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

Last updated: April 12, 2018

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Marketing: N/A
Sales: Free, Starter, Professional
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Some of the HubSpot sales tools can be accessed in your inbox when composing emails with the HubSpot Sales Outlook desktop add-in and Office 365 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)

Follow the steps below to insert snippets in your emails using the Outlook desktop add-in:

  • Compose a new email in Outlook and add a recipient.  
  • In the main ribbon, click Sales Tools > Snippets and select a snippet. Clicking Manage snippets will bring you to your snippets dashboard in your HubSpot account under Sales Tools > Snippets.
  • 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 desktop add-in and the Office 365 add-in.

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. 
  • 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 All, Recent, and Created by me.
  • Hover over the template you'd like to use and click Select.

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. Then click Sales Tools at the top of your email composition window.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then click the HubSpot sprocket icon 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 All, Recent, and Created by me.
  • Hover over the template you'd like to use and click Select

 

Documents

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

 

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

  • Use the search bar at the top of the dialog box to search for a document by name or click the dropdown menu beside the search bar to filter your documents by All, Recent, and Created by me
  • 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.  

 

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. Then click Sales Tools at the top of your email composition window.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then click the HubSpot sprocket icon in the bottom right-hand corner of your email composition window. 
  • In the right sidebar menu, click Documents.  

 

  • Use the search bar at the top of the dialog box to search for a document by name or click the dropdown menu beside the search bar to filter your documents by All, Recent, and Created by me
  • 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 desktop add-in and the Office 365 add-in:

 

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 and select one of your meetings links. Clicking Manage links will bring you to your meetings dashboard in HubSpot under Sales Tools > Meetings.

  • 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.

 

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. Then click Sales Tools at the top of your email composition window.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then click the HubSpot sprocket icon 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.

Sequences (Sales Hub Starter and Professional only)

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

 

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

  • Use the search bar at the top of the dialog box to search for a sequence by name or click the dropdown menu beside the search bar to filter your sequences by All, Recent, and Created by me
  • 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. 

 

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 PC or Mac, compose a new email and add a recipient. Then click Sales Tools at the top of your email composition window.
    • In your Outlook on the web or Outlook.com account, compose a new email and add a recipient. Then click the HubSpot sprocket icon in the bottom right-hand corner of your email composition window.  
  • In the right sidebar menu, click Sequences   

  • Use the search bar at the top of the dialog box to search for a sequence by name or click the dropdown menu beside the search bar to filter your sequences by All, Recent, and Created by me
  • 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 start email and send date/time.

  • Click Start sequence to enroll the contact. 

 

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