Use contact profiles with the Outlook desktop add-in

Access your CRM contact information directly from your Outlook inbox with contact profiles. Use contact profiles to review contact information and recent sales activities. You can also create tasks and associate companies, deals, or tickets right from within your Outlook inbox. 

This article is for the HubSpot Sales Outlook desktop add-in, which is in maintenance mode. It’s recommended to use the HubSpot Sales Office 365 add-in to access HubSpot's sales tools from Outlook for Mac, PC, or Outlook on the web. Learn how to use contact profiles with the HubSpot Sales Office 365 add-in.

Please note: due to the significant changes introduced by Microsoft as part of the new Outlook for Windows, HubSpot will no longer actively develop or improve the HubSpot Sales Outlook desktop add-in. While the HubSpot Sales Outlook desktop add-in is still available in the legacy Outlook for Windows and will continue to be supported, it's highly recommended that you activate the HubSpot Sales Office 365 add-in instead. If you're using the Outlook desktop add-in, the HubSpot Office 365 add-in will automatically be installed if you switch to the new Outlook for Windows. Learn more in this HubSpot Community post. 

Access contact profiles

To access contact profiles using the Outlook desktop add-in: 

1. In your Outlook inbox, compose a new email and add a recipient.
2. At the top of Outlook, in the main ribbon, click Contact Profiles. Your recipient's contact information will be available in the task pane if they're already a contact in your CRM. 
   

3. To add a new contact to your CRM, in the task pane, click Add to HubSpot. 
   • Enter the contact information in the contact create form. 
   • At the bottom, click Create. 
4. To search for an existing contact, enter a name or email address in the search bar at the top of the task pane. 

Please note: if data privacy settings are turned on in your account, the contact profiles will always be turned on in your Outlook inbox. 

Use contact profiles

In a contact profile, you can review contact details and recent sales activities. You can also edit contact properties, create tasks, and associate new or existing companies, deals, or tickets.

1. In your Outlook inbox, compose a new email and add a recipient.
2. At the top of Outlook, in the main ribbon, click Contact Profiles.
3. To view contact details, click to expand the About this Contact section. 
   • The properties available in the About this Contact section are customized in the contact preview cards that appear outside of the CRM. Learn how to update the properties in your preview cards. 

4. To edit a property, click a property to edit. Depending on the property type, edit the value:
   • For a text or number property, enter your value in the text box.
   • For an enumeration or user property, select a value.
   • At the bottom, click Save. Learn more about editing property values.
5. To view the contact’s recent sales activities, click the Activity tab. This section will only display calls, emails, email tracking activity, page views, and lifecycle stage changes.
   

Create tasks

You can create a task that'll be associated with the contact directly from the contact profile. The task will also appear on the record index page and on the contact's record in the CRM.

1. In your Outlook inbox, compose a new email and add a recipient.
2. At the top of Outlook, in the main ribbon, click Contact Profiles.
3. To review any existing tasks that you have created or that are assigned to you, click to expand the Tasks section in the side pane. 
4. To create a new task, click Add.
   
5. In the side panel, enter the task name and select a due date for the task.
6. At the bottom, click Create Task.

Associate new or existing companies, deals, or tickets 

Associate new or existing companies, deals, or tickets directly from the contact profile. The newly created record will be displayed on the contact profile in Outlook, the contact record in your CRM, and on the object's index page.

1. In your Outlook inbox, compose a new email and add a recipient.
2. At the top of Outlook, in the main ribbon, click Contact Profiles.
3. To view records associated with the contact, scroll down to the Companies, Deals, or Tickets section. 
   • Click to expand the section to view any existing records already associated with the contact.
4. To create and associate a new record, click Add.

• • On the Create new tab, enter the property values in the create form. To set up which fields appear in a create form, learn more about customizing the create form for each object. 

• • Enter property values for your new record. If you want to set an association label, you'll need to set the label after the record is created.
  • Click Create, or to create and associate another record, click Create and add another.

6. To associate a record that already exists in your CRM, click Add.
   • Click the Add existing tab. 
   • Search for the record you want to associate, then select the checkbox next to the record name.
   • Click Next.
   • To label the record association (Professional and Enterprise only), click +Add association label to set labels that describe the relationship between the records.
   • Click Save.