To connect HubSpot with Outlook, you should prioritize installing the HubSpot Sales Office 365 add-in, as HubSpot has shifted its focus away from the older desktop add-in due to significant changes in Outlook for Windows. This modern add-in offers a smoother experience and broad compatibility across different Outlook platforms, including web, Mac, and PC versions of Outlook for Microsoft 365. You’ll find that integrating HubSpot directly into your Outlook workflow can seriously boost your productivity, making tasks like email tracking, logging interactions, and using sales tools so much easier without constantly jumping between apps.

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Why You’ll Want the HubSpot Outlook Integration

Alright, let’s talk about why you’d even bother with this. If you’re using HubSpot to manage your customer relationships, sales, or marketing, bringing it directly into your Outlook inbox is a must. It’s all about making your life easier and your workflow smoother. Forget about the days of manually updating your CRM after every email or trying to remember if you sent that template already. This integration hooks everything up so you can focus on what really matters: your customers.

Here’s a quick rundown of the awesome stuff you get: Operations Hub Starter HubSpot: Your Guide to Streamlined Business Magic

Automated CRM Updates: Emails you send from Outlook can automatically sync with your HubSpot CRM. No more copy-pasting or typing things in twice. It just happens.
Email Tracking & Logging: Ever wonder if someone actually opened your email or clicked that link? With the add-in, you get real-time notifications, so you know exactly when your prospects are engaging with your content. This means you can follow up at just the right moment, making your outreach super timely and relevant. In fact, real-time tracking of email performance can significantly improve your follow-up strategy.
Templates & Sequences: You know those emails you send over and over? HubSpot lets you create templates, and this integration brings them right into Outlook. Plus, you can enroll contacts into automated email sequences directly from your inbox, saving you a ton of time on repetitive tasks. HubSpot research even shows that email automation ranks as a top tactic for email campaign managers 71%.
Enhanced Productivity: This is huge. Instead of switching back and forth between your CRM and your inbox, everything you need is right there. Access contact info, company details, previous conversations, and even meeting notes all from within Outlook. This streamlines your email workflow and makes you way more efficient.
Meeting Scheduling: Say goodbye to the endless back-and-forth emails trying to find a meeting time. You can send a link that lets your leads pick a time that works for both of you, directly from Outlook.
Better Data Quality & Consistency: When emails are logged automatically, your CRM data stays accurate and up-to-date with minimal effort. This is crucial for making smart business decisions.
Sales and Marketing Alignment: When everyone in your team has access to the same, consistent data, it’s much easier for sales and marketing to work together and achieve their goals.

So, whether you’re in sales, marketing, or customer service, this integration is designed to make managing conversations and nurturing relationships effortless. Now that you know why it’s so valuable, let’s get into how to actually install it.

Understanding the HubSpot Outlook Add-in Landscape

Before we jump into the “how-to,” it’s super important to clear up a common confusion: there are actually two main types of HubSpot Outlook integrations, and HubSpot has made a big change recently.

HubSpot Sales Office 365 Add-in Web Add-in: This is the one you really want to use. HubSpot strongly recommends activating this web add-in. It’s built on a more modern framework and works across Outlook for Windows desktop, Outlook for Mac, and Outlook on the web Outlook.com. It’s generally more stable and receives ongoing updates and new features.
HubSpot Sales Outlook Desktop Add-in Legacy Add-in: This is the older, Windows-only version. Here’s the kicker: HubSpot is no longer actively developing or improving this desktop add-in due to significant updates made by Microsoft in the new Outlook for Windows. While it might still be supported for older versions of Outlook for a while, they highly recommend moving to the Office 365 add-in. If you have the desktop add-in installed and switch to the new Outlook for Windows, the web add-in will automatically install.

Critical Warning: Do not install both the HubSpot Sales Office 365 add-in and the HubSpot Sales Outlook desktop add-in on the same device. They will conflict and cause problems with your sales tools. If you’re still using the desktop add-in, it’s a good idea to remove it before installing the Office 365 version.

For the best experience and to ensure you have the latest features and support, always aim for the HubSpot Sales Office 365 add-in.

Installation Guide: HubSpot Sales Office 365 Add-in The Recommended Way!

Let’s get this done! This is the most straightforward and recommended way to integrate HubSpot with your Outlook. Why Are Your HubSpot Emails Not Landing? Let’s Fix It!

Step 1: Check Your System Requirements Just a Quick Glance!

Before you start, just make sure your setup plays nice.

Outlook Version: It works with Outlook for Windows, Outlook for Mac version 15.33 or later, and Outlook on the web Outlook.com. For PC users, Outlook for Microsoft 365 MSO, or the latest stable versions of Outlook 2013, 2016, 2019, or 2021 are generally supported.
Operating System: Windows 10 or later is usually recommended for the desktop Outlook client. For Mac, whatever macOS version supports your Outlook client.
HubSpot Account: You’ll need an active HubSpot account, ideally with Sales Hub, Marketing Hub, or Service Hub, to get the most out of it.
Internet Connection: Required for syncing.

Important Note for Outlook from Microsoft Store: If you installed Outlook via the Microsoft Store, it might not be compatible with the HubSpot Sales Office 365 add-in. You’ll need an Outlook version that is “Click-to-run.” Also, Office 365 accounts from GoDaddy sometimes don’t play well with third-party apps, so keep that in mind.

Step 2: Install the Add-in via Microsoft AppSource

This is usually the easiest route.

Open Outlook: Fire up your Outlook on your Windows PC, Mac, or head to Outlook on the web.
Navigate to Add-ins:
- For Outlook Desktop Windows/Mac: Look for File > Manage Add-ins or Get Add-ins on the ribbon. If you’re in an email, you might see an Apps icon or three dots … where you can find Get Add-ins.
- For Outlook on the Web: Click the gear icon Settings > View all Outlook settings > Mail > Customize actions or General > Manage add-ins. Alternatively, when composing a new email, look for Apps or the three dots … and select Add-ins.
Search for HubSpot Sales: In the Office Add-ins Store or Microsoft AppSource, use the search bar to find “HubSpot Sales.”
Add the Add-in: Click the Add or Get It Now button. You might need to click Continue in a dialog box.
Follow On-Screen Prompts: Go through any prompts that appear to confirm the installation.
Restart Outlook: Sometimes, restarting Outlook helps ensure the add-in loads correctly.

Step 3: Connect HubSpot to Outlook

Once installed, you need to link it to your HubSpot account.

Open an Email in Outlook: In your Outlook, open any existing email or start composing a new one.
Locate the HubSpot Sales Icon: You should see a HubSpot icon often a sprocket or orange icon in your Outlook ribbon or sidebar. On Outlook desktop, it might be labeled Sales Tools. On the web, it might be under Apps or the three dots ….
Log In: Click the HubSpot icon and select Log in or Connect.
Enter Credentials: You’ll be prompted to enter your HubSpot credentials email and password. Make sure you log into the correct HubSpot account.
Select Email Account: If you have multiple email accounts in Outlook, select the one you want to sync with HubSpot.
Click Connect: Confirm the connection.

That’s it! You should now see HubSpot features like email tracking, logging, templates, and sequences directly within your Outlook. Navigating HubSpot’s “Noreply” Emails: What You Really Need to Know

Installing the HubSpot Sales Outlook Desktop Add-in The Legacy Way – Use with Caution!

As mentioned, HubSpot is moving away from this, but if you absolutely need it for an older Outlook version or a specific setup, here’s how. Remember, do NOT install this if you’re using the Office 365 add-in.

Step 1: Verify System Compatibility

This add-in is Windows only and has stricter compatibility.

Operating System: Windows 7, 8, 8.1, 10, or 11.
Outlook Version: Latest stable versions of Outlook 2013, 2016, 2019, or 2021. Microsoft Outlook for Microsoft 365 MSO is also supported.
Microsoft Visual Studio Tools for Office Runtime .NET 4.6 or higher might be required.
Outlook from Microsoft Store is NOT compatible. Ensure your Outlook is “Click-to-run.”
Terminal Server Environments are not supported.

Step 2: Download the Installer

Go to HubSpot’s Official Download Page: Log in to your HubSpot account. Navigate to Settings > Integrations > Email Integrations. Look for the Outlook Integration section and find the link to download the HubSpot Outlook extension installer.
- Self-reliance tip: Some third-party sites might host the installer, but it’s always safest to get it directly from HubSpot’s official resources to ensure you have the latest supported version and avoid any security risks.
- You might find direct download links provided by HubSpot in their knowledge base, like “Click here to download the HubSpot Sales Outlook desktop add-in.”
Run the Installer: Once downloaded, locate the setup.exe file and run it. You’ll likely need administrative privileges for this installation because it installs specific runtime components like VSTO.
Follow Setup Instructions: Go through the installation wizard, accepting the terms and conditions.
Restart Outlook: After the installation is complete, close and reopen Outlook.

Step 3: Log in to HubSpot

Open Outlook: Once Outlook restarts, you should see a HubSpot Sales toolbar or icon in your inbox ribbon.
Log In: Click on the HubSpot icon or Log In option and enter your HubSpot credentials when prompted. Check the “Remember me” box if you want to avoid logging in every time.
Verify: The HubSpot features should now be accessible in your Outlook.

HubSpot Outlook Plugin Silent Install For IT Admins

If you’re an IT administrator managing installations for a whole team, doing it manually for everyone is a nightmare. Thankfully, there are options for centralized deployment.

For the HubSpot Sales Office 365 Add-in Recommended

This is fantastic for organizations using Office 365. You can deploy the add-in to all users in your domain without them having to do anything individually.

Access Office 365 Admin Center: Log in to your Microsoft 365 admin center.
Centralized Deployment: Follow Microsoft’s instructions to publish Office add-ins using centralized deployment.
Add from Office Store: In the centralized deployment step, choose “I want to add an Add-In from the Office Store.”
Search and Deploy: Search for “HubSpot Sales” and select it for deployment to your users.
Relaunch Office: Users might need to restart their Outlook applications, and sometimes it can take up to 12 hours for the add-in icon to appear on their ribbon.

This method ensures everyone gets the add-in seamlessly and consistently. Why Are My HubSpot Notifications Not Working? (And How to Fix Them!)

For the HubSpot Sales Outlook Desktop Add-in Legacy

Silent installation for the desktop add-in is a bit trickier and less officially supported for new deployments, given HubSpot’s shift in focus. However, if you have a legacy requirement:

The desktop add-in typically installs wherever Click-to-Run apps install, managed by your operating system.
It requires administrative privileges for installation due to components like VSTO.
For a true “silent” install, you’d usually look for command-line parameters for the setup.exe that allow for automated installation without user interaction. This would typically involve using switches like /qn quiet no UI or /qb quiet basic UI with msiexec if the installer package is an MSI, or checking the documentation for the specific setup.exe from HubSpot which is less common for simple add-ins.
Recommendation: Given HubSpot’s strong recommendation for the Office 365 add-in and the legacy nature of the desktop version, it’s highly advised to explore the Office 365 centralized deployment first. If a silent install for the desktop version is absolutely necessary, consult HubSpot’s direct enterprise support or detailed developer documentation, as specific silent install commands aren’t widely published for this deprecated version.

Troubleshooting: When the HubSpot Outlook Plugin Isn’t Working

It’s frustrating when things don’t work as expected, right? But don’t worry, a lot of common issues with the HubSpot Outlook plugin have straightforward fixes. Remember, most modern issues will relate to the Office 365 add-in, but I’ll touch on desktop add-in fixes too.

1. HubSpot Outlook Plugin Not Showing / Not Loading / Greyed Out

This is a pretty common one. You installed it, but where is it?

Restart Outlook: Seriously, try this first. Often, a simple restart is all it needs to refresh and load new add-ins.
Check Add-in Status Outlook Options:
1. Open Outlook.
2. Go to File > Options.
3. In the Outlook Options window, click Add-ins on the left.
4. At the bottom, next to Manage: COM Add-ins, click Go....
5. Make sure HubSpot Sales is checked in the list. If it’s unchecked, Outlook might have disabled it because it loaded slowly or crashed. Select it and click OK.
6. Also, check Slow and Disabled COM Add-ins under File > Info. If HubSpot is listed there, enable it.
Reading Pane: If the add-in is greyed out in Outlook desktop, ensure your Reading Pane is turned on. It needs to be active for the add-in to display properly.
Correct Context: The HubSpot Sales add-in usually appears when you are composing a new email or replying/forwarding an existing email. If you’re just viewing your inbox, it might not be visible until you interact with an email.
Outlook Version Compatibility: Double-check that your Outlook version is fully supported, especially if you’re using Outlook installed from the Microsoft Store which is often incompatible with add-ins or if your email host like GoDaddy Office 365 has limitations.
Macro Settings Desktop Add-in: For the legacy desktop add-in, you might need to enable macros. Go to File > Options > Trust Center > Trust Center Settings > Macro Settings, then select Enable all macros and uncheck Apply macro security settings to installed add-ins. Restart Outlook.

2. HubSpot Outlook Plugin Not Working / Emails Not Tracking

So, it’s there, but it’s not doing its job.

Log In Status: Make sure you’re properly logged into your HubSpot account within the add-in. If the HubSpot icon appears grey, it often means you’re logged out. Click it and log back in.
Connected Inbox Office 365 Add-in: For the Office 365 add-in, your inbox must be connected to HubSpot. Also, for email tracking and logging preferences to apply, the HubSpot Sales sidebar pane usually needs to be open when you compose the email. You can often pin this pane open.
Check Tracking/Logging Settings: When composing an email, click the HubSpot icon. Make sure the “Track email” and “Log email” options are checked if you want them enabled.
Internet Connection: Sounds basic, but ensure you have a stable internet connection for syncing.
Conflicting Add-ins: Sometimes, other Outlook add-ins can conflict with HubSpot. Try disabling other add-ins temporarily to see if that resolves the issue.
Firewall/Security Settings: Your firewall or antivirus software might be blocking communication. The add-in communicates with *.hubspot.com over HTTPS using port 443. Ensure these are allowed.
Email Format: Ensure you are sending emails in HTML format, not plain text, as tracking might not work with plain text.
Reinstall: If all else fails, uninstalling and reinstalling the add-in can fix corrupted files or settings. Remember to remove the correct add-in desktop or Office 365.

3. Login Issues / Stuck in a Login Loop

Can’t log in or it keeps asking you to log in? Mastering Customer Loyalty with the HubSpot NPS Calculator

Clear Browser Cache/Cookies: If you’re using Outlook on the web with the Office 365 add-in, clear your browser’s cache and cookies. Ensure you’re not blocking third-party cookies.
Correct Credentials & Permissions: Double-check your HubSpot login details. Also, confirm your HubSpot account has the necessary permissions to use the sales tools.
HubSpot Account Connection: Verify your email account is properly connected to HubSpot in your HubSpot settings.

4. Outlook Crashing with HubSpot Sales Installed Legacy Desktop Add-in

If the older desktop add-in is causing instability:

Repair Outlook: This is a big one.
1. Go to the Windows Start menu.
2. Search for Uninstall a program or Add or remove programs.
3. Find and select your Outlook or Microsoft Office program.
4. Click Modify or Change.
5. In the dialog, choose Online Repair this is more thorough than Quick Repair and click Repair.
Update Everything: Ensure your Outlook and the HubSpot Sales add-in are updated to their latest versions.
Consider Switching to Office 365 Add-in: Seriously, if the desktop add-in is giving you headaches, the Office 365 web add-in is generally more stable and recommended.

Maximizing Your HubSpot Outlook Experience

Once you’ve got the HubSpot add-in up and running smoothly, here are a few tips to make sure you’re getting the most out of it:

Pin the Add-in: If you’re using the Office 365 add-in in Outlook on the web or the desktop client, you can often “pin” the HubSpot sidebar open. This ensures it’s always visible and ready to log/track emails, meaning you don’t have to click to open it every time you compose an email.
Configure Logging Preferences: Within the HubSpot add-in settings in Outlook, you can usually set your default logging preferences. For example, you can choose to automatically log emails to existing contacts, new contacts, companies, and deals. Customize this to match your workflow.
Utilize Templates and Snippets: Don’t just track emails. create them faster! HubSpot’s templates and snippets are accessible right from your Outlook compose window, saving you loads of time on repetitive messages.
Meeting Links: Integrate your calendar with HubSpot to create a booking link. Then, drop that link into emails directly from Outlook, letting prospects schedule meetings without the back-and-forth.
Enable Notifications: Make sure your HubSpot notifications are set up so you get real-time alerts when someone opens your email or clicks a link. For the desktop add-in, this sometimes relies on the HubSpot Sales Chrome extension running in the background for notifications. For the Office 365 add-in, browser-based notifications are key.
Stay Updated: Keep both your Outlook application and the HubSpot add-in updated to their latest versions. This helps ensure compatibility and access to new features and bug fixes.
Consult HubSpot Support: If you run into persistent or complex issues, don’t hesitate to reach out to HubSpot’s support team. They’re the experts and can often provide specific solutions for your unique setup.

By following these steps and tips, you’ll transform your Outlook inbox into a powerful sales and marketing tool, seamlessly connected to your HubSpot CRM. It’s all about making your work more efficient and effective, so you can spend less time on manual tasks and more time building relationships.

Frequently Asked Questions

What’s the main difference between the HubSpot Outlook Desktop Add-in and the Office 365 Add-in?

The biggest difference is compatibility and ongoing support. The Office 365 add-in also called the web add-in is the recommended and modern version, working across Outlook for Windows, Mac, and the web. It receives active development and new features. The Desktop add-in is older, Windows-only, and HubSpot is no longer actively developing or improving it due to changes in Microsoft Outlook.

Can I install both the HubSpot Outlook Desktop Add-in and the Office 365 Add-in?

No, you absolutely should not. Installing both on the same device will cause conflicts and issues with your sales tools. If you’re switching from the desktop add-in, it’s best to uninstall it before installing the Office 365 version. Taming Your Inbox: How to Turn Off HubSpot Email Notifications (and All Those Other Pings!)

Why isn’t my HubSpot plugin showing up or working in Outlook?

There are a few common reasons. First, try restarting Outlook. If that doesn’t work, check your Outlook Add-ins options File > Options > Add-ins to ensure “HubSpot Sales” is enabled. Make sure you’re logged into your HubSpot account within the add-in. Also, verify that your Outlook version is compatible, as some versions like Outlook from the Microsoft Store or email hosts like GoDaddy Office 365 can have limitations.

How do I troubleshoot if my emails aren’t being tracked by HubSpot?

First, confirm you’re logged into the HubSpot add-in and that the “Track email” box is checked when you compose an email. For the Office 365 add-in, ensure your inbox is connected to HubSpot and that the HubSpot sidebar is open when sending emails. Check your internet connection, and make sure your email is being sent in HTML format, not plain text. If issues persist, consider checking for conflicting add-ins or firewall settings.

Does the HubSpot Outlook plugin require administrative privileges to install?

For the legacy HubSpot Sales Outlook desktop add-in, yes, installation typically requires administrative privileges because it installs specific runtime components like VSTO. For individual users installing the HubSpot Sales Office 365 add-in from Microsoft AppSource, it usually does not require admin rights, but centralized deployment by an IT administrator does.

How can I install the HubSpot Outlook plugin for multiple users in my organization?

For organizations using Office 365, the best way is to use centralized deployment through the Microsoft 365 admin center. This allows an administrator to deploy the HubSpot Sales Office 365 add-in to all users in the domain simultaneously, without individual users needing to install it themselves.

What are the main benefits of integrating HubSpot with Outlook?

Integrating HubSpot with Outlook significantly boosts productivity by allowing you to manage CRM tasks directly from your inbox. Key benefits include automated CRM updates, real-time email tracking opens, clicks, access to HubSpot email templates and sequences, streamlined meeting scheduling, improved data quality and consistency in your CRM, and better alignment between sales and marketing teams. Mastering the HubSpot NPS Form: Your Ultimate Guide to Customer Loyalty

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