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Connected Email

Set up IMAP or Exchange settings

Last updated: April 18, 2022

Applies to:

All products and plans

If you're a super admin or have Account Access permissions, you can preconfigure the IMAP and SMTP server settings so that this information pre-populates when other users connect their personal emails via IMAP. Or, if you're using an Exchange account, you can add your domain and Exchange URL that will populate when your users connect their Exchange email or calendar to HubSpot.

Your IT team might also only allow certain IP addresses to access your account. After you configure your connection settings, you can access the IP addresses that HubSpot uses when sending data from your account and send them to your IT team to allowlist.

Please note: you can configure either IMAP settings or Exchange settings for a domain, but you cannot configure both for the same domain. For example, if you configure IMAP settings for yahoo.com you cannot also configure Exchange settings for yahoo.com.

Set up IMAP settings

If your email server requires an IMAP connection to connect with HubSpot, you can configure IMAP settings for your email domain to help your other team members connect their personal emails to HubSpot.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Activities.
  • Click the Email Logging tab.
  • Click Exchange & IMAP Settings to expand the section.
  • To add an email sending domain, click Add IMAP settings. If you have already attempted to connect an email account with IMAP, click the edit pencil icon next to the domain.

click-to-expand-imap-settings

Once your domain is connected, any time a user in your account connects a personal email to HubSpot using IMAP, the IMAP settings will automatically populate.

Set up Exchange settings

You can add your Exchange settings to your account to help your other team members connect their Exchange emails or calendars to HubSpot.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Activities.
  • Click the Email Logging tab.
  • Click Exchange & IMAP Settings to expand the section.
  • To add your Exchange settings for your email or calendar, click Add exchange settings.

add-exchange-settings

  • In the right panel, enter the email domain the settings are for and the Exchange URL.

test-add-exchange-settings

  • Click Add Exchange settings.

Once your settings are configured, any time a user in your account connects an Exchange account to HubSpot, the settings you set here will automatically populate.

Add IP addresses to allowlist

Your IT team might only allow certain IP addresses to connect with your email via IMAP or to send data from your Exchange account. If this is the case, your IT team will need to allow the IP addresses that HubSpot uses.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Activities.
  • Click the Email Logging tab.
  • Click Exchange & IMAP Settings to expand the section.
  • Next to your domain, click View connection IPs.

view-domains-connection-ips

  • If you haven’t turned on static IP addresses for this domain, click to toggle the Use static IP addresses switch on.

turn-on-static-ips

  • Click Copy next to the IP range and allowlist them.
  • Click Done.

Please note: when you edit a domain's settings, you are editing the settings for all email accounts in this domain. If you enter the incorrect settings, all emails in this domain will disconnect from HubSpot.

When this setting is turned on for another domain, the IP ranges will be available for allowlisting. All of the emails in the domain will inherit the settings you configured in your account settings. If you're using an Exchange account, all emails and calendar invitations sent from connected Exchange accounts will send from that IP range going forward.

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