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How to connect email inbox on HubSpot

beginner 8 min read Updated 2026-03-18
Quick Answer

Connect your email inbox to HubSpot by navigating to Settings > General > Email, then clicking Connect personal email and following the authentication process. This integration allows you to send, receive, and track emails directly within HubSpot's CRM interface.

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Prerequisites

  • Active HubSpot account with appropriate permissions
  • Access to the email account you want to connect
  • Email provider credentials (username and password)
  • Two-factor authentication codes if enabled on your email

Step-by-Step Instructions

1

Access Email Settings

Log into your HubSpot account and click the Settings icon (gear icon) in the top navigation bar. From the left sidebar menu, select General and then click on Email.
Ensure you have the necessary permissions to connect email accounts - you may need admin or super admin access.
2

Initiate Email Connection

In the Email settings page, locate the Connect personal email section. Click the Connect email button to begin the setup process.
3

Select Email Provider

Choose your email provider from the list of supported options:
  • Gmail - Google Workspace accounts
  • Outlook - Microsoft 365 and Outlook.com
  • Other - IMAP/SMTP configuration for other providers
Click on your provider to proceed.
Gmail and Outlook connections are easier to set up than IMAP/SMTP configurations.
4

Authenticate Your Email Account

For Gmail/Outlook: Click Sign in and enter your email credentials in the popup window. Grant HubSpot the necessary permissions when prompted.

For IMAP/SMTP: Enter the following details:
  • Email address
  • IMAP server settings
  • SMTP server settings
  • Port numbers and security settings
Keep your email provider's help documentation handy for IMAP/SMTP server details.
5

Configure Email Sync Settings

After successful authentication, configure your sync preferences:
  • Select folders to sync (Inbox, Sent, etc.)
  • Choose sync frequency (real-time or periodic)
  • Set email signature preferences
  • Enable or disable email tracking
Click Save to apply settings.
Start with syncing just the Inbox and Sent folders to avoid overwhelming your HubSpot account with data.
6

Test Email Connection

Navigate to Conversations > Inbox in HubSpot. Verify that your connected email appears in the left sidebar. Send a test email from HubSpot to confirm the connection is working properly.
Send the test email to yourself to verify both sending and receiving functionality.
7

Set Up Email Notifications

Go to Settings > General > Notifications. Configure how you want to be notified about new emails:
  • Browser notifications
  • Mobile app notifications
  • Email forwarding preferences
Click Save to finalize your setup.
Adjust notification settings to avoid duplicate alerts if you're using multiple email clients.

Common Issues & Troubleshooting

Authentication fails with 'Invalid credentials' error

Ensure you're using the correct email and password. For Gmail, you may need to generate an App Password if two-factor authentication is enabled. For Outlook, verify that IMAP access is enabled in your account settings.

Emails are not syncing or appearing in HubSpot

Check your sync settings and ensure the correct folders are selected. Navigate to Settings > General > Email and click Refresh connection. Wait up to 15 minutes for initial sync to complete.

Cannot send emails from HubSpot inbox

Verify that SMTP settings are correctly configured. Check if your email provider requires app-specific passwords or has security restrictions. Try disconnecting and reconnecting the email account.

Email tracking is not working properly

Ensure email tracking is enabled in your email settings. Check that recipients are not blocking images or using email clients that prevent tracking pixels. Note that tracking may not work with all email providers or security settings.

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