Customize the Hubspot Sales Outlook desktop add-in

The Hubspot Sales Outlook desktop add-in lets you control email tracking, logging, and CRM behavior directly from Outlook, so your sales team can work efficiently without leaving their inbox.

This guide walks you through every setting available in the add-in, how to access the options panel, and how to configure default tracking, logging, notifications, and template behavior.

Access the Hubspot Outlook add-in settings

You can open the settings panel from any tracked or untracked email in Outlook.

Open Outlook on your desktop.
Compose a new email or open an existing thread.
In the message window, click the Hubspot Sales icon to open the add-in sidebar.
At the top of the sidebar, click the Settings or gear icon.

The options that appear depend on which version of the add-in you have installed and how your Hubspot account is configured.

General Hubspot add-in preferences

Use the general preferences to control how the Hubspot Sales panel behaves inside Outlook.

Show the Hubspot panel by default

You can decide whether the CRM panel should open automatically when you compose a new message.

Enabled: the Hubspot sidebar opens every time you create an email, providing quick access to contact records and logging options.
Disabled: the panel remains hidden until you click the Hubspot Sales icon.

This is useful if you want a cleaner compose window and only open Hubspot tools as needed.

Language and region behavior

Depending on your installation, the add-in follows the language settings in Windows and Outlook. To align your Hubspot CRM experience with Outlook, confirm your regional and language preferences in both applications so field names and date formats appear consistently.

Hubspot email tracking and logging defaults

One of the main uses of the add-in is tracking and logging sales emails from Outlook into the Hubspot CRM. You can set your default behavior, then override it for specific messages when needed.

Default tracking settings in Hubspot Sales

Tracking lets you see when a contact opens an email.

Open the add-in sidebar in Outlook.
Go to the settings panel.
Locate the Track email opens default option.

You can choose to:

Track all new emails by default.
Turn off tracking by default and enable it manually for specific sends.

In the compose window, a checkbox or toggle allows you to turn tracking on or off for a single email without changing the global Hubspot add-in preference.

Default logging settings in Hubspot CRM

Logging saves a copy of the email to the associated contact, company, deal, or ticket record in Hubspot.

Open the Hubspot Sales add-in sidebar.
In settings, find the Log email default.
Choose whether to log emails automatically or only when you select the option manually.

The add-in can log outbound emails to matching CRM records based on email address. You can also adjust which kinds of records are eligible for logging, such as contacts, companies, or deals, depending on your Hubspot plan and configuration.

Select associated records for logging

Before sending an email, the Hubspot panel shows related records.

Use the search field to find additional contacts, companies, or deals.
Select or deselect records to control where the email will be logged.
Verify the associations if multiple contacts share the same domain.

This manual control prevents logging to the wrong record and keeps your Hubspot database clean.

Hubspot activity and notification options

The add-in also controls how you receive feedback about tracked email activity and how engagements appear in Hubspot CRM.

Configure open and click notifications

When a tracked email is opened, the Hubspot Sales system can notify you in real time.

Use the settings panel to turn desktop notifications on or off.
Adjust whether you want notifications for every open or only the first open from each recipient.
If Outlook and Windows support it, confirm that notifications for the Hubspot add-in are allowed in your operating system settings.

This keeps your inbox from being overloaded while still giving you timely insight into engagement.

Control logging of replies and thread activity

Email chains can create a large volume of logged engagements in Hubspot.

Choose whether replies in a thread are logged automatically.
Control whether only outbound messages or both outbound and inbound emails are saved.
Review logging rules when emailing internal team members versus external contacts.

Align these settings with your sales process so that records in Hubspot show the right level of conversation detail.

Hubspot templates, sequences, and meetings in Outlook

Depending on your subscription and add-in version, the sidebar can expose Hubspot productivity tools right inside Outlook.

Use Hubspot email templates in Outlook

Sales reps can insert saved templates directly from the add-in.

Open the compose window in Outlook.
Click the Hubspot Sales icon and open the sidebar.
Select the Templates tab.
Search or filter to find the right template.
Insert it into the email with one click.

Templates are created and managed in the Hubspot CRM, but the add-in makes them available without leaving Outlook.

Insert Hubspot meetings links

If your account includes the meetings tool, you can quickly add scheduling links.

Open the add-in sidebar in Outlook.
Go to the Meetings section.
Choose the desired scheduling page.
Insert the link into the email body.

This keeps your calendar bookings connected to Hubspot contacts and helps automate follow-up tasks.

Enroll contacts in Hubspot sequences

For users with access to sequences, the add-in lets you enroll a contact into an automated email follow-up directly from Outlook.

Open or compose an email to the contact.
Use the Hubspot sidebar to open the Sequences tab.
Search for the correct sequence.
Confirm enrollment settings, such as start date and schedule.
Enroll the contact while staying in Outlook.

Any follow-up emails sent by the sequence will appear on the contact record in Hubspot CRM, giving you full visibility into touchpoints.

Hubspot account and add-in management

From Outlook, you can confirm which Hubspot account the add-in is connected to and manage sign-in details.

Switch or disconnect Hubspot accounts

If you access multiple portals, ensure Outlook is connected to the correct one.

Open the Hubspot Sales sidebar.
Click the account name or profile image.
Select the portal you want to use, or log out to connect a different account.

This is critical when your organization uses more than one Hubspot environment for different brands or regions.

Update the Hubspot Outlook add-in

Updates are generally managed by your IT team or through Office add-in updates, but you should:

Confirm that automatic updates are enabled in your Office or Microsoft 365 environment.
Restart Outlook periodically so changes to the Hubspot add-in are applied.
Check the official Hubspot documentation if you notice missing features.

Always refer to the current instructions from the provider for the latest installation and update steps. You can review the official documentation for the Outlook desktop add-in settings at this Hubspot help article.

More resources beyond the Hubspot add-in

Optimizing the Outlook desktop add-in is only one part of building a strong sales system. Consider reviewing your CRM architecture, lead routing, and reporting to make sure the data captured by the Hubspot tools is truly actionable.

For deeper strategy, implementation, or CRM consulting beyond what is covered here, you can explore expert services at Consultevo, where specialists can help align your email tools with your broader revenue operations.

By configuring the Hubspot Sales Outlook desktop add-in carefully, your team can track engagement, log key conversations, and access CRM tools without leaving their inbox, all while maintaining accurate data in your sales system.

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Hupspot Outlook add-in guide