How to reach out to contacts in the CRM 

Last updated: February 1, 2018

Available For:

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

With HubSpot CRM Free, 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. 

This article walks through how to communicate with contacts using the following mediums: 

Email

Using HubSpot's free sales tools, 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. The instructions below walk through sending an email from HubSpot and sending a tracked email from your email client using the HubSpot Sales extension.

From HubSpot

  • Navigate to Contacts and click the name of a contact.
  • In the activity box above the contact's timeline, click the Email tab.  
  • The To field will automatically populate. 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 on desktop (HubSpot Sales Chrome extension)

  • Install the HubSpot Sales Chrome extension.
  • Navigate to your Gmail inbox and click Compose to create a new email.
  • Add a recipient, subject, and main email body.
  • Select the checkbox next to Track in the Sales toolbar.

  • When you click Send, your email will be tracked.

Please note: you can only send tracked emails with Gmail on desktop using the HubSpot Sales Chrome extension. This is not supported for the Gmail mobile app.

From Office 365 on web or desktop (HubSpot Sales Office 365 add-in)

  • Install the HubSpot Sales Office 365 add-in.
  • In Outlook for Desktop, navigate to your Outlook inbox and click New Email to create a new email.
  • Add a recipient, subject, and main email body.
  • Click Sales Tools in the message ribbon.
  • In the modal that slides in on the right, select the Track email opens checkbox.
  • When you click Send, your email will be tracked.

  • In Outlook for Web, navigate to your inbox and click New Email message to create a new email.
  • Add a recipient, subject, and main email body.
  • Click the HubSpot sprocket at the bottom right of the email body.
  • In the modal that slides in on the right, select the Track email opens checkbox.
  • When you click Send, your email will be tracked.

Please note: you can only send tracked emails with Outlook on desktop or web using the HubSpot Sales Office 365 add-in. This is not supported for the Outlook mobile app.

From Outlook on desktop (HubSpot Sales Outlook desktop extension)

  • Install the HubSpot Sales Outlook desktop extension.
  • Navigate to your Outlook inbox and click New Email to create a new email.
  • Add a recipient, subject, and main email body.
  • Select the Track Email checkbox in the HubSpot section of the ribbon.
  • When you click Send, your email will be tracked.

Please note: you can only send tracked emails with Outlook on desktop using the HubSpot Sales Outlook desktop extension. This is not supported for the Outlook mobile app.

Add a template, document, or sequence

The following sales tools are available 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 Templates. In the dialog box, hover over the template you wish to send and click Select. Edit the template as needed before sending to your contact.
  • 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 Documents. Hover over the document you wish to send and click Select. A link to the document will be added to the body of your email.
  • Sequences (Sales Starter and 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 Email and then click Sequences. In the dialog box, hover over the sequence and click Select. Customize the emails as needed, then click Start sequence.  

There are service limits for using these tools with HubSpot CRM Free, which can be found here. Sequences is available only with HubSpot Sales Starter and Professional. For more information on using your sales tools, click here.

Calling

Navigate to any contact record and select the Call tab. If you have not added a phone number before, you will see a button to 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 menu to the right of the button if you'd like to call using your browser.

Once you begin the call, you can click Record 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, check out the Calling User Guide here. There are service limits on the calling feature with HubSpot CRM Free, as noted here

Schedule meetings

By integrating with Google Calendar, you can set up meetings using your 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 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.  

Please note: the Schedule feature on contact records works with Google Calendar only at this time. If you have not integrated with Google Calendar, you will be prompted to do so when scheduling a meeting.

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