topic Re: Synchronisation between HubSpot and Outllook (Mails) in Tickets & Conversations

Synchronisation between HubSpot and Outllook (Mails)

Alex94 — Mon, 17 Jul 2023 10:47:08 GMT

Hello everyone,

I already posted the same thing about a year ago (see below) and wanted to ask if there are any solutions in HubSpot or third party solutions to the issue by now.

We use Office365 and Outlook for emails. We've also already connected our account to Hubspot so emails are coming in. However (as far as I know) there is no synchronization between HubSpot Conversations and Outlook. So when we answer an email in HubSpot, it's still unread in Outlook.
Since we receive at least 50 emails a day, we would also have to "clean" them up in Outlook.

I know that there is a HubSpot extension for Outlook, but we already use several workflows that automatically move the emails to subfolders. This advantage would been missing if we continue to work with Outlook.

I hope you understand our problem and maybe some have the same. I would also appreciate solutions.

Thanks in advance,

Alex

Re: Synchronisation between HubSpot and Outllook (Mails)

BérangèreL — Tue, 18 Jul 2023 08:29:29 GMT

Hi @Alex94,

Thank you for reaching out to the Community!

I have found this similar idea already submitted: "Sync between Conversations Inbox and Outlook / email client".

I encourage you to upvote for the idea (this way it will have more chances to be implemented in the future), and follow the thread to receive the update status.

I also wanted to invite a couple of subject matter experts to this conversation @danmoyle, @Josh and @StjepanGrcic do you have any tips to help @Alex94 please?

Thanks and have a great day!
Bérangère

Re: Synchronisation between HubSpot and Outllook (Mails)

danmoyle — Tue, 18 Jul 2023 12:35:02 GMT

Thanks for thinking of us @BérangèreL. Unfortunately I don't have any tips for you @Alex94. I haven't experienced this use case. I'd upvote the Idea for sure. And comment with your use case. I've upvoted it as well.

Re: Synchronisation between HubSpot and Outllook (Mails)

Fahadwaseem — Thu, 10 Aug 2023 16:42:20 GMT

The issue you are describing is that there is no synchronization between HubSpot Conversations and Outlook. This means that when you answer an email in HubSpot, it will still be marked as unread in Outlook. This can be a problem if you want to keep your email inbox clean and organized.

There are a few solutions to this issue. One solution is to use the HubSpot Outlook extension. This extension will sync your HubSpot Conversations inbox with Outlook, so that you can see all of your conversations in one place. However, you mentioned that you already use several workflows that automatically move emails to subfolders in Outlook. If you use the HubSpot Outlook extension, you will lose these workflows.

Another solution is to use a third-party email synchronization tool. There are a number of these tools available, such as Mailbird and Boomerang. These tools will sync your HubSpot Conversations inbox with Outlook, and they will also allow you to create custom workflows.

The best solution for you will depend on your specific needs. If you want to keep your existing workflows, then you will need to use a third-party email synchronization tool. If you are willing to give up your workflows, then you can use the HubSpot Outlook extension.

Here are some links to third-party email synchronization tools that you can consider:

Mailbird: https://mailbird.com/
Boomerang: https://www.boomeranggmail.com/
Elastic Email: https://www.elasticemail.com/
Zapier: https://zapier.com/

I hope this helps!

Re: Synchronisation between HubSpot and Outllook (Mails)

danmoyle — Wed, 02 Aug 2023 12:29:35 GMT

Good info @Fahadwaseem thanks for offering some suggestions.

Re: Synchronisation between HubSpot and Outllook (Mails)

Alex94 — Thu, 03 Aug 2023 07:43:25 GMT

Hi @Fahadwaseem,

Thank you very much for your help. It helps me a lot!

Re: Synchronisation between HubSpot and Outllook (Mails)

DWeaver2 — Mon, 05 Feb 2024 20:50:48 GMT

Hi All,

We are very new to HubSpot.

We believed that the Outlook Inboxes and HubSpot had true 2 way synronisation, turns out they dont.

The HubSpot integration with Outlook only puts a copy on the email into HubSpot and where required adds a Contact.

Out integration partner is merely pointing towards these articles.

So today I sat with an IT chap whom we have worked with for over 27 years and we couldnt get to the bottom of any of the suggested solutions, and there is no trigger event availble for "Trash/Delete"!

We looked at IMAP and Authentication and the like and there is "NO" security issue with the right authentication.

As the very basic of requirements, to keep both HubSpot and Outlook - Clean, Tiday and most of all to make the process efficient and unduplicated, even if one way, we would excpect as the real bare minium for such a high end CRM as HubSpot to have at least:-

Basic Requirement

Objective would simply be as follows:-

Email to Outlook Inbox goes into HubSpot - This works and the way its laid out is awesome..

A User – Goes into HubSpot say once or even twice a day

The User - Deletes the New Contact & Email (You call it Trash)

Synchronization (Whatever it is) Deletes from Outlook Inbox

Everything is clean and tidy if only one way...

We can think of some other really great ways to improve this process, hence this is the Must Have - Bare Bones Solution,

And yes we cant believe this isnt here as we were doing this with other CRM's 18 to 20 years agon on a full syncronisation basis, so rather shocked is an understatment,

Thank you in advance,

David