topic Re: Personal E-mail Inbox in Tips, Tricks & Best Practices

Personal E-mail Inbox

VSchaljo — Tue, 03 Oct 2023 16:02:29 GMT

Hi there,

We're just getting started with Hubspot. I have set up one team e-mail, and have my own personal e-mail attached to my profile as well.

The team e-mail is functioning under "Conversations -> Inbox", but when I send an e-mail to my personal e-mail address I can't seem to find it anywhere. Any idea why this may be?

Re: Personal E-mail Inbox

karstenkoehler — Tue, 03 Oct 2023 16:06:25 GMT

Hi @VSchaljo,

While it's a bit unintuitive, that's expected behavior. For emails sent to your personally connected inbox, you will only see replies to emails sent from the CRM, the sales extensions or using the BCC address. This is explained here: https://knowledge.hubspot.com/email/log-email-replies-in-the-crm

HubSpot assumes that you're still using an email client along with HubSpot for your personal emails. There is no inbox for personal emails directly inside of HubSpot.

Let me know if you have any follow-up questions!

Re: Personal E-mail Inbox

franksteiner79 — Tue, 03 Oct 2023 16:11:53 GMT

Hi @VSchaljo

Connecting your personal email means you as user can send, log and track outgoing emails and replies against contacts. So if let's say vschaljo@company.com sends and email to me at frank@inboundpro.com and you have the "create new contacts" option enabled in either the GMail or Outlook extension (see screenshot below), this will create a new contact in with the email frank@inboundpro.com in your HubSpot CRM.

If you just send an email without the extension, nothing will happen because you have no connection with HubSpot, the extension essentially sends a copy of your email into HubSpot an associates it with the relevant objects.

I hope that helps.

Frank

Re: Personal E-mail Inbox

AkhileshGarud — Fri, 23 Feb 2024 11:48:57 GMT

This feature would be really useful for our team as they would not have to switch back and forth between an email client and HubSpot.

If this feature becomes available, HubSpot will become the only tool that they go to.

Re: Personal E-mail Inbox

JSherborne — Fri, 23 Feb 2024 12:02:47 GMT

Good idea, would be very beneficial

Re: Personal E-mail Inbox

TStewart82 — Fri, 23 Feb 2024 12:16:23 GMT

this would be very beneficial to our team

Re: Personal E-mail Inbox

BClapp — Fri, 23 Feb 2024 13:03:47 GMT

A personal email inbox within HubSpot would only enhance a users experience & reduce the hassle of having to go outside.

Re: Personal E-mail Inbox

WPoole — Fri, 23 Feb 2024 13:14:42 GMT

Please make this adjustment - this would make the system perfect for us and our useage

Re: Personal E-mail Inbox

CHOPE1 — Fri, 01 Mar 2024 11:26:25 GMT

Great suggestion.

Would definitely save a lot of time throughtout the week from going back & forth

Re: Personal E-mail Inbox

tcowperthwaite — Fri, 01 Mar 2024 12:09:39 GMT

Having a personal inbox within hubspot would be great

Re: Personal E-mail Inbox

AWarren6 — Fri, 01 Mar 2024 13:26:38 GMT

This is a brillant idea and should be instaled asap. This would make the system more user friendly and create further engagement from the team.

Re: Personal E-mail Inbox

RDunne — Tue, 05 Mar 2024 14:27:51 GMT

Personal E-mail Inbox

This would be an excellent addition to our teams day to day use.

Re: Personal E-mail Inbox

AArnaldi — Wed, 16 Oct 2024 15:47:12 GMT

Giving the users full access in HubSpot would be a massive help as I am currently doing all my outbound via HubSpot but all my inbound via Outlook. So from an operational point of view it would be much better to have everything in one place.

Re: Personal E-mail Inbox

karstenkoehler — Wed, 04 Dec 2024 05:22:17 GMT

Hi @VSchaljo and everyone,

HubSpot now has a beta that is not an inbox but at least a central view of all logged sent emails and replies to them:

Connected Email

Emails index page

December 3, 2024

What is it?

We’ve built the emails index page, where you can bulk manage your portal's 1:1 emails.

Why does it matter?

The emails index page now offers a centralized location to manage email engagements across senders and recipients, unlocking bulk data management activities such as deleting unwanted emails from your CRM.

How does it work?

Navigate to any CRM index page such as contacts.

Use the drop down in the top left of the page to select “Emails”.

Use all of the out of the box index page features to access the emails you are looking for: Advanced filters, Edit columns, Add views, Select all, Delete, etc.

If you accidentally delete emails, use the actions drop down in the top right to restore records.

Who gets it?

All Hubs and Editions

Learn More:

Join the discussion on our Community

You can find this beta here:

Once opted into the beta, you can use the 'Advanced filters' on the emails index page to filter for emails where 'Activity assigned to' is yourself, then clone and save the view for easy access:

Have a great day!

Re: Personal E-mail Inbox

karstenkoehler — Fri, 04 Apr 2025 04:32:49 GMT

Hi @VSchaljo and everyone,

There is a big update here, currently in beta – you might see it under Settings > Product updates. (If not, you'll have to be a bit more patient.)

Contact email logging rules

What is it?

Contact email logging rules let admins configure their portal to automatically capture all email communications between users and existing contacts in HubSpot.

Why does it matter?

The current default logging behavior only captures contact emails that are replies to already logged user emails, which can lead to important communications being missed in your CRM:

When a contact responds to a sequence but their email isn't logged

When you send emails from your mobile device without using the BCC address

When you forget to click Log in your email client

Previously, you needed to use the forwarding address or the the retroactive Log button, requiring extra manual steps to capture missing emails.

How does it work?

In Settings, navigate to Objects > Activities > Email Log & Track to find the new section for Contact email logging rules.

The default value is "Log replies to logged threads only", which will keep functionality as it has always been.

To get the new behavior, select "Log all emails to/from known contacts". This will log all emails between the personal connected emails of users who have Personal email access permissions and contacts who are not on the Never Log list.

If you choose the new logging behavior, be aware of these key differences:

All emails users send from outside of HubSpot (such as the email client, mobile apps) to existing contact records will log to the CRM.

All emails from existing contacts to users will log to the CRM.

Emails sent outside of HubSpot to recipients who are not contacts, will not log. You will need to continue using the Sales Extensions or add the BCC address.

Email attribution

Emails that are logged from contacts that are net new email threads will be attributed to HubSpot users accordingly:

If the email only has one recipient, attribute to that user.

If the email has multiple recipients, but only one is associated with a user, attribute to that user. An email address is associated with a user if they have it as a connected personal email address, it's their HubSpot user account email, or an alias.

If the email has multiple recipients, and more than one associated with a user, attribute to the contact owner.

Who gets it?

This feature is available for all HubSpot hubs and tiers.

Learn More:

Join the discussion on our Community

Learn more on the Knowledge Base

Best regards!