Choose between an individual work email and team email connection

When connecting an email account to HubSpot, choose between an individual work email and a team email based on how you want to use the account. Individual work emails are used for one-to-one communication and HubSpot's sales tools. Team emails are used to manage shared email addresses in the conversations inbox or help desk. 

Review the differences between individual work emails and team emails to decide which connection to use.

Before you get started 

There are a few things to keep in mind when choosing an inbox connection:

• You cannot use a single email account as both your individual work email and team email in HubSpot. If you need to use the conversations tool and send one-to-one emails, you must connect two different email accounts.
• If you connect a team email to the conversations tool, you cannot connect that same email address to the meetings tool.

Use an individual work email

Connect your individual work email to manage your emails with leads and contacts, and track their interactions with your emails. When you connect an individual work email to HubSpot, you can send one-to-one emails from the CRM, log emails to the CRM, send sequence emails, and install HubSpot Sales to access the sales tools in your inbox. Some HubSpot tools require an individual work email connection. You can connect multiple individual work emails to HubSpot that your user can use to send emails.

An individual work email should be unique to you and not used by anyone else on your team. It should be the email address you typically use to send emails to your contacts, such as your company email address.

Learn how to connect an individual work email in your email settings.

After connecting the email account, you can install the HubSpot Sales Extension, manage your log and track preferences, and set a default font for all emails sent from the CRM.

Use a team email

Connect a team email to the conversations inbox or help desk so your team can view, manage, and reply to emails in the conversations inbox. A team email is a shared email address (e.g., info@ or support@) that multiple users have access to and use to communicate with customers. 

Depending on your product subscription, you can create multiple conversations inboxes in your account. For example, you can create an inbox for your support team to manage incoming customer inquiries, and an inbox for your sales team to use when contacting leads. While you can have multiple inboxes, a team email address can only be connected to one of the inboxes in your account.

Please note: if you see an error that the email that you're trying to connect has already been connected, check with the other users in your account to make sure they didn't connect this email address as an individual work email. If this email address is associated with a user that no longer exists, re-create the user's account and then disconnect the inbox.

All incoming emails sent to a team email will be visible to your entire team, so do not connect an email account that you use to send personal emails.

Learn how to connect a team email in your inbox settings.