How to Add an Email Alias in Hubspot Connected Email

When you use Hubspot for sales or marketing outreach, you may need to send messages from more than one address without switching inboxes. Adding an email alias in Hubspot lets you send and log emails from alternate addresses while still using a single connected account.

This step-by-step guide explains the requirements, limitations, and exact process to add and use an email alias, based strictly on the official documentation.

What Is an Email Alias in Hubspot?

An email alias is an additional email address that delivers to the same inbox as your primary mailbox. In Hubspot, you can use that alias as the From address for sales emails and log those emails back to your CRM records.

For example, if your main address is name@company.com, you might have an alias like support@company.com that points to the same inbox. With the right setup, both can be used in Hubspot.

Requirements to Use an Email Alias in Hubspot

Before you can send from an alias, make sure your email account and connection type are supported. The rules are different for Gmail and Office 365/Exchange.

Hubspot Email Alias Support for Gmail

If your connected inbox is a Gmail account, Hubspot can use any alias that is already configured in Gmail itself.

• The alias must be created in your Gmail settings first.
• Hubspot automatically detects Gmail aliases on the connected account.
• You can only add and manage the alias in Gmail, not inside Hubspot.

Once Gmail recognizes the alias and it is associated with your primary Gmail inbox, it becomes available as an option in the Hubspot email composer.

Hubspot Email Alias Support for Office 365 and Exchange

If you use Office 365 or Exchange with Hubspot, there are important limitations:

• Aliases are only supported when your inbox is connected using OAuth.
• Aliases are not supported when the inbox is connected using IMAP.
• The alias must be created and managed in your Office 365 or Exchange admin settings, not in Hubspot.

After your IT or system administrator adds the alias to your mailbox, Hubspot will show it as a selectable From address when sending logged emails from the connected inbox.

Limitations of Email Aliases in Hubspot

There are several constraints you should understand before relying on aliases as part of your Hubspot email workflow.

General Alias Limitations

• Email aliases cannot be used for marketing emails sent through the Hubspot marketing email tool.
• Aliases are only available for emails sent from a personal connected inbox or Hubspot email extension.
• You must keep the underlying inbox connected to Hubspot for the alias to remain active.

Hubspot Tracking and Logging Behavior

When you send an email using an alias from your connected inbox, Hubspot tracks and logs the message according to these rules:

• Tracked emails sent from an alias are logged to associated CRM records as long as the email is sent from the connected inbox.
• If you send from the alias outside the connected account or without tracking, Hubspot will not automatically log the email.
• Email engagement data (opens, clicks, replies) is tied to the connected user, not to the alias itself.

How to Add an Email Alias for Gmail in Hubspot

To use an alias with a Gmail inbox connected to Hubspot, you must configure the alias in Gmail first. Then it becomes available in the CRM.

Step 1: Create the Alias in Gmail

1. Sign in to your Gmail account that is already connected to Hubspot.
2. Click the gear icon and select See all settings.
3. Open the Accounts or Accounts and Import tab.
4. Under Send mail as, click Add another email address.
5. Enter the alias name and email address, then follow the prompts to verify ownership.
6. Confirm that Gmail now lists the alias under Send mail as.

Step 2: Use the Alias in the Hubspot Email Composer

1. In your Hubspot account, open a contact, company, deal, or ticket record.
2. Click the Email tab in the record timeline.
3. In the email composer, click the From dropdown.
4. Select the Gmail alias you just configured.
5. Compose and send your email as usual; Hubspot will track and log it from the alias address.

You do not need to perform any extra configuration inside Hubspot. As long as Gmail supports the alias and your Gmail inbox remains connected, the alias will stay available for sending.

How to Add an Email Alias for Office 365 or Exchange in Hubspot

For Office 365 or Exchange, Hubspot relies on the aliases configured in your email provider.

Step 1: Confirm Your Hubspot Inbox Connection Type

1. In Hubspot, go to your user profile and settings.
2. Navigate to General > Email or the section where connected email accounts are listed.
3. Check that your Office 365 or Exchange inbox is connected via OAuth, not IMAP.
4. If it is connected with IMAP, disconnect and reconnect using the recommended Office 365 or Exchange OAuth option.

Step 2: Add the Alias in Office 365 or Exchange

The exact steps depend on your environment, but generally:

• Ask your IT or system administrator to add an alias to your mailbox in the Microsoft 365 or Exchange admin center.
• Confirm that emails sent to the alias arrive in the same inbox as your main address.
• Make sure the alias is fully synchronized across your mail clients.

Step 3: Send Emails from the Alias in Hubspot

1. Open a record in Hubspot and click the Email button.
2. In the email composer, click the From field.
3. Choose your Office 365 or Exchange alias from the dropdown list.
4. Write and send the email; Hubspot will track and log it under the alias.

Best Practices for Using Aliases in Hubspot

To keep your CRM data clean and your team aligned, follow these best practices when working with email aliases in Hubspot.

• Use clear naming: Reserve aliases for distinct functions, such as sales@ or support@, to make reporting easier.
• Keep ownership consistent: Avoid sharing one alias across multiple personal inboxes that are all connected to Hubspot.
• Monitor logging: Periodically verify that emails sent from aliases are logging correctly to records.
• Document your process: Share internal documentation with your team so everyone understands how and when to use aliases.

Where to Find the Official Hubspot Alias Documentation

For the most accurate and up-to-date rules on connected email, supported providers, and alias behavior, always refer to the official documentation. You can view the original article on email aliases at Hubspot's knowledge base.

Next Steps and Additional Resources for Hubspot Users

If you are building a broader CRM and email strategy around Hubspot, you may want expert help with setup, integration, and automation. A specialist agency such as Consultevo can assist with optimizing your connected inboxes, workflows, and tracking configuration.

By correctly configuring email aliases and understanding how they interact with your connected inbox, you can send from multiple professional addresses while keeping all communication reliably tracked in Hubspot.

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