topic Re: Outlook contact sync in Tips, Tricks & Best Practices

Outlook contact sync

NMadison — Sun, 12 Feb 2023 22:05:54 GMT

Need assist on outlook contact sync. We use the "free version" and it is setup with Outlook contact sync. We limit the sync to only allow outlook contacts with a specific category turned on to sync. The reason we do this is so personal contacts can be kept out of the sync. Error we are experiencing is that once a contact with that specific category that was turned on has synced to HubSpot and then a user realizes they made a mistake on having the contact sync and remove the specific category, the contact still remains in HubSpot. Thank you!

Re: Outlook contact sync

karstenkoehler — Mon, 13 Feb 2023 05:21:46 GMT

Hi @NMadison,

According to the documentation, this seems to be expected behavior. Automatic deletion of contacts not matching the sync criteria is not a feature.

If you are in a situation where a contact was mistakenly labeled and synced, you would have to find and remove it from the HubSpot CRM manually.

Best regards!

Re: Outlook contact sync

SNigam — Mon, 13 Feb 2023 10:28:56 GMT

Hello @NMadison ,

It sounds like you are using the free version of HubSpot's CRM and syncing your Outlook contacts with HubSpot, but only allowing certain contacts to sync based on their category.

In order to resolve the issue you are facing, you may try the following steps:

Disconnect the Outlook integration from HubSpot: Go to your HubSpot account, navigate to the Contacts tab, and then click on the Integrations tab. Find the Outlook integration, click on the gear icon, and then click on Disconnect.
Remove the synced contacts from HubSpot: After disconnecting the integration, you can delete the contacts that were synced to HubSpot.
Reconnect the Outlook integration to HubSpot: After removing the contacts, you can reconnect the Outlook integration to HubSpot and set up the sync again. This time, only the contacts with the specific category you want to sync should appear in HubSpot.

If you are still facing the issue after trying these steps, you may need to seek assistance from HubSpot Support. They may be able to provide additional guidance and help resolve the issue.

I hope this will help you.

Thank you

Shubham Nigam

Re: Outlook contact sync

NMadison — Mon, 13 Feb 2023 17:29:24 GMT

Thank you! Is automatic deletion an option with a paid version of HubSpot?

Re: Outlook contact sync

CWong101 — Thu, 15 Aug 2024 12:14:44 GMT

Is this only applicable to my own account? or it affects company wide account?

Re: Outlook contact sync

BérangèreL — Tue, 27 Aug 2024 08:35:42 GMT

Hi @CWong101 and welcome! 🎉
We are so glad to have you here!

Thank you for asking the Community!

I understand that you'd like to know what happens if you disconnect the Outlook contacts integration, if this will only disconnect your user or all of the users. Please let me know if that's not the case.

I also wanted to invite a couple of subject matter experts to this conversation: Hi @karstenkoehler, @SNigam, @CHawkins and @AdamLPW do you have feedback regarding disconnecting the integration to share with @CWong101, please?

Also, if anybody else has anything to add and/or share, please feel free to join in the conversation 🙂

Thanks a lot and have a great day!

Best,
Bérangère