How to reach out to contacts using HubSpot Sales

Last updated: December 16, 2016

Available For:

Marketing: N/A
Sales: Free, Professional
With the CRM and HubSpot Sales, you can connect with your contacts with the context you need. Email, call, and schedule meetings right from the contact record or send tracked emails from your inbox using email tracking with HubSpot Sales for Gmail and Outlook for Desktop (Windows).


With the CRM and HubSpot Sales, you can send an email from the contact's record in the CRM or right from your inbox. You'll be able to see a record of your email and track when your contact opens it. 

From the CRM

  • Navigate to Contacts and click on the name of the contact.
  • In the activity box above the contact's timeline, click the Email tab.  
  • The To field will automatically be populated. Add a CC or BCC recipient if necessary by clicking CC or BCC to the right. 
  • Add a subject and the body of your email.
  • Click Send

From Gmail

  • Install the HubSpot Sales extension for Chrome here
  • Navigate to your Gmail inbox.
  • Select Compose to create a new email.
  • Add a recipient, subject and main email body.
  • Select the HubSpot Sales checkbox to enable tracking. The send button will turn orange.
  • Check the Log in CRM box to add the email to the recipient's record in the CRM.
  • Click Send

From Outlook on Desktop (Windows)

  • Install HubSpot Sales for Outlook here.
  • Navigate to your Outlook inbox.
  • Select New Email to create a new message.
  • Add a recipient, subject, and main email body.
  • Select the Track Email checkbox to enable tracking and the Log to CRM checkbox to add the email to the contact's record in the CRM.
  • Click Send.

Add a template, document, or sequence

The tools available with HubSpot Sales allow you to enhance your emails. 

  • Templates: you can create templates to avoid rewriting your frequently used sales emails. To add a template to an email in the CRM, click the Email tab of the activity box, then click the Templates dropdown. Click on the name of the template and the text box will be populated with your template. 
  • Documents: send Documents in your emails using HubSpot Sales and track your contacts' engagement. To add a document to your email in the CRM, click the Email tab in the activity box, then click the Documents dropdown. Select the desired document and choose whether or not you'd like to require viewers to add their email before viewing. A link to the document will be added to the body of your email.
  • Sequences (Sales Professional Only)you can enroll a contact into and customize the first email of a sequence right from the Email tab of the activity box on a contact record. Click the Sequences dropdown and select the correct sequence. Customize the emails as needed, then click Enroll and send Email #1.  

There are service limits for these tools with HubSpot Sales Free, which can be found here. Sequences is available only with HubSpot Sales Professional. For more information on using this tool, as well as Templates and Documents, check out our Getting Started with HubSpot Sales Professional User Guide here. You can find an in-depth introduction to Documents here.


Navigate to any contact in your CRM and select the Call tab. If you have not added a phone number before, you will be see a button that reads Add your phone number.

Once you've registered your phone number, you can begin calling your contacts. Navigate to a contact record and click the Call tab. Click the Call from phone button to begin the call using your registered phone or click the dropdown to the right of the button if you'd like to call using your browser.

Once you begin the call, you can toggle the switch to record it. You can also take notes on the call in the text box and save it once you've disconnected. 

For more in-depth information about Calling with HubSpot Sales, check out the Calling User Guide here. There are service limits on the calling feature with HubSpot Sales Free, as noted here

Schedule meetings

By integrating with Google Calendar, you can set up meetings from the CRM. Navigate to Contacts and click the name of a particular contact. Click the Schedule tab in the activity box above the contact's timeline.

Give the meeting a title, set the date and time, and add any necessary notes to the main text box. This will be sent in the body of the invite to your contact. Make sure that the Add to Google Calendar box is checked, then click Save.

If you have not yet integrated with Google Calendar, click the Integrate with Google Calendar link. On the page that opens, click Connect with Google Calendar, then click Allow to give HubSpot access. 

Once you send your meeting, your contact will receive an invitation with an .ics file which can be added to their calendar. An accepted meeting will automatically be created for you in your Google Calendar.  

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