How to connect your inbox to the HubSpot CRM

Last updated: February 9, 2018

Available For:

Marketing: N/A
Sales: Free, Starter, Professional

To send emails to contacts through the CRM and to use all the sales tools from your email inbox, the extension needs permission to connect with your inbox. To see a complete list of features that require a connected inbox, check out this article

There are three options for connecting your inbox: Gmail, Office 365, and IMAP. 

Decide which connection is right for you 

When deciding on an email connection, you'll need to know who hosts your email. Your email host is what 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. Below are steps to follow in MxToolbox to find your email host: 

  • 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): 
    • If your email service provider is Google Apps, you'll be connecting a Gmail account. 
    • If your email service provider is Office 365, you'll be connecting an Office 365 account. 
    • If your email service provider is something other than Google Apps or Office 365, then you can connect your account via IMAP.

Depnding on your email host, click one of the options below for instructions on connecting your inbox:

Connect your Gmail account

  • In your HubSpot account, click your photo or avatar in the top right-hand corner, then click Settings

  • In the left sidebar menu, navigate to IntegrationsEmail Integrations.
  • Ensure you're in the Connected Emails tab and click Connect an inbox.

  • Next, click Google/Gmail.

  • Click Connect inbox and then click Accept and connect to Gmail.  
  • Log in to your Gmail account. Enter the email address of the Google account you'd like to use. If you're already logged into one or more of your Gmail accounts, choose the account you'd like to connect. Make sure you end this process by choosing to Allow access.
  • Here is an example of what the steps look like:

  • Once your account has been connected, you will be prompted to install the HubSpot Sales Chrome extension if you haven't already.
  • You'll then be taken back to your Email Integrations page, where you can see your newly connected email account.

Connect your Office 365 account

  • In your HubSpot account, click your photo or avatar in the top right-hand corner, then click Settings

  • In the left sidebar menu, navigate to IntegrationsEmail Integrations.
  • Ensure you're in the Connected Emails tab and click Connect an inbox.

  • Next, click Office 365.   

Please note: due to the data privacy laws in the European Union (EU), connections to European O365 inboxes are not currently supported. If you're using O365 German Cloud, you will not be able to connect your inbox via the O365 option. You can, however, connect via imap as an alternative.
  • Click Connect inbox and then click Accept and connect to Office 365.  
  • Log in to your Office 365 account. Enter the email address of the Office 365 account you'd like to use. If you're already logged into one or more of your email accounts, choose the account you'd like to connect. Make sure you end this process by choosing to Allow access.
  • Here is an example of what this process looks like:

  • Once your account has been connected, you will be prompted to install the HubSpot Sales Office 365 add-in if you haven't already.
  • You'll then be taken back to your Email Integrations page, where you can see your newly connected email account.

Connect your account via IMAP

Before connecting your inbox via IMAP, review the technical requirements here with your IT team to make sure you can connect and to review server requirements, security certificate, and whitelisting information. You can also read over the HubSpot Sales privacy overview here.

To connect your inbox using IMAP:

  • In your HubSpot account, click your photo or avatar in the top right-hand corner, then click Settings.

  • In the left sidebar menu, navigate to Integrations Email Integrations
  • In the Connected Emails tab, click Connect an inbox.  

  • On the next screen, select Other mail account
  • 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.
  • 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 here

  • Click Connect inbox
  • On the next screen, read over the conditions and click Accept and connect
  • Once your account has been connected, click Done to return to your list of connected emails. 

  • You may need to refresh the page before you see your newly connected inbox.

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