How can I add unsubscribe links to Sales Emails in HubSpot and Outlook?

Smart CRM & Sales Hub Sales Email
1

Hello guys

Sales teams are sending emails to clients/prospect, and I want to make sure the unsubscribe link always features at the bottom of their emails.

1 - to do this on HubSpot, does each sales team member need to go into their setting to enable it? Is there are way to do it centrally?

2 - Is there a way for this to appear with emails they send from outlook? Assuming they have the plug-in installed (I trialled this and it wasn’t working for me)

Thanks in advance!

2

Hi @HRichthe2nd ! Good news: you can centralize this, and individual salespeople don’t need to configure it themselves. Try this:

  1. Centralized configuration. This is only possible for users with Super Admin permissions:

  2. Go to Settings (gear icon) > Objects > Activities.

  3. In the “Unsubscribe links” section, check the box “Apply the same unsubscribe link settings for all users.”

  4. The “Include unsubscribe text & link for all users” toggle is enabled by default with this option, so just confirm it is turned on.

  5. You can also choose the link text (“unsubscribe,” “I no longer wish to receive emails”) by clicking “Edit unsubscribe link.”

  6. Click Save.

With this enabled, all 1:1 emails sent via the CRM (directly from the contact or via sequences) will automatically include the link, and no one needs to adjust their own settings.

An important detail: accounts created after 2024, already have this link enabled by default for all users. If your account is older, that is likely why it is still defaulting to individual settings.

  1. Regarding Outlook

Here is the bad news, which might explain why it didn’t work in your test: HubSpot does not insert the unsubscribe link into emails sent directly from Outlook, even with the HubSpot extension/plugin installed. This is an official limitation of the tool, not a configuration error on your part.

The link only appears in emails sent from within HubSpot directly from the contact or via sequences. If the sales team sends emails via Outlook (even with the plugin) the unsubscribe link is not included.

Possible solutions:

Shift the team’s habits so they send emails directly from HubSpot (CRM or sequences) when this compliance control is required. If you prefer to keep using Outlook, manually add an opt-out line to the team’s email signature (this isn’t linked to HubSpot’s subscription system, but at least it offers the recipient an option).

3

Thanks @iarapicolo , very helpful!

5

Hi @HRichthe2nd, I hope that you are well!

Thanks so much @iarapicolo for your help! :orange_heart:

I just wanted to share this article that might also help: Manage unsubscribe links for one-to-one emails

Thanks and have a brilliant day!
Bérangère