Use Hubspot contact profiles in Outlook and Office 365

When you connect Outlook with Hubspot using the Office 365 or Outlook desktop add-in, you can view rich contact profiles and CRM insights directly in your inbox. This guide walks you through opening the sidebar, understanding the data it shows, and taking action on contact records without leaving email.

The instructions below are based on the official documentation for the Office 365 add-in and Outlook desktop add-in, adapted into a practical step-by-step workflow.

Requirements for the Hubspot contact profile sidebar

Before you can use the sidebar, make sure your setup meets these requirements:

• You have a Hubspot account with access to the CRM.
• The Office 365 add-in or Outlook desktop add-in is installed and authorized.
• Your email address is connected to Hubspot as a connected inbox.
• You are signed in to the add-in with the same Hubspot user account.

If any of these are missing, install and connect your add-in first, then return to these steps.

Open the Hubspot contact profile in Outlook

Once the add-in is installed, you can open the contact profile panel from any email.

Open the Hubspot sidebar in Outlook on the web

1. Open Outlook on the web and sign in to your mailbox.
2. Select any email message in your inbox.
3. Click the Hubspot icon in the email toolbar or message pane.
4. The right-hand sidebar will open, showing the contact profile associated with the email address.

If the sender is not yet a contact, Hubspot will give you the option to create a new CRM record directly from the sidebar.

Open the Hubspot sidebar in Outlook desktop

1. Launch the Outlook desktop application.
2. Select an email in your inbox or any folder.
3. Click the Hubspot add-in icon in the ribbon.
4. The add-in pane opens on the right side, showing the corresponding contact record.

You can pin this pane so that Hubspot contact profiles appear automatically when you switch between emails.

Understand the Hubspot contact profile data

The sidebar displays CRM details about the sender or recipient associated with the selected email. The exact layout can change, but you will typically see:

• Contact properties such as name, email, lifecycle stage, and owner.
• Company information linked to the contact, including company name and domain.
• Recent activity like logged emails, calls, notes, and meetings.
• Deals and tickets associated with the contact or company.

This Hubspot view helps you understand the full relationship history before you respond to any email.

Key Hubspot properties in the sidebar

Depending on your configuration, the sidebar may surface important properties such as:

• Lead status and lifecycle stage.
• Associated owner in Hubspot.
• Recent form submissions or website activity.
• Open deals and their stages.

Your administrator can customize which properties appear inside Hubspot on the main CRM screens, and the sidebar will reflect those values.

Log emails to Hubspot from Outlook

From inside the sidebar, you can log your current email to the CRM so your team can see the full communication history.

Steps to log an email

1. Open the email in Outlook or Outlook on the web.
2. Click the Hubspot icon to open the panel (if it is not already open).
3. Confirm that the correct contact and company are selected.
4. Check the option to log the email to Hubspot if a checkbox is available in the pane.
5. Send or save the email; a logged activity will appear on the contact timeline in the CRM.

When enabled, this syncs the message content, subject, and basic metadata into the Hubspot contact record as an email engagement.

Associate emails with records in Hubspot

Beyond logging, you can choose which records the email should be associated with. This ensures the conversation is visible on the most relevant timelines.

Select associations in the Hubspot sidebar

1. With the Hubspot panel open, scroll to the associations section.
2. Review the default associations, such as the primary contact and company.
3. Click to add or remove associated deals or tickets if needed.
4. Save your changes before sending the email.

These associations control where the email appears within Hubspot, making reporting and future reference easier for your sales and support teams.

Create or edit contacts from the Hubspot sidebar

Sometimes you will receive an email from someone who is not yet in your CRM. The sidebar gives you a fast way to add them to Hubspot without switching tabs.

Create a new contact in Hubspot

1. Open the email from the new sender.
2. Launch the Hubspot add-in sidebar.
3. If no matching record exists, click the option to create a new contact.
4. Review and edit the suggested contact properties, such as first name, last name, and email.
5. Save the contact so it is added to Hubspot.

After the contact is created, you can log activities, create deals, and track every interaction from the same interface.

Edit existing Hubspot contact details

1. Open an email from an existing contact.
2. With the sidebar visible, click any editable property such as phone number or job title.
3. Update the value and save.

Your changes are saved directly to Hubspot and will be reflected across the CRM instantly.

Use Hubspot tools from the email sidebar

Depending on your plan and configuration, the sidebar may give you shortcuts to additional tools.

• Create and manage deals from the contact profile.
• Open linked tickets and view their status.
• Add notes and tasks directly from your inbox.
• Access quick links to open the full contact record in Hubspot.

These tools are designed to keep your workflow centered in Outlook while still using the full power of Hubspot CRM.

Troubleshooting Hubspot contact profiles in Outlook

If the sidebar does not load or shows incomplete data, try these steps:

• Confirm you are signed in to the add-in with your Hubspot user account.
• Verify that your inbox is properly connected in Hubspot settings.
• Close and reopen Outlook or your browser, then relaunch the Hubspot add-in.
• Check that the email address belongs to an existing contact; if not, create a new record.

For the most accurate and up-to-date instructions, review the official documentation at this Hubspot knowledge base article.

Next steps for optimizing your Hubspot email workflow

Integrating Outlook with the CRM is only one part of building an efficient sales and service process. Once you are comfortable using contact profiles in your inbox, consider:

• Customizing contact properties in Hubspot to surface the most important fields.
• Standardizing logging and association practices for your team.
• Using sequences, templates, and snippets for consistent communication.
• Reviewing analytics inside Hubspot to measure engagement.

If you want help designing processes, training users, or improving CRM adoption, you can work with specialists who understand Hubspot and Outlook integrations. A good place to start is Consultevo, which focuses on CRM, marketing, and sales optimization services.

By consistently using the contact profile sidebar, logging communications, and keeping records up to date, you will turn everyday email conversations into structured, searchable data inside Hubspot, giving your entire organization better visibility into every relationship.

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