **Email messages to affect** tick **Inbound** and **Outbound**.
4. Under **For the above types of messages, do the following** choose **Modify message**, then under **Also deliver to** tick **Add more recipients**, click **Add**, and enter the company copy address.
5. Click **Save**. Changes can take up to an hour.

To limit it to some people, apply the rule to an organisational unit or a group.

### Microsoft 365 / Exchange Online

1. In the [Exchange admin center](https://admin.exchange.microsoft.com) go to **Mail flow → Rules → Add a rule → Create a new rule**.
2. Name it *Voice Logica copy – outgoing*. **Apply this rule if**: *The recipient is located* → **Outside the organization**.
3. **Do the following**: *Add recipients* → **to the Bcc box** → the company copy address. Save and enable the rule.
4. Add a second rule, *Voice Logica copy – incoming*: **Apply this rule if** *The sender is located* → **Outside the organization**, same action. Save and enable.

Both rules skip mail only between colleagues, like the copy address itself.

**Is our whole inbox filed?**
No. Only emails that involve someone outside the company are filed, on the records of the people they are about. Forwarded mail is filed only when it is a reply to an email already filed or comes from a contact.

**Some emails should never be filed (lawyers, personal mail).**
With the extension, add them under **Never file emails to…** or press **×** on that email. With a company rule, add an exception to the rule (e.g. recipient domain is your lawyer's).

**Will it create a contact for every newsletter?**
No. Mail systems (Google Groups notices, bounces) are never filed, and forwarded mail never creates contacts. **Create contacts for new senders** on the copy address card controls the rest.