How to connect your inbox to the HubSpot CRM

Last updated: May 23, 2018

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To send emails to contacts through the CRM, use sales tools from your email inbox, or correspond with contacts through a team email account, HubSpot needs permission to connect with your inbox. Learn more about the complete list of features that require a connected inbox.

To use HubSpot Sales Hub tools directly from your email client:

Please note: at this time, the conversations inbox can only be connected to a Gmail or Office 365 accounts. This excludes Google Groups, forwarding only email addresses, and email aliases.

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.

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

Please note: inboxes that use ActiveSync are not supported by HubSpot. If your Exchange account has ActiveSync enabled, you'll instead need to enable IMAP/SMTP to connect your inbox to HubSpot.

Connect your Gmail account

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • Navigate to your Sales or Conversations settings:
    • To connect a personal inbox: in the left sidebar menu, navigate to IntegrationsEmail Integrations, then click Connect an inbox.
    • To connect a team inbox: in the left sidebar menu, navigate to Conversations Inboxes, then click Add channel. Enter a Team inbox name and choose the Team members that can see this inbox in Conversations, then click Next. Select Team email.
  • Next, click 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'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.
  • 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

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • Navigate to your Sales or Conversations settings:
    • To connect a personal inbox: in the left sidebar menu, navigate to Integrations Email Integrations, then click Connect an inbox.
    • To connect a team inbox: in the left sidebar menu, navigate to Conversations Inboxes, then click Add channel.
  • 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'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.
  • 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 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 the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Integrations Email Integrations, then 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.
  • 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.
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