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Installing and Using the HubSpot Outlook Extension

The HubSpot Outlook Extension allows users to track and log emails, access HubSpot sales tools, and improve email engagement directly from Outlook (new, web, or classic versions).

1. Installing the HubSpot Extension in Outlook (New/Web)

Installation Steps

  1. Install the HubSpot Sales Extension for Outlook (New/Web).
  2. Reference these instructional videos for guidance:

Setup Notes

  • Pin the HubSpot Extension correctly in both email composition and replies.
  • If pinned correctly, the HubSpot tab remains open for seamless tracking.
  • Once installed, users can track emails directly in HubSpot.

2. Using the HubSpot Features in Outlook (New/Web)

BCC Feature

  • Blind Carbon Copy (BCC) automatically sends a copy of the email to HubSpot without alerting the recipient.
  • The BCC field appears only when a recipient is selected.

HubSpot Sales Tab Features

  • Enables tracking of sent emails within HubSpot CRM.
  • Provides direct access to HubSpot’s sales tools, including sequences, templates, and documents.

3. Installing the HubSpot Extension in Outlook (Classic/Desktop)

Installation Steps

  1. Install the extension for Outlook (Classic) by following this HubSpot guide.
  2. After installation, the HubSpot extension integrates into the Outlook desktop ribbon.
  3. Once installed, emails can be tracked and logged in HubSpot CRM.

HubSpot Ribbon Features in Outlook (Classic/Desktop)

  • "Sales Tools" → Provides quick access to templates, sequences, and documents.
  • "Track Email" → Enables tracking of sent emails, even if they are not associated with a CRM record.
  • "Log to CRM" → Logs the email to HubSpot CRM.
  • "No Records" Button → Allows association of emails with a Contact, Company, or Ticket.

4. Managing Private Emails in HubSpot

By default, the HubSpot extension tracks all sent emails.

To send a private email without tracking:

  1. Remove HubSpot’s BCC recipient from the email.
  2. Deselect the options for:
    • “Track Email”
    • “Log to CRM”

If a private email was accidentally tracked:

  1. Search for a unique identifier of the email in HubSpot CRM.
  2. Manually delete the tracked email from HubSpot.
    • Note: This does not delete the email from Outlook, only from HubSpot’s logs.

Final Notes

  • The HubSpot Outlook Extension improves sales tracking and CRM integration.
  • Always pin the extension properly to ensure seamless functionality.
  • If privacy is a concern, manually disable tracking before sending sensitive emails.

By following this guide, users can effectively install, use, and manage the HubSpot Outlook Extension while ensuring proper email tracking and privacy settings.