Connected Email

Connect your inbox to HubSpot

Last updated: March 26, 2020

To send emails to contacts through the CRM, or use the sales tools in your email inbox, HubSpot needs permission to connect with your inbox. You can connect multiple personal inboxes to HubSpot that your user can use to send emails.

This article covers how to connect a personal inbox to HubSpot. If you want to email contacts using a shared, team email address, learn how to connect a team email to the conversations inbox.

Please note: to connect an inbox to HubSpot, you must have Account access permissions or a be user with Sales Access permissions.

Find your email service provider and choose your connection type

When deciding on an email connection, you need to know who hosts your email. Your email host operates your email servers. If you're not sure who hosts your email, ask your IT department or use an online tool such as MxToolbox. To find your email host with MxToolbox:

Please note: HubSpot does not support a connection with ActiveSync, but if you use ActiveSync in your email client, connect your account using the HubSpot-Exchange connection.

  • Navigate to MxToolbox.
  • In the Domain Name field, enter your email domain. This is the part after the @ symbol in your email address. For example, if your email address is example@hubspot.com, your email domain is hubspot.com.
  • After entering your email domain, click MX Lookup.
  • On the next screen, you'll see your email service provider (email host):

Please note: depending on the security settings you have in place, you may see your security system listed in the MxToolBox results instead of your email provider. For example, if you use Mimecast, you'll see Mimecast listed as your provider. Check with your IT team to confirm who hosts your email.

mxtoolbox-screenshot

Connect your Gmail account

Please note: if you connect a Gmail inbox that has an alias set up, that alias will show up automatically in the From dropdown menu in the email composer. The alias must be set up in your Gmail account before you connect your inbox.

If you have Google's Advanced Protection Program enabled in your Gmail account, you can't connect your inbox to HubSpot.

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Integrations > Email integrations.
  • Click Connect an inbox.
  • Select Google / Gmail.

  • Read through what to expect when you connect your Gmail inbox to HubSpot, then click Continue.
  • You'll be prompted to log in to your Gmail account. Enter the email address of the Google account you want to use. If you're already logged into one or more of your Gmail accounts, choose the account you want to connect.
  • Review the required permissions, then click Allow.

  • You'll be redirected back to your settings, and a dialog box will appear to inform you that your Gmail inbox is now connected to HubSpot.

Connect your Office 365 account

Please note: you cannot connect a shared Office 365 mailbox to HubSpot.

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Integrations > Email integrations.
  • Click Connect an inbox.
  • Next, click Office 365.

  • Read through what to expect when you connect your Office 365 inbox to HubSpot, then click Continue.
  • You'll be prompted to log in to your Office 365 account. Enter the email address of the Office 365 account you want to use. If you're already logged into one or more of your email accounts, choose the account you want to connect.
  • You'll be redirected back to your settings where the connection will be verified and completed. A dialog box will appear to inform you that your Office 365 inbox is now connected to HubSpot.

Connect your inbox via IMAP

Before connecting your inbox via IMAP, review the technical requirements with your IT team. You must meet all of the technical requirements before you can connect. You can also review the HubSpot Sales privacy overview before connecting.

Please note: if you are trying to connect an email account to the conversations inbox, you need to connect an inbox that is hosted with either Gmail or Office 365. Conversations does not support an IMAP connection.

To connect your inbox using IMAP:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Integrations > Email Integrations.
  • Click Connect an inbox.
  • Select Other mail account.
  • Read through what to expect when you connect your inbox to HubSpot, then click Continue.
  • Next, enter the Email address and Password used to log into your email account. In most cases, HubSpot will be able to detect your server's IMAP and SMTP settings after you enter your email address and password. Or, if an admin in your account has already configured your domain's IMAP settings, your IMAP and SMTP server information will populate automatically.

Please note: if your email inbox uses two-factor authentication, you'll need to enter a third-party app password. Review documentation from your email provider (e.g., Yahoo Mail or iCloud) for instructions on how to generate a third-party app password. Learn more about connecting your inbox with two-factor authentication on the Community.

  • If not, click Advanced Options and enter your server's information: Username, Incoming Mail (IMAP), and Outgoing Mail (SMTP). You can also select the checkbox beside Allow non-secure certificate if necessary. Learn how to find this server information in your email client.
  • Click Connect inbox.
  • Your connection will be verified and completed, and a dialog box will appear to inform you that your inbox is now connected to HubSpot.

Connect your Exchange account

Before connecting your Exchange inbox, confirm with your IT team that your Exchange server is running Exchange 2010 SP2 and above. Your Exchange email address and password are required in order to connect your inbox, but depending on your Exchange server’s configuration, HubSpot may require additional information to connect. Refer to the table below before connecting your inbox to make sure you have all of the necessary information.

Information (*required) Example values
Email address* jdoe@hubspot.com
Password* HubSpot123
Username jdoe
Exchange URL https://email.hubspot.com/ews/exchange.asmx
Exchange version Exchange 2010 SP2 and above

To connect your Exchange account:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Integrations > Email integrations.
  • Click Connect an inbox.
  • In the dialog box, select Exchange. connect-exchange-inbox-choose-email-provider
  • Read through what to expect when you connect your inbox to HubSpot, then click Continue. You can also review the HubSpot Sales privacy overview before connecting.
  • In the dialog box, enter the below information:
    • Email address: your exchange email address.
    • Username: enter your username. Typically, this is what is listed before the @ symbol in the email address, or your user ID.
    • Password: your Exchange password.
    • Exchange URL: enter the URL used to access your Exchange server.connect-exchange-email-account

Please note: the Exchange URL of your Exchange server will most likely be formatted as https://mail.domain.com/ews/exchange.asmx. If you're not sure what to enter, log into your Exchange mailbox from a web browser, then copy the URL and paste it into the Exchange URL field. HubSpot will be able to detect and recommend the correct Exchange URL.

  • Click Connect inbox.
  • Your connection will be verified and completed, and a dialog box will inform you that your Exchange inbox is now connected to HubSpot.

Please note: when HubSpot connects to your Exchange account, any folders that associated with your inbox rules sync with HubSpot. If you add a new inbox rule or delete an existing folder, you need to reconnect your inbox to prevent syncing issues.

/email-tracking/connect-your-inbox-to-hubspot