BetaImport historical email data

After connecting your Gmail inbox to HubSpot, import existing emails into the CRM to centralize communications and prospecting. Importing historical data allows you to associate past conversations with CRM records, helping you manage relationships with full context.

During the import, specify a date range and choose to either import emails for existing contacts only or create new contact records for email participants. This feature is available for Gmail accounts only.

Please note: to access this feature, your Super Admin can opt your account into the Historical email import beta.

Understand email import and contact creation rules

When you import historical email data, the following rules apply:

• An email is imported only if the message includes at least one contact you selected for import within the From, To, CC, or BCC fields.
• New contacts are created only for the specific email addresses you select for contact creation during the import process.
• Emails are associated only with the new or existing contacts you select for import.
• Once imported, emails are associated to CRM records (e.g., companies or deals) based on your account's automatic association settings.

The following data is excluded from the email import and contact creation:

• Email addresses or domains on your personal or team never log lists. 
• Your own connected inbox email address. 
• Emails within the import date range that already exist in your CRM. Detected duplicates are excluded from your final import summary.

Set up historical email imports

Permissions required Account Access permissions are required to configure historical email import settings.

Before users can import their email data, turn on the historical email import setting and configure the import timeframe.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.

2. In the left sidebar menu, navigate to Objects > Activities.
3. In the Historical email import section select the Allow all users to import historical email data checkbox.
4. In the Import timeframe section, select a date range.
5. At the bottom, click Save.

Import historical email data

After the historical email import setting is turned on, import your Gmail data for existing contacts or create new contacts.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.

2. In the left sidebar menu, navigate to General.
3. Click the Email tab.
4. Hover over your connected inbox and click Actions, then select Import historical email data.

5. In the right panel, select the checkbox to confirm the import details, then click Start import.
6. In the Import date range section, enter the import date range. This option only displays if a Super Admin has allowed users to choose their own range.
   • If you have an email thread, only the emails that fall within your specified date range will be imported.
7. Select the data you want to import:

• • Import emails for existing contacts: historical email data will be imported for existing contacts only.
  • Import emails & create new contacts: historical email data will be imported for new and existing contacts. New contacts will be created in your CRM.

Import emails for existing contacts

1. On the Import emails page, review the table of contacts. To remove a contact from the import, toggle the Include in import switch off.
2. Click Next.
3. Once your import is complete, click View imported emails to review the data in your CRM.

Import emails & create new contacts

1. On the Set exclusions page, select the data to exclude from the import:
• Promotional emails: click the checkbox to exclude promotional emails.
• Transactional emails: click the checkbox to exclude transactional emails.
2. To exclude specific email addresses or domains, click Add emails or domains.
3. In the dialog box, enter email addresses or domains, then click Save. Added items are automatically added to your personal never log list.
4. Click Next.
5. On the Create new contacts page, select the checkboxes next to each contact you want to create, then click Next.
6. On the Import emails page, select the checkboxes for each contact you want to import historical emails for, then click Next.
7. On the Review page, review your import details and click Next.
8. Once your import is complete, click View contacts or View imported emails to review the data in your CRM.

Receive notifications for historical email imports

Email notifications for historical email imports are turned on by default. You’ll receive an email once your import is finished or if it needs your attention. If you aren’t receiving these notifications, ensure that you’ve turned on email notifications. You can also turn on pop-up, browser, and bell notifications.

To customize your notification settings for historical email imports:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.

2. In the left sidebar menu, navigate to Notifications.
3. On the Email & Desktop tab, click to expand the Email section.
4. In the Historical email imports section, select the checkboxes for each notification type you want to receive.
5. At the bottom, click Save.