Using sales tools with the HubSpot Sales Office 365 add-in and Outlook desktop add-in

Last updated: June 26, 2018

Some of HubSpot sales tools can be accessed in your inbox when composing emails with the HubSpot Sales Office 365 add-in and Outlook desktop add-in. This way, you won't have to leave your inbox to use your sales tools in emails. 

This article walks through using the following HubSpot sales tools with the add-ins: 

Please note: to use your meetings tool in Outlook, you must have a connected calendar. To use your sequences tool in Outlook with the desktop add-in, you must have a connected inbox.

Snippets (Outlook desktop add-in only)

To insert snippets in your emails using the Outlook desktop add-in:

  • Compose a new email in Outlook and add a recipient.  
  • In the message ribbon, click Sales Tools > Snippets and select a snippet. Clicking Manage snippets will bring you to your snippets dashboard in your HubSpot account.

  • Alternatively, you can right-click in the body of your email and select Snippets and then click the snippet you wish to insert.

Templates

The instructions below walk through inserting a template in an Outlook email with the Office 365 add-in and Outlook desktop add-in.

Insert a template using the Office 365 add-in

To insert a template using the Office 365 add-in:

  • Access your sales tools in your email client: 
    • In your Outlook desktop account on a PC or Mac, compose a new email and add a recipient. Click Sales Tools in the message ribbon.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then, click the HubSpot sprocket icon sprocket in the bottom right-hand corner of your email composition window.
  • In the right sidebar menu, click Templates.  

  • Use the search bar at the top of the dialog box to search for a template by name or click the dropdown menu beside the search bar to filter your templates by AllCreated by my teamCreated by me and Recent.
  • The Last used at column is user specific, so it will show the templates that were last sent by the user viewing the modal. You can sort your templates by the Last used at or the Created at column. 
  • Hover over the template you'd like to use and click Select.

Insert a template using the Outlook desktop add-in

To insert a template using the Outlook desktop add-in: 

  • Compose a new email and add a recipient. 
  • In the message ribbon, click Sales Tools > Templates.

  • Use the search bar at the top of the dialog box to search for a template by name or click the dropdown menu beside the search bar to filter your templates by AllCreated by my teamCreated by me and Recent.
  • The Last used at column is user specific, so it will show the templates that were last sent by the user viewing the modal. You can sort your templates by the Last used at or the Created at column. 
  • Hover over the template you'd like to use and click Select.

templates-sales-content-modal-in-gmail-

Documents

The instructions below walk through inserting a document in an Outlook email with the Office 365 add-in and Outlook desktop add-in.

Insert a document using the Office 365 add-in

To insert a document into an email using the Office 365 add-in:
  • Access your sales tools in your email client:
    • In your Outlook desktop account on a PC or Mac, compose a new email and add a recipient. Click Sales Tools in the message ribbon.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then, click the HubSpot sprocket icon sprocket in the bottom right-hand corner of your email composition window.
  • In the right sidebar menu, click Documents.  

  • In the dialog box, search for a document by name or click the dropdown menu beside the search bar to filter your documents by AllCreated by my teamCreated by me, and Recent.
  • The Last used at column is user specific, so it will show the documents that were last used by the user viewing the modal. You can sort your documents by the Last used at or the Created at column.
  • Check the box next to Require an email address from all other viewers if you'd like to collect an email address from anyone else besides your recipient who views the document.
  • Hover over the document you'd like to use and click Select.   
  • A link to the document will be inserted into your email. 

Insert a document using the Outlook desktop add-in

To insert a document using the Outlook desktop add-in: 

  • Compose a new email and add a recipient. 
  • Click Sales Tools > Documents in the message ribbon.

  • In the dialog box, search for a document by name or click the dropdown menu beside the search bar to filter your documents by AllCreated by my teamCreated by me, and Recent.
  • The Last used at column is user specific, so it will show the documents that were last used by the user viewing the modal. You can sort your documents by the Last used at or the Created at column.
  • Check the box for Require an email address from all other viewers if you'd like to collect an email address from anyone else besides your recipient who views the document.
  • Hover over the document you'd like to use and click Select
  • A link to the document will be inserted into your email.

Meetings

While you can copy your meetings link in your HubSpot account and paste it into your email, you can also insert it directly into your email from your Outlook account. The instructions below walk through inserting your meetings link in an Outlook email with the Office 365 add-in and Outlook desktop add-in.

Insert your meetings link using the Office 365 add-in

To insert a document into an email using the Office 365 add-in:

  • Access your sales tools in your email client:
    • In your Outlook desktop account on a PC or Mac, compose a new email and add a recipient. Click Sales Tools in the message ribbon.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then, click the HubSpot sprocket icon sprocket in the bottom right-hand corner of your email composition window.
  • In the right sidebar menu, click Meetings and select one of your meetings links.

The name of your meetings link will appear in your email. It will be hyperlinked, so when a prospect clicks it, they'll be brought to your booking page.

Insert your meetings link using the Outlook desktop add-in

To insert your meetings link using the Outlook desktop add-in: 

  • Compose a new email in Outlook and add a recipient. 
  • Click Sales Tools > Meetings in the message ribbon and select one of your meetings links. Clicking Manage links will bring you to your meetings dashboard in HubSpot.

  • Alternatively, you can right-click in the body of your email and select Meetings and then click the meetings link you wish to insert. 

The name of your meetings link will appear in your email. It will be hyperlinked, so when a prospect clicks it, they'll be brought to your booking page. 

Sequences (Sales Hub Starter and Professional only)

The instructions below walk through enrolling a contact in a sequence from an Outlook email with the Office 365 add-in and Outlook desktop add-in.

Enroll a contact in a sequence using the Office 365 add-in

To enroll a contact in a sequence using the Office 365 add-in:

  • Access your sales tools in your email client:
    • In your Outlook desktop account on a PC or Mac, compose a new email and add a recipient. Click Sales Tools in the message ribbon.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then, click the HubSpot sprocket icon sprocket in the bottom right-hand corner of your email composition window.
  • In the right sidebar menu, click Sequences. 

  • In the dialog box, use the search bar to search for a sequence by name or click the dropdown menu beside the search bar to filter your sequences by AllCreated by my teamCreated by me, and Recent.  
  • The Last used at column is user specific, so it will show the sequences that were last sent by the user viewing the modal. You can sort your sequences by the Last used at or the Created at column.
  • Hover over the sequence you'd like to enroll your contact in and click Select.     
  • In the next dialog box, customize your sequence's content and settings. If you're a Sales Professional user, you can use sales email recommendations and surface insights about your contact to help tailor your email content. Click the Low personalization alert to review the suggestions. 
  • Specify the start email and send date/time.

  • Click Start sequence to enroll the contact.

Enroll a contact in a sequence using the Outlook desktop add-in

To enroll a contact in a sequence using the Outlook desktop add-in: 

  • Compose a new email and add a recipient. 
  • Click Sales Tools > Sequences in the message ribbon.

  • In the dialog box, use the search bar to search for a sequence by name or click the dropdown menu beside the search bar to filter your sequences by AllCreated by my teamCreated by me, and Recent
  • The Last used at column is user specific, so it will show the sequences that were last sent by the user viewing the modal. You can sort your sequences by the Last used at or the Created at column.
  • Hover over the sequence you'd like to enroll your contact in and click Select.     
  • In the next dialog box, edit your sequence's content and settings, and specify the starting email and send dates/times.

  • Click Start sequence to enroll the contact.

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