App Tutorial

Easy Steps to Connect Outlook to HubSpot Integration

author
Jason Gong
App automation expert
Apps used
HubSpot
LAST UPDATED
February 23, 2024
TL;DR

Integrate Outlook with HubSpot to enhance email management by syncing contacts and utilizing sales tools. Follow these steps:

  • Ensure you meet all integration requirements, including specific HubSpot and Outlook permissions.
  • Install the Outlook Contacts app from the HubSpot App Marketplace and connect it to your Outlook account.
  • Configure your sync settings and rules to start syncing data between Outlook and HubSpot.

Automate your HubSpot workflows for more efficient sales and marketing efforts with Bardeen. Learn more at Bardeen.ai/download.

How to Connect Outlook to HubSpot

Connecting Outlook to HubSpot enhances your email management by syncing contacts and utilizing HubSpot's sales tools directly within your Outlook account. This guide covers the steps to integrate Outlook with HubSpot, including requirements, installation, and configuration.

Automate your HubSpot workflows to save time and enhance efficiency. Download Bardeen today!

Integration Requirements

Before initiating the connection between Outlook and HubSpot, ensure you meet the following requirements:

  • You must have HubSpot permissions including Super admin or App Marketplace access, Edit permissions for all contacts, and Edit property settings.
  • The HubSpot user installing the integration needs specific permissions in their Outlook account: offline_access, openID, User.Read, and Contacts.ReadWrite.
  • For on-premise Exchange servers, comply with all hybrid deployment requirements, integrate your on-premise Active Directory with Azure Active Directory, and ensure all Exchange 2016 servers are upgraded to CU3 or later.
  • The integration syncs with the individual HubSpot user's personal Outlook contacts folder, excluding shared contacts or the Outlook Active Directory address book.

Connecting the Integration

To connect Outlook to HubSpot, follow these steps:

  1. In your HubSpot account, navigate to the marketplace by clicking the Marketplace icon in the main navigation bar, then select App Marketplace.
  2. Search for and select Outlook Contacts.
  3. Click Install app in the upper right corner.
  4. Click Connect to Outlook Contacts in the pop-up window.
  5. Log into your Outlook account and review the requested access permissions, then click Allow. You'll be redirected back to the app page in your settings.
  6. Choose to set up your sync rules now by clicking Set up sync, or do this later.

Configuring Sync Settings

After connecting, configure your sync settings to begin syncing data between the two apps:

  1. In your HubSpot account, click the Marketplace icon in the main navigation bar. Under Manage, select Connected apps.
  2. Click Outlook Contacts.
  3. Click Set up your sync.
  4. On the Choose an object to sync page, select Contact sync.
  5. Choose which Outlook Contacts folder to sync contacts from and click Done.

Setting Up Sync Rules

Decide how you want data to sync between HubSpot and Outlook:

  • Two-way sync: Syncs all new and updated information between the two apps, merging properties for records that exist in both platforms.
  • One-way sync from HubSpot to Outlook: Select No contacts in the external app dropdown and All contacts in the HubSpot dropdown.
  • One-way sync from Outlook to HubSpot: Select All contacts in the external app dropdown and No contacts in the HubSpot dropdown.
  • Use sync filters: Select a sync filter from each dropdown menu to limit the scope of the sync.

Note: Sync filters limit the scope but do not add contacts or companies to a list with that filter.

Read our blog post on AI CRM automations for HubSpot to discover how to supercharge your app.

Customizing Field Mappings

For Operations Hub Starter, Professional, or Enterprise users, the Outlook Contacts integration includes 14 default mappings that cannot be edited. To add a new field mapping, follow the guidance on customizing your field mappings. Remember, custom properties cannot be synced at this time, and the Birthday field is read-only in Outlook Contacts.

Automate HubSpot Workflows with Bardeen Playbooks

While manually connecting Outlook to HubSpot enhances email management and sales activities, automating certain aspects of this integration can streamline your workflows even further. Automation with Bardeen not only saves time but also ensures your HubSpot CRM remains up-to-date with minimal effort.

Here are several automations that can be implemented using Bardeen's playbooks:

  1. Get social profiles and information of all participants of a meeting and save to HubSpot: Automatically gather and save social media links and company information of meeting participants into your HubSpot contacts. Ideal for enriching contact profiles directly from your Google Calendar events.
  2. Create a HubSpot contact from the currently opened email: Seamlessly create a new contact in HubSpot from an email, using OpenAI to find the contact's first name, last name, and enriching it with additional context. Perfect for quickly adding leads from your email interactions.
  3. Save a HubSpot company as a new Salesforce account: Sync company data from HubSpot to Salesforce, automating the transfer of valuable business information between your CRM systems. This playbook ensures consistency and availability of data across platforms.

Explore these playbooks to automate your HubSpot workflows and make your sales and marketing efforts more efficient. Start automating today by downloading the Bardeen app at Bardeen.ai/download.

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