Using contact profiles with the HubSpot Sales Office 365 add-in and Outlook desktop add-in

Last updated: May 30, 2018

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With contact profiles, contact information is visible in a sidebar menu in your email client. As you write emails to contacts, you'll see additional information about them that's stored in your HubSpot account to help make your email personalized and contextual without having to leave your inbox.

Accessing contact profiles

To access contact profiles using the Office 365 add-in on an Outlook desktop account:  

  • Compose a new email or open an existing email in Outlook. If composing a new email, add a recipient. 
  • Click Sales Tools in the message ribbon. 
  • In the pane on the right, scroll down to the Contact profile section and click View contact. If the contact doesn't exist in your HubSpot account, click Add to CRM instead. Your email recipient will be added to HubSpot, and the contact profile for the newly-added contact will populate in the pane.   

To access contact profiles using the Office 365 add-in in an Outlook on the web or Outlook.com account: 

  • Compose a new email in Outlook and add a recipient.
  • Click the HubSpot sprocket icon sprocket in the bottom right-hand corner of your email composition window.
  • In the pane on the right, scroll down to the Contact profile section and click View contact. If the contact doesn't exist in your HubSpot account, click Add to CRM instead. Your email recipient will be added to HubSpot, and the contact profile for the newly-added contact will populate in the pane.   

To access contact profiles using the Outlook desktop add-in: 

  • Compose a new email in Outlook and add a recipient. 
  • Once a recipient is added, the contact profiles pane will appear on the right-hand side. If the recipient is already a contact in HubSpot, their information will populate in the pane. If they're not a contact, click Add to CRM. The newly added contact's information will then populate in the pane.

If you have contact profiles disabled, when you compose a new email, contact profiles will no longer appear by default. You can still view contact profiles for a specfic email by clicking Contact Profiles in the HubSpot section of the Outlook ribbon.

Whether you're using the Office 365 add-in or the Outlook desktop add-in, contact profiles function in the same way. This article covers the following functionalities of contact profiles in the add-ins, using the Office 365 add-in in an Outlook.com account as an example: 

Search your HubSpot contact database 

In the contact profiles pane, use the search bar to search for a specific contact in your HubSpot contact database by name or email address. Once you select the contact, you'll pull up more information from their HubSpot contact record in the pane.

Edit contact properties and create tasks for contacts

When you click a contact's name in the pane, you'll see more information on the contact pulled from your HubSpot account, incuding the contact's About section, deals, tasks, and timeline. You can edit contact properties under the About section and create tasks under the Tasks section.

Additionally, if the contact has unsubscribed from your emails, you'll see a message in the pane below their email address. 

clients-unsubscribe

Edit contact properties

After searching for a particular contact and clicking the name to see more information, you can edit the contact's properties from the sidebar menu (this information will be saved in the HubSpot contact record as well): 

  • In the pane, click About to view the contact properties. The properties here are the ones specified as default in your HubSpot account. 
  • Hover over the contact property you wish to edit and click the pencil icon

  • Enter a new value for the property and click Save.   

Create tasks for a contact

After searching for a particular contact and clicking the name to see more information, you can create a task that will be associated with the contact: 

  • In the pane, click Tasks. Here, you'll see the contact's existing tasks if they have any. Click Create task to create a new task for the contact. 
  • Two fields will appear. Enter the task name and select a due date for the task. Then click Save

The task will be saved in the contact profiles pane under the contact's Tasks section. It will also be saved in HubSpot under Tasks in your main navigation menu as well as on the contact's timeline.

Access the contact record in HubSpot for calling

While you can search your database and edit contacts right from your inbox, you may wish to jump to the contact record in HubSpot to see additional information. To do so, in the contact profiles sidebar menu, click the contact's name and then click the Actions dropdown menu in the upper right-hand corner > Open in CRM

You can also select Call. The contact's record in HubSpot will open in a new browser tab or window, and the Call tab above the timeline will be automatically selected.

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