Email

How do I log my email in the CRM using HubSpot Sales?

Last updated: January 18, 2018

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Sales: Free, Starter, Professional

You can connect HubSpot Sales to the CRM to log email activities and automatically add new contacts that you email into the CRM. The information below covers:  

Requirements for logging an email in your HubSpot CRM 

In order to log an email and add new contacts to your HubSpot CRM account from a logged email, the email address you send from in your email client must be one of the following:
  • A user in your account
  • One of your connected email addresses under Account Menu > Profile & Preferences
  • An alias in your email client  

To prevent tracking of internal emails between you and your colleagues, the CRM will not log emails sent between you and other contacts that match your email domain (e.g., hubspot.com). For example, if you're sending an email to contact@hubspot.com from youremailaddress@hubspot.com, then the email will not log because the email domain (hubspot.com) of the sender matches the email domain of the recipient.

Logging an outgoing email in your HubSpot CRM

  • Open your Gmail or Outlook inbox and compose a new email.
  • Select a recipient.
  • Ensure that the Log checkbox is selected in your email compose window. Below are examples of what this checkbox looks like with the HubSpot Sales Chrome extension, the Office 365 add-in, and the HubSpot Sales extension for the Outlook desktop app on Windows.

  • Once you check this box, it will remain checked for future email sends. If you uncheck this box, it will remain unchecked until checked again. However, please note that this box will not remain checked when composing messages using the Office 365 add-in. Instead, check the Log this email to HubSpot box each time you wish to log an email to the CRM using the Office 365 add-in.
  • Click Send.
  • In your HubSpot Sales account, click Contacts in the main navigation menu.
  • Locate your email's recipient and click the name of the contact.
  • In your contact’s activity timeline, you will see a log of the sent email. 

Log_in_CRM_email_on_timeline

Log an incoming email reply in the HubSpot CRM

Replies to your emails that are sent through the HubSpot CRM with your connected inbox will be logged automatically unless the recipient's email address or domain has been added to your blacklist. Click here for instructions on connecting your inbox with Gmail and Office 365. If you're connecting your inbox with IMAP, click here

Customizing your email blacklist in Gmail and Outlook

To keep your CRM organized, you can create a blacklist for specific email addresses or email domains that you would like to never log in the CRM. Adding individual email addresses or domains to this list will prevent anyone who fits the criteria of your blacklist from being logged in the CRM or added as new contacts, even if the Log option is selected.

Customizing your email blacklist in Gmail

  • To customize your blacklist, click on the HubSpot sprocket icon in the top right corner of your Gmail inbox and select Extension settings
  • Enter an email address or an email domain in the field below Never log. Then click Add. You can continue to add additional email addresses or email domains to the field one at a time, clicking Add after entering each.
  • To remove an email address or email domain from your Never log list, click the Manage dropdown menu beside the email address or email domain and then select Remove. Team admins will also have the option to Block for all users. That way, other users in the account will not be able to log emails to the specified email address or email domain.

Customizing your email blacklist in Outlook (for the HubSpot Sales extension for the Outlook desktop app on Windows) 

  • In Outlook, navigate to your main ribbon at the top and click the HubSpot Sales settings icon. This is the downward arrow beside HubSpot right below the orange HubSpot sprocket icon. Alternatively, you can click the sprocket icon > Settings.
  • In the dialog box, enter an email address or an email domain in the field below Never log and then click Add. Any email you send to the email addresses or domains added here will never be logged in the CRM.
  • You can also click Remove beside an email address or an email domain to remove it from the Never log list if you later decide to start logging emails to these addresses or domains again. 
  • Click OK to save your changes.

Setting your default preference and linked account for logging and tracking in Outlook 

If you're using the HubSpot Sales extension for the Outlook desktop app on Windows, then you can set your default preference for logging and tracking emails. This means you can decide whether the Track Email and Log to CRM boxes are selected automatically by default when composing a new email.   

In the same area of the extension, you can select which HubSpot Sales account you would like linked with the Sales extension (if you're using multiple HubSpot accounts):

  • In Outlook, navigate to your main ribbon at the top and click the HubSpot Sales settings icon. This is the downward arrow beside HubSpot right below the orange HubSpot sprocket icon. Alternatively, you can click the sprocket icon > Settings.
  • In the dialog box, click the Log email and the Track email checkboxes to select or deselect them depending on whether you would like these options on or off by default when composing a new email in Outlook. 
  • Select which HubSpot Sales account you would like connected with the Sales extension using the Switch connected HubSpot account dropdown menu.
  • Click OK to save your changes.

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