App Tutorial

Send Emails Efficiently from HubSpot CRM: A Step-by-Step Guide

Jason Gong
App automation expert
Apps used
April 15, 2024

Sending emails from HubSpot CRM involves navigating to your records, selecting a record, clicking the email icon, composing, and clicking 'Send'. For mass emails, use the Marketing > Email path, create and customize your email, then send or schedule it. The HubSpot Send Email API also enables programmatic email sending.

Leverage HubSpot's email functionalities to streamline communication and reach your audience effectively.

Enhance your email efficiency by automating tasks with Bardeen.

How to Send Email from HubSpot CRM

HubSpot CRM offers a comprehensive suite of tools for managing customer relationships, including the ability to send emails directly from the platform. Whether you're looking to send a one-to-one email, a mass email to a list of contacts, or utilize the HubSpot Send Email API for more complex integrations, HubSpot provides the functionality to meet your email communication needs efficiently.

Automate your HubSpot email tasks with Bardeen to enhance efficiency and ensure timely follow-ups.

HubSpot Send Email

To send an individual email from HubSpot CRM:

  1. Navigate to your records (Contacts, Companies, Deals, Tickets, or Custom Objects).
  2. Click the name of a record.
  3. In the left panel, click the email icon.
  4. Compose your email. You can select a different email address to send from if you have multiple connected inboxes.
  5. Click 'Send'.

Ensure your inbox is connected to HubSpot for email functionality. Also, validate your contact's legal basis to communicate if GDPR functionality is turned on.

How to Send Mass Email in HubSpot

For sending mass emails, HubSpot offers marketing email capabilities:

  1. In your HubSpot account, navigate to Marketing > Email.
  2. Click 'Create email' and choose the email type.
  3. Select an email template and customize your email content.
  4. Configure your recipients in the 'Send or schedule' tab. You can select contact lists or individual contacts.
  5. Review and send your email immediately or schedule it for later.

For mass emails, it's important to consider your recipients' subscription preferences and ensure your email content is compliant with email marketing regulations.

HubSpot Send Email API

The HubSpot Send Email API allows for programmatic email sending. Two main APIs are available:

  • Single Send API: This API lets you send individual transactional emails. You can use it to send emails created in HubSpot or to pass through data to personalize emails.
  • SMTP API: Use this API to send emails through your own system using HubSpot's SMTP server. It's suitable for sending transactional emails with data from external systems.

Both APIs require the transactional email add-on and allow for tracking email performance in HubSpot.

HubSpot Send Email to List

To send an email to a predefined list:

  1. Go to Marketing > Email and create a new email.
  2. After customizing your email, navigate to the 'Send or schedule' tab.
  3. Select 'Send to list' and choose your desired list from the dropdown menu.
  4. Review your email and send or schedule it.

This method is ideal for targeted email campaigns to segments of your contacts based on specific criteria.

By leveraging HubSpot's email functionalities, you can streamline your email communication process, ensuring your messages reach the right audience at the right time.

Discover how to integrate HubSpot with Salesforce, enrich multi-channel outreach by integrating HubSpot with LinkedIn, and sync HubSpot and Slack for instant alerts to elevate your CRM strategy.

Automate Your HubSpot Emails with Bardeen

While sending emails from HubSpot CRM can be done manually as described, automating this process can greatly enhance efficiency and ensure timely follow-ups with your leads and customers. Automations can be set up for various scenarios such as sending welcome emails to new contacts, follow-up emails based on customer actions, or even creating contacts automatically from incoming emails. Here's how you can automate your HubSpot email tasks with Bardeen.

  1. Automatically Create HubSpot Contact from Gmail Email: This automation ensures that whenever you receive an email in Gmail, the sender's information is automatically captured and a new contact is created in HubSpot. It's perfect for sales and marketing professionals looking to streamline their lead capture process.
  2. Create a HubSpot Ticket When an Email is Forwarded: Ideal for support teams, this playbook automates the creation of a support ticket in HubSpot whenever an email is forwarded to a specific address. This helps in ensuring that customer queries are promptly addressed.
  3. Create Draft Email for a HubSpot Contact Using OpenAI: Leverage the power of OpenAI to generate draft emails for your HubSpot contacts. This automation is great for personalizing communication and enhancing productivity in your email outreach efforts.

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