Connect HubSpot and Outlook Contacts

Outlook Contacts is a contact management tool that allows you to organize, review, and merge your contacts in Outlook. Learn more about how to connect Outlook Contacts to HubSpot using data sync. 

Before you get started

• To install the app, you must be a Super Admin or have the following permissions:
  • App Marketplace access
  • Edit permissions for all contacts
  • Edit property settings
  • Edit permissions for deals that you own
  • View and edit permissions for lists
• The HubSpot user installing the app must have the following permissions in their Outlook account:
  • offline_access
  • openID
  • User.Read
  • Contacts.ReadWrite

• If you’re using on-premise Exchange servers, you must meet all hybrid deployment requirements. Your on-premise Active Directory must be integrated with the Azure Active Directory and all Exchange 2016 servers must be upgraded to CU3 or later.
• The integration must be installed by the individual HubSpot user and it'll sync with their personal Outlook contacts folder.
• The app won't sync shared contacts or the Outlook Active Directory address book.

Connect the app

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select HubSpot Marketplace.
2. Search for and select Outlook Contacts. 
3. In the upper right, click Install app. 
4. In the pop-up window, click Connect to Outlook Contacts.
5. In the dialog box, log into your Outlook account.
6. Review the requested access permissions, then click Accept. You'll then be redirected back to the app page in your settings. 
7. Click Continue setup to set up your sync rules. 

Configure your sync settings

After connecting Outlook Contacts, you'll need to configure your settings and turn the sync on to begin syncing data between the two apps. 

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Outlook Contacts.
3. Click Set up your sync. 
4. On the Select the data that you want to sync page, click the Select Folder dropdown menu for Outlook Contacts, and select the Outlook Contacts folder to sync contacts from. 

Please note: it is only possible to sync contacts with this app.

5. Click the sync direction arrows and select a sync direction.

• • Data syncs between apps: data syncs bi-directionally between HubSpot and Outlook Contacts.
  • Data syncs only to HubSpot: HubSpot contacts will be created from Outlook Contacts based on criteria. 
  • Data syncs only to Outlook Contacts: Outlook Contacts contacts will be created from HubSpot contacts based on criteria. 

6. In the upper right, click Next. 

Set up your sync rules

1. On the Configure page:
   • In the Record matching section, choose between matching records by email address or not matching records. Learn more about matching records. 
   • Click the Data conflict resolution dropdown menu and select which app will overwrite the other when it's unclear which app has the most up-to-date information.
   • In the Mapped fields section, set up your field mappings.
     • Default field mappings can't be removed or edited. To turn off a field mapping, click to toggle the switch off. 
     • To add a custom field mapping, click Add a mapping to set it up.
2. On the Limit page:

• • In the Filters section, click Edit to add any filters to limit which contacts will sync from one app to the other. You can add multiple filters with AND or OR conditions. By default, all contacts are included in the sync.

Please note: the sync filters limit the scope of the sync but do not add contacts or companies to a list with that filter.

3. On the Review page, review your sync configuration and click Save and sync. 

Learn more about configuring your other sync settings.

Customize your field mappings (Data Hub Starter, Professional or Enterprise only)

The Outlook Contacts integration has 14 default mappings that cannot be edited. Learn how to add a new field mapping. Also, keep in mind the following limitations for the Outlook Contacts integration:

• Custom properties cannot be synced at this time.
• The Birthday field cannot be synced as it’s read-only in Outlook Contacts.