Connected Email

Connect your personal inbox

Last updated: September 23, 2020

Connect a personal inbox to HubSpot to send one-to-one emails from the CRM, log email replies to the CRM, send sequences emails, and install HubSpot Sales to access the sales tools in your inbox. Some HubSpot tools require a personal inbox connection. You can connect multiple personal inboxes to HubSpot that your user can use to send emails.

A team email address is an email address that multiple users have access to and use to communicate with customers. You can connect a team email address to the conversations inbox so your team can view, manage, and reply to emails in one place. Learn how to connect a team email address to HubSpot, or review this guide about the different inbox connections in HubSpot.

Before you get started

To connect a personal inbox to HubSpot:

  • You must have Account access permissions or be a user with Sales Access permissions.
  • A personal inbox should be unique to your user 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.
  • Confirm which email provider your email address is hosted with, then follow the instructions to connect to HubSpot with that provider. You can ask your IT department, or you can use MxToolbox to look up your email domain's email service provider.

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.

mxtoolbox-screenshot

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.

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 personal email.
  • 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 personal email.
  • 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 personal email.
  • 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

Please note: if your email inbox uses two-factor authentication, you'll need to enter a third-party app password. Review documentation from Microsoft to learn how to generate a third-party app password.

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 personal email.
  • 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 following 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.

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