Manage meetings in Outlook calendar with the HubSpot Sales Office 365 add-in

Use the HubSpot Sales Office 365 add-in to manage meetings directly from your Outlook calendar. Prepare for upcoming meetings, follow up after meetings, and set meeting outcomes, types, and associations. 

For example, when you're reviewing a meeting in Outlook, associate the meeting with the contact's company or deal to log the activity to the CRM from your calendar. 

Before you get started

• Connect your Office 365 calendar to HubSpot.
• Ensure you’re using the latest version of Outlook. 
• The meeting must have at least one CRM contact as an attendee. That contact cannot have an email address with the same domain as your account.
• To set the meeting type, you must turn on call and meeting types.

Access HubSpot Sales in Outlook calendar

1. In your Outlook calendar, click an existing meeting or create a new meeting. 
2. At the top of the meeting window, click HubSpot Sales.
3. If you don't see the add-in, click the three horizontal dots icon and select HubSpot Sales. 

Manage associations for synced meetings

For synced meetings, manage record associations directly from the meeting in your Outlook calendar.

1. In your Outlook calendar, click the meeting.
2. At the top of the meeting window, click HubSpot Sales.
3. In the HubSpot Sales task pane, click the associations dropdown menu to review available associations.
4. On the left, select the object type and then use the search bar to find the records whose associations you want to adjust.
5. Select the checkboxes next to the records you want to associate with the meeting. Clear the checkboxes for records whose associations you want to remove (at least one contact must remain associated with the meeting).

Prepare for upcoming meetings

1. In your Outlook calendar, click the upcoming meeting you'd like to prepare for.
2. At the top of the meeting window, click HubSpot Sales.
3. In the HubSpot Sales task pane, click Prep for meeting.
4. You'll be directed to the sales workspace to prepare.

Follow up on past meetings

1. In your Outlook calendar, click the meeting you'd like to follow up with.
2. At the top of the meeting window, click HubSpot Sales.
3. In the HubSpot Sales task pane, click Follow up or Review recording & follow up if you've opted into the Notetaker with Smart Deal Progression beta.
4. You'll be directed to the sales workspace to record the review and follow up on the meeting.

Log the meeting outcome

1. In your Outlook calendar, locate and click your meeting.
2. At the top of the event window, click HubSpot Sales.
3. In the HubSpot Sales task pane, click the Outcome dropdown menu and select an outcome.

Log the meeting type

Please note: Logging the meeting type is available for past meetings. To log the meeting type for upcoming meetings, your Super Admin must opt your account into the Notetaker with Smart Deal Progression beta. 

1. In your Outlook calendar, locate and click your meeting.
2. At the top of the event window, click HubSpot Sales.
3. In the HubSpot Sales task pane, click the Type dropdown menu and select a meeting type.