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Track and log emails with the HubSpot Sales Office 365 add-in

Last updated: November 1, 2019

Track and log emails from your inbox with the HubSpot Sales Office 365 add-in. 

Before getting started, note the difference between a tracked email and a logged email: 

  • Tracked email: with tracking enabled, you'll be notified when the contact opens the email via a pop-up notification on your desktop if you have the HubSpot Sales for Windows tray app installed, or if you are using Chrome with the HubSpot Sales Chrome extension installed. Paid Sales Hub users will be notified when the recipient clicks a link in the email as well. This information will be stored in your HubSpot activity feed or in your Windows tray app if you're using the Outlook desktop add-in. Emails that are tracked, but not logged, do not get recorded on a contact timeline in HubSpot. 
  • Logged email: a logged email is recorded on the recipient's contact timeline in HubSpot. That way, you can keep a record of your email communication with a prospect in HubSpot to help you understand where they are in your sales funnel. You can also use this history of logged emails to keep track of past relations and make sure you're communicating regularly with your most promising leads. Logged emails are for recording your interactions with the contact and do not give you insight into open or click information. 

Keep in mind that you can send an email that is both tracked and logged. That way, you'll have a record of the email communication and open information in HubSpot. 

This article covers tracking emails and logging emails with the HubSpot Sales Office 365 add-in. If you are using the Outlook desktop add-in, learn how to track and log emails with the Outlook desktop add-in in this guide: Track and log emails with the Outlook desktop add-in. 

Send a tracked email using the Office 365 add-in from Outlook desktop on PC or Mac

To send a tracked email using the Office 365 add-in from your Outlook desktop account on a PC or a Mac: 

  • Log in to your Outlook account. 
  • Compose a new email. 
  • Enter the email recipient, subject line, and email body.  
  • In the message window, click Sales Tools.
  • In the panel on the right, select the Track email opens checkbox (Sales Hub Starter, Professional, and Enterprise users will see Track email opens and clicks). 
  • Keep the HubSpot Sales panel open in your inbox, then click Send. 

Please note: real-time notifications are only available if you use the HubSpot Sales Office 365 add-in in conjunction with the HubSpot Sales Chrome extension or HubSpot Sales for Windows tray app (Windows only). If not, you'll only see activity in your HubSpot activity feed.

HubSpot Help article screenshot

Send a tracked email using the Office 365 add-in from an Outlook on the web account or an Outlook.com account

To send a tracked email using the Office 365 add-in from an Outlook on the web account or from an Outlook.com account: 

  • Log in to your Outlook account. 
  • Compose a new email. 
  • Enter the email recipient, subject line, and email body. 
  • At the bottom right corner of your email composition window, click the HubSpot sprocket icon sprocket. 
  • In the panel on the right, select the Track email opens checkbox (Sales Hub Starter, Professional, and Enterprise users will see Track email opens and clicks).
  • Keep the HubSpot Sales panel open with the checkbox selected, then click Send.

Please note: real-time notifications are only available if you use the HubSpot Sales Office 365 add-in in conjunction with the HubSpot Sales Chrome extension or HubSpot Sales for Windows tray app (Windows only). If not, you'll only see activity in your HubSpot activity feed.

HubSpot Help article screenshot

View the tracked email's status

Before your contact opens the email, the email subject line and recipient will show in your activity feed in HubSpot as Sent.  activity-feed-sent-email-activity

You can also see how your contacts are engaging with your tracked emails from the Chrome extension or from the Windows tray app. To access your activity feed from the Chrome extension, click the HubSpot sprocket icon sprocket in the upper-right corner of your Chrome browser. 

Alternatively, you can access your activity feed from the Windows tray app if you've installed HubSpot Sales for Windows. Click the HubSpot sprocket icon sprocket in your Windows tray. 

Once the recipient opens the email, you'll receive a real-time pop-up notification on your desktop. When you navigate back to your activity feed, you'll see the email information marked as Open. Click the Show all activities dropdown menu below the contact's name to see when the recipient opened your email. You will also see a history of the contact's activities listed in the dropdown menu. activity-feed-open-email-notification Learn more about how email tracking and sales notifications work and disabling tracking. 

Logging emails

To log an email and add new contacts to HubSpot from a logged email, the email address you send emails from must be one of the following:

You can specify email addresses and domains that you never want to log emails for in your HubSpot account settings. Or you can add these email addresses and domains in your add-in settings. 

Please note: emails larger than 15 MB will not log to your HubSpot account. Attachments count towards this limit. Your email will still be delivered successfully to the contact, but you will not see the email logged to their record.

The process for logging an email will differ slightly depending on your mail client: 

Send a logged email using the Office 365 add-in from Outlook desktop on a PC or Mac

To send a logged email using the Office 365 add-in from your Outlook desktop account on a PC or a Mac: 

  • Compose a new email in Outlook.
  • Enter the email recipient, subject line, and email body. 
  • In the message ribbon, click Sales Tools.
  • In panel on the right, select the Log this email to HubSpot checkbox. Your BCC address will auto-populate in the BCC field.

Please note: you must keep the panel open in order for the email to successfully log to HubSpot. 

  • Click Send.
HubSpot Help article screenshot

Send a logged email using the Office 365 add-in from an Outlook on the web account or an Outlook.com account

To send a logged email using the Office 365 add-in from an Outlook on the web account or from an Outlook.com account: 

  • Log in to your Outlook account. 
  • Compose a new email. 
  • Enter the email recipient, subject line, and email body. 
  • In the bottom right corner of your email composition window, click the HubSpot sprocket icon sprocket. 
  • In the panel on the right, select the Log this email to HubSpot checkbox. Your BCC address will auto-populate in the BCC field. 

Please note: you must keep the panel open in order for the email to successfully log to HubSpot. 

  • Click Send.
HubSpot Help article screenshot

View the logged email in HubSpot

Email that are logged to HubSpot using the Office 365 add-in will automatically be associated to the recipient's contact record, its associated company record, and the five most recent open deal records associated to the contact.

To see the logged email in HubSpot: 

  • In your HubSpot account, navigate to your contacts, companies or deals.
  • Click the name of the record. 
  • On the timeline, locate the logged email. From the email, you can do the following: 
      1. Associated records: click to edit associated company or deals records.
      2. Pin: click to pin the email to the top if the contact timeline.
      3. Delete: click to delete the email activity from the timeline.
      4. Details: click to see specific information about the email send. 
      5. Expand: click to see the full body of the email. If there's an ongoing email conversation, click View thread to see all of the emails in the thread. 
      6. Attachments: click to open attachments associated with this specific email send.
      7. Reply: click Reply to send an email reply to the contact from HubSpot.  Logged-email-contact-record

Please note: in order to send email replies from HubSpot and log incoming replies to HubSpot, you must have a connected inbox. 

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