Forward Emails to HubSpot CRM: A Step-by-Step Guide

How to Forward an Email to HubSpot

Forwarding emails to HubSpot allows users to log emails directly into the CRM, ensuring that all communications are tracked and associated with the correct contact records. This process can be accomplished through the use of BCC addresses, forwarding addresses, or by setting up a hosted email in the conversations inbox for non-hosted email clients.

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Forward Email to HubSpot CRM

To forward an email to HubSpot CRM, users have two primary methods: using the BCC address or the forwarding address. Each method serves different purposes and comes with its own set of requirements.

Using the BCC Address

To use the BCC address for forwarding emails:

1. In your HubSpot account, navigate to the settings icon in the main navigation bar.
2. Go to Objects > Activities and select the Email Logging tab.
3. Copy the BCC address provided.
4. When composing an email in your email client, add the copied BCC address to the BCC line of your email.

This method automatically logs the email content on the contact's record in HubSpot. If the email recipient does not have an associated contact record in HubSpot, a new record will be created. However, it's important to note that emails sent to the BCC address will create a new contact record for anyone CCed on your email, but not for BCCed recipients.

Using the Forwarding Address

For logging email replies or forwarding received emails:

1. Follow the first two steps above to navigate to the Email Logging tab in your HubSpot settings.
2. Copy the forwarding address provided.
3. Open the email you wish to log in HubSpot and forward it to the copied forwarding address.

The forwarded email will be logged to the contact's record in HubSpot. If the email recipient is not associated with a contact record in HubSpot, a new record will be created.

HubSpot Forward Email Tracking

Tracking forwarded emails in HubSpot is not directly possible due to the nature of email forwarding. HubSpot generates tracking links specifically for each recipient, making it difficult to track forwarded emails accurately. However, a workaround involves creating a mail-to link with a tracking URL, which can help trace back form submissions and activity to a specific link. This method requires manual creation and does not directly integrate with HubSpot's tracking capabilities.

Forward Outlook Email to HubSpot

For users specifically looking to forward emails from Outlook to HubSpot, the process remains similar to the general forwarding methods described above. Outlook users can either use the BCC address to log outgoing emails automatically or use the forwarding address to log replies or forward received emails. Additionally, setting up a hosted email in the conversations inbox is an option for users with non-hosted email clients, including Outlook, provided they follow the steps to connect their email as a channel in HubSpot.

It's essential to ensure that your email client is supported by HubSpot's forwarding feature and to adhere to the requirements for logging emails using either the BCC or forwarding address.

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Forwarding an email to HubSpot can be a manual task; however, automating this process can significantly enhance efficiency, especially for businesses looking to streamline their customer service or sales processes. With Bardeen, users can automate email forwarding to HubSpot, ensuring that every piece of communication is logged accurately in the CRM without manual intervention. This automation not only saves time but also ensures that all customer interactions are captured, making follow-ups easier and more effective.

Here are some examples of how Bardeen's playbooks can automate processes related to forwarding emails to HubSpot:

1. Create a HubSpot ticket, when an email is forwarded: Automatically creates a ticket in HubSpot using the content of a forwarded email, streamlining customer service workflows.
2. Summarize and save new emails to HubSpot using OpenAI: Uses AI to summarize emails and save them as tickets in HubSpot, enhancing email management and follow-up processes.
3. Create a HubSpot contact from an email: Automatically creates a new contact in HubSpot from a received email, ensuring no potential lead is missed.

By automating these tasks, businesses can ensure a more efficient workflow and improved customer engagement. Get started by downloading the Bardeen app.