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Connect HubSpot and Outlook Contacts

Last updated: July 14, 2022

Applies to:

All products and plans

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

Integration requirements

  • You must be a super admin or have App Marketplace permissions in your HubSpot account.
  • The HubSpot user installing the integration 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 will sync with their personal Outlook contacts folder.
  • This will not sync shared contacts or the Outlook Active Directory address book.

Connect the integration

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar, then select App Marketplace.
  • Search for and select Outlook Contacts
  • In the upper right, click Install app
  • In the pop up window, click Connect to Outlook Contacts.
  • In the dialog box, log into your Outlook account.
  • Review the requested access permissions, then click Allow. You'll then be redirected back to the app page in your settings. 
  • Click Set up sync to set up your sync rules, or Do this later to set them up at a later time.

Configure your sync settings

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

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • Click Outlook Contacts.
  • Click Set up your sync
  • On the Choose an object to sync page, select Contact sync. It is only possible to sync contacts with this integration. 
  • Click Next
  • Click the Choose Outlook Contacts Folder dropdown menu and select which Outlook Contacts folder to sync contacts from. 
  • Click Done

Set up your sync rules

  • In the Choose which records sync section, decide how you want data to sync from HubSpot to your other app, and vice versa. There are four separate sync options you can configure:
    • Two-way sync: all new and updated object information will be synced between the two apps. For records that already exist in both platforms, their properties will be merged. To configure this sync option, select All contacts from each dropdown menu. 
    • One-way sync from HubSpot to your other app: to configure this option, click the external app dropdown menu and select No contacts, then click the HubSpot dropdown menu and select All contacts.
    • One-way sync from your other app to HubSpot: to configure this sync option, click the external app dropdown menu and select All contacts, then click the HubSpot dropdown menu and select No contacts.
    • Use sync filters: to use this sync option, select a sync filter from each dropdown menu.

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

Learn more about configuring your other sync settings.

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

The Outlook Contacts integrations 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. 
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