Track and log emails from your inbox with the HubSpot Sales Office 365 add-in. Before getting started, understand the difference between a tracked email and a logged email:
Please note: if you've enabled General Data Protection Regulation (GDPR) functionality in your account, your legal team is the best resource to determine how your company uses email logging and tracking. You can also customize your extension settings to disable this functionality for a specific message or for specific contacts or email domains. Any existing contacts who have not granted a lawful basis for data processing will be tracked anonymously.
Keep in mind that you can send an email that is both tracked and logged. That way, you'll have a record of the email communication and open information in HubSpot.
Please note: the add-in task pane must be open in your inbox when you send a logged or tracked email. You can pin the task pane so it is always open by default in your inbox.
This article covers tracking emails and logging emails with the HubSpot Sales Office 365 add-in. If you're using the Outlook desktop add-in, learn how to track and log emails with the Outlook desktop add-in.
The process for tracking an email will differ slightly depending on the mail client you're using:
To send a tracked email using the Office 365 add-in from your Outlook desktop account on a PC or a Mac:
Please note: real-time notifications are only available if you use the HubSpot Sales Office 365 add-in in conjunction with the HubSpot Sales Chrome extension or HubSpot Sales for Windows tray app (Windows only). If not, you'll only see activity in your HubSpot activity feed.
To send a tracked email using the Office 365 add-in from an Outlook on the web account or from an Outlook.com account:
Please note: real-time notifications are only available if you use the HubSpot Sales Office 365 add-in in conjunction with the HubSpot Sales Chrome extension or HubSpot Sales for Windows tray app (Windows only). If not, you'll only see activity in your HubSpot activity feed.
Before your contact opens the email, the email subject line and recipient will show in your activity feed in HubSpot as Sent.
You can also see how your contacts are engaging with your tracked emails from the Chrome extension or from the Windows tray app. To access your activity feed from the Chrome extension, click the HubSpot sprocket icon sprocket in the upper-right corner of your Chrome browser.
Alternatively, you can access your activity feed from the Windows tray app if you've installed HubSpot Sales for Windows. Click the HubSpot sprocket icon sprocket in your Windows tray.
Once the recipient opens the email, you'll receive a real-time pop-up notification on your desktop. When you navigate to your activity feed, you'll see the email information marked as Open. Click the Show all activities dropdown menu below the contact's name to see when the recipient opened your email. You will also see a history of the contact's activities listed in the dropdown menu.
To log an email and add new contacts to HubSpot from a logged email, the email address you send emails from must be one of the following:
You can specify email addresses and domains that you never want to log emails for in your HubSpot account settings. Or you can add these email addresses and domains in your add-in settings.
Please note: emails larger than 30 MB will not log to your HubSpot account. Attachments count towards this limit. Your email will still be delivered successfully to the contact, but you will not see the email logged to their record.
The process for logging an email will differ slightly depending on your mail client:
To send a logged email using the Office 365 add-in from your Outlook desktop account on a PC or a Mac:
To send a logged email using the Office 365 add-in from an Outlook on the web account or from an Outlook.com account:
Email that are logged to HubSpot using the Office 365 add-in will automatically be associated to the recipient's contact record, its associated company record, and the five most recent open deal records associated to the contact.
To see the logged email in HubSpot:
Please note: in order to send email replies from HubSpot and log incoming replies to HubSpot, you must have a connected inbox.