Hubspot CRM email integration FAQ guide

The Hubspot CRM email integration lets you connect your inbox, log messages to records, and track engagement directly in your database. This guide explains how the integration works, what gets logged or tracked, and how to control privacy and limits based on the official documentation.

How the Hubspot email integration works

When you connect your personal inbox, Hubspot syncs emails between your mail provider and the CRM. The connection allows:

• Sending emails from the CRM using your own address
• Logging emails from your inbox to contacts, companies, deals, and tickets
• Tracking opens and clicks when enabled
• Using sequences and templates (on supported subscriptions)

The integration uses a secure connection to your email provider. Depending on your provider, this may use OAuth or an app-specific password.

Supported email providers in Hubspot

You can connect several popular providers. The Hubspot CRM email integration supports:

• Gmail and Google Workspace
• Microsoft 365 mailboxes
• Exchange (with supported versions and configurations)
• Generic IMAP accounts, if they meet security requirements

Some features, such as certain advanced tracking and calendar tools, may only work with Google or Microsoft 365 accounts. Check the provider-specific notes on the official FAQ page.

Connecting your inbox to Hubspot

To set up your email connection, follow these general steps in your Hubspot account:

1. Navigate to your settings and open the email integration area.
2. Select the type of inbox you want to connect (e.g., Gmail or Microsoft 365).
3. Authorize access by signing in to your provider and approving requested permissions.
4. Confirm default logging and tracking settings for the connected inbox.

You can later edit logging rules, disable tracking, or disconnect the inbox from the same settings screen.

What email logging means in Hubspot

Email logging adds a copy of your messages to CRM records. When you send or receive an email, Hubspot can log that message to associated contacts and related objects. Logging includes:

• Message content
• Attachments (with certain size and type limitations)
• Recipients, subject, and timestamps

By default, messages log to any contact with a matching email address. If multiple contacts share the same address, the system uses additional rules to determine where to log. You can also manually associate or remove email records from the timeline.

What email tracking means in Hubspot

Email tracking is separate from logging. When enabled, Hubspot adds tracking elements to outgoing messages so that it can report:

• Email opens
• Link clicks

Tracking requires specific permissions in your email provider and browser. If a recipient blocks images or uses privacy tools, tracking events may not appear. Opens and clicks can be viewed on the contact timeline and in email performance reports.

Privacy controls for email tracking in Hubspot

Because tracking involves recipient behavior, Hubspot gives you multiple privacy controls:

• Disable tracking for specific messages before sending
• Turn off default tracking for your entire connected inbox
• Adjust security settings for tracking notifications

Your organization should align these settings with internal policies and legal requirements in your region.

Limits of the Hubspot CRM email integration

There are technical and product limits to be aware of. Hubspot enforces limits by:

• Provider-based sending thresholds (e.g., Gmail daily send limit)
• Maximum attachment size per message
• Sync frequency and historical data limits

Some types of system or automated emails may not log in the same way as one-to-one emails. Additionally, BCC and forwarding rules can affect which messages appear on timelines.

Inbox connection limits in Hubspot

Each user can connect a personal inbox. The number of shared inboxes and tools available for them depends on your subscription tier. In some tiers, shared inbox functionality is limited, so review your plan details if you do not see expected options.

Security and data access in Hubspot email integration

The integration accesses your email account using secure protocols and tokens. Hubspot stores only the data necessary to provide CRM features, such as logging and tracking. Important security points include:

• You can revoke access from your email provider’s security settings.
• Disconnecting the inbox stops future sync, but does not automatically delete already logged emails.
• Admin users can manage team access and permissions.

For sensitive data, carefully configure which domains or addresses should never be logged.

Allow and block lists for email logging in Hubspot

To control which messages appear in your CRM, Hubspot lets you define:

• Never log lists for domains or email addresses
• Rules that exclude internal correspondence

This helps keep private or internal conversations out of your records while still logging relevant activity with leads and customers.

Common questions about Hubspot CRM email

Do replies and forwards log automatically in Hubspot?

If your inbox is connected and logging is enabled, replies and forwards are generally included. However, certain cases can prevent logging, such as:

• Messages from blocked domains or addresses
• Emails sent from another address not connected in Hubspot
• Provider errors or temporary sync failures

You can manually log important emails using the forwarding address or the email extension if something is missed.

Can shared mailboxes connect to Hubspot?

Some shared or team mailboxes can be connected, particularly with Microsoft 365. The exact behavior depends on how the mailbox is configured and whether it meets the requirements outlined in the official CRM integration FAQ.

Why is an email missing from a Hubspot record?

Typical reasons include:

• The email address does not match any CRM contact.
• The message was excluded by a never-log rule.
• The inbox was disconnected or not fully authorized at the time.
• The email type is not supported for logging (for example, certain bulk messages).

Check your integration status and logging settings, then re-send or log the email manually if needed.

Troubleshooting the Hubspot email integration

If you experience issues with sync, logging, or tracking, use this checklist:

1. Confirm your inbox is still connected and authenticated.
2. Review never-log lists and email privacy settings.
3. Verify your provider password or OAuth access has not expired.
4. Test sending a simple email with logging enabled and check the contact timeline.

For detailed, provider-specific troubleshooting and up-to-date limitations, always reference the official Hubspot CRM email integration FAQ at this support page.

Next steps for optimizing your Hubspot setup

Once your integration is stable, consider:

• Creating templates and sequences for repeat outreach
• Aligning never-log settings with legal and compliance policies
• Training your team to use logging and tracking consistently

To go deeper on CRM strategy, automation design, and configuration aligned with email integration best practices, you can learn more from specialists at Consultevo.

By understanding how the Hubspot CRM email integration handles logging, tracking, limits, and security, your team can use email activity as a reliable source of insight for sales, marketing, and service operations.

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