How to Choose the Right Hubspot Email Inbox Connection

Connecting your email inbox to Hubspot is essential if you want to log emails, track opens and clicks, and send sales messages directly from your CRM. This guide explains each inbox connection option so you can pick the secure and reliable setup that fits your mailbox and sales workflow.

Understanding Hubspot Inbox Connection Options

Hubspot supports several ways to connect your mailbox, depending on your email provider, security policies, and sales tools. Before you start, confirm which type of inbox you use and whether your IT team has any specific requirements.

In general, there are four main approaches:

Native inbox connection (recommended where available)
IMAP connection (for providers without a native method)
Office 365 add-in or Chrome extension
Hubspot BCC address connection

Each method offers different levels of logging, tracking, and sending capabilities. The sections below break down the details so you can choose the best option.

Native Hubspot Inbox Connection (Recommended)

A native connection is the most reliable way to connect your inbox to Hubspot because it uses provider-specific APIs rather than basic email protocols. With this method, you typically get the richest feature set and the most stable sync.

When to Use a Native Hubspot Connection

Choose a native connection if you:

Use a major provider such as Google Workspace or Microsoft 365 Exchange Online.
Want automatic logging of sent and received emails where possible.
Need tracking for opens and clicks when sending from the CRM or approved clients.
Prefer a connection maintained through official APIs instead of IMAP alone.

The native inbox connection generally supports:

Sending emails from Hubspot using your mailbox address.
Logging emails sent from the CRM and, depending on your provider, from your regular email client.
Using tracking tools such as open and click tracking (where your subscription and client setup allow).

If your provider is supported, start with the native method before considering IMAP or add-ons.

IMAP Hubspot Inbox Connection

If your provider does not support a native connection, you can often connect through IMAP. This method lets Hubspot access your mailbox using standard email protocols but may have more limitations than an API-based connection.

When to Use IMAP with Hubspot

IMAP is appropriate if you:

Use an email provider hosted on your own server or by a smaller vendor.
Do not have access to Microsoft 365 or Google Workspace OAuth-based connections.
Are comfortable providing IMAP and SMTP server details and credentials.

Typical characteristics of an IMAP connection include:

Ability to send emails from Hubspot using your connected account.
Logging of emails that are sent from the CRM and sometimes from your client, depending on the configuration.
More dependence on folder structure and server behavior, which may require monitoring by your IT team.

Confirm with your IT administrator that IMAP and SMTP are enabled and that security policies allow this type of connection.

Using the Hubspot Sales Add-In or Extension

In addition to a direct inbox connection, you can install the Hubspot sales tools for your email client. These tools help log and track emails you send from Outlook or Gmail, even if your main inbox connection method differs.

Office 365 Add-In for Hubspot

If you use Outlook on the web or desktop with Microsoft 365, the Office 365 add-in can enhance your experience.

Key capabilities include:

Logging emails to contacts, companies, deals, and tickets directly from Outlook.
Applying email tracking (opens and clicks) based on your Hubspot subscription features.
Inserting templates, snippets, and documents from your CRM.

The add-in is especially useful when your organization uses Exchange Online and you want a seamless way to capture engagement without leaving your inbox.

Hubspot Chrome Extension for Gmail

For Gmail users, the Chrome extension integrates sales tools into the Gmail web interface.

With the extension you can:

Log individual or bulk emails to Hubspot records.
Use sequences, templates, and documents directly inside Gmail.
Track opens and clicks when supported by your plan.

This option works best if your sales team spends most of their time in Gmail but still needs complete CRM visibility.

Using the Hubspot BCC Address

Every account includes a unique BCC address that you can add to outgoing emails. This option is lightweight and does not require a full inbox connection, but it has more manual steps.

When to Rely on the Hubspot BCC Method

Use the BCC address when you:

Cannot or do not want to connect your inbox directly.
Need a simple way to log specific emails only.
Work from an email client that does not support extensions or add-ins.

Basic workflow with the BCC address:

Compose an email to a contact.
Add your unique Hubspot BCC address in the BCC field.
Send the email as usual.

Hubspot then logs the email to the matching contact record if the address exists, or creates a new record when your settings allow it.

Step-by-Step: Choosing the Best Hubspot Connection

Follow these steps to decide which connection to use.

Step 1: Identify Your Email Provider

First, determine where your mailbox is hosted:

Google Workspace / Gmail
Microsoft 365 / Exchange Online
On-premises Exchange or another IMAP/POP provider
Custom or niche email provider

Your provider narrows down which Hubspot connection types are available.

Step 2: Check for a Native Hubspot Option

Next, review the official documentation from Hubspot to see if your provider supports native OAuth-based connection. You can start from the source article here: Hubspot inbox connection options. If a native method exists, it should usually be your first choice.

Step 3: Evaluate IMAP as a Backup

If there is no native option, consult your IT team about IMAP and SMTP access:

Verify server addresses and ports.
Confirm encryption requirements.
Check whether app-specific passwords are needed.

If these requirements can be met securely, set up an IMAP connection in your Hubspot email integration settings.

Step 4: Add Hubspot Sales Tools to Your Client

Even with a native or IMAP connection, installing the relevant add-in or extension can improve adoption.

Outlook users: install the Office 365 add-in from the Microsoft marketplace.
Gmail users: install the Chrome extension from the Chrome Web Store.

These tools help ensure emails are properly logged and tracked without extra clicks.

Step 5: Configure the Hubspot BCC as a Fallback

Finally, save your BCC address as a contact or rule in your email client. Encourage your team to use this address for:

One-off messages from mobile apps.
Emails sent from devices or tools without integrations.
Situations where tracking is not required but logging is important.

Best Practices for a Reliable Hubspot Inbox Setup

To keep your connection stable and data accurate, follow these guidelines.

Coordinate with Your IT and Security Teams

Before connecting your mailbox to Hubspot:

Confirm that third-party connections are allowed.
Use secure authentication such as OAuth where possible.
Document which users have connected which inboxes.

Train Users on Logging and Tracking

Provide simple instructions on:

When to send emails directly from Hubspot.
How to use the Outlook add-in or Gmail extension.
When to add the BCC address for manual logging.

Clear processes reduce gaps in your activity history and improve reporting.

Monitor Your Hubspot Email Integration

Regularly review your integration settings and activity logs:

Check for connection errors or authentication issues.
Verify that emails are being logged to the correct records.
Update credentials promptly when passwords or policies change.

Get Help Optimizing Your Hubspot Setup

Choosing and configuring the right inbox connection is only one part of implementing a complete CRM strategy. For support with integrations, data structure, and sales workflows, you can work with a specialist consultancy like Consultevo, which focuses on CRM, marketing automation, and RevOps optimization.

By carefully selecting your inbox connection method and following best practices, you ensure that Hubspot captures every meaningful email interaction, giving your teams accurate context and better insight into customer relationships.

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Hubspot inbox connection guide