How to install and use HubSpot Sales for Outlook and Chrome

UK sales reps waste over 5 hours weekly copying prospect data from Outlook to HubSpot and tracking email opens manually. The HubSpot Sales add-in for Outlook and Chrome extension automate email tracking, contact logging, and meeting scheduling directly from your inbox, reclaiming those hours for actual selling. This guide provides installation steps, setup instructions, and troubleshooting fixes for both the Office 365 add-in and desktop version.

Understanding your HubSpot Sales installation options

HubSpot offers three main integration methods, each suited to different technical environments and email setups.

The HubSpot Sales Office 365/Microsoft 365 Add-in is the recommended option, working across Outlook web, PC, and Mac environments. This is HubSpot’s actively developed solution and automatically installs when you switch to the new Outlook for Windows. It’s compatible with Office 365 Business Premium, Business Essentials, and Personal subscriptions, and represents the future-proof choice as Microsoft phases out older architectures.

The HubSpot Sales Desktop Add-in supports only Windows and works exclusively with old Outlook for Windows. HubSpot no longer actively develops this add-in due to Microsoft’s new Outlook architecture, though it remains supported for existing users. It requires 4GB RAM, 3GB disk space, and works only with Click-to-run Outlook versions—not the Microsoft Store version. If you’re using this option, plan to migrate to the Office 365 add-in as Microsoft continues modernizing its email platform.

The HubSpot Sales Chrome Extension serves Gmail and Office 365 web users working in Chrome, requiring the standard Chrome release track. This option is ideal for teams who primarily work in web-based email interfaces.

Your choice depends on your email setup. If you use Office 365 hosted email, start with the web add-in. If you’re on old Outlook desktop for Windows and need immediate functionality, the desktop add-in works but migration should be on your roadmap. For Gmail or web-based Office 365 users, the Chrome extension provides the most seamless experience.

Installing the HubSpot Sales Office 365 add-in

The Office 365 add-in is available through Microsoft AppSource and works across PC, Mac, and Outlook web, making it the most versatile option for mixed-device environments.

System requirements and compatibility

Before installation, verify your setup meets these requirements to avoid troubleshooting delays later. You need an Office 365 hosted email account—note that GoDaddy Office 365 accounts are not compatible. Your Outlook installation must be the Click-to-run version, not the Microsoft Store version. Supported versions include Outlook 2016, Outlook 2019, and Microsoft 365. You’ll need an active HubSpot account, with some features requiring a paid subscription. Finally, ensure you have admin permissions to install third-party add-ins, or coordinate with your IT department for deployment.

These technical requirements exist because the add-in integrates deeply with Outlook’s architecture, accessing and modifying message content to provide tracking pixels, template insertion, and automated logging. Similar to CRM integration for sales, proper technical foundation ensures seamless operation.

Individual installation steps

For individual reps installing on their own, the process takes approximately 10 minutes. Open Outlook in either desktop or web version. Navigate to the Office Store by clicking “Get Add-ins” or “Add-ins” from the ribbon—the exact label varies depending on your Outlook version. Search for “HubSpot Sales” in the store and click “Add” to install the add-in.

After installation completes, completely close and relaunch Outlook. The HubSpot icon should appear on your ribbon. Click the HubSpot icon and sign in with your HubSpot credentials. When prompted, connect your mailbox to HubSpot to enable automatic logging and tracking features.

The add-in should be immediately available after relaunch. If you manage multiple email accounts, you’ll need to install the add-in in each inbox separately—the installation doesn’t automatically propagate across all connected accounts.

Centralized deployment for IT admins

Sales ops teams deploying HubSpot across the organisation can leverage Office 365 centralized deployment to streamline rollout and ensure consistent configuration across all users. This approach is particularly valuable when implementing sales workflow automation at scale, as it eliminates individual installation steps and reduces support tickets.

Log into the Office 365 admin centre and navigate to Settings → Integrated apps → Add-ins. Click “Deploy Add-in” and select “Search the Office Store.” Search for “HubSpot Sales” and select the add-in. Choose your deployment scope—you can deploy to all users, specific groups, or just yourself for testing. Complete the deployment wizard, configuring any organizational-level settings.

Important timing consideration: The add-in may take up to 12 hours to appear for end users after centralized deployment. Plan your rollout accordingly and communicate this delay to avoid confusion and premature support requests. All domain users will automatically receive the add-in with no additional installation steps required on their end, which significantly improves adoption rates compared to individual installations.

Installing the HubSpot Sales desktop add-in (Windows)

The desktop add-in remains available for teams using old Outlook for Windows, though HubSpot recommends transitioning to the Office 365 add-in as Microsoft continues deprecating the older desktop architecture. If you’re committed to the desktop version, here’s how to install it properly.

Download and installation process

Download the installer directly from HubSpot’s desktop add-in page. Before running the installer, completely close Outlook, including any background processes—check your system tray to ensure Outlook isn’t running in the background. Run the downloaded installer file and follow the installation wizard prompts.

After installation completes, restart Outlook. Look for the HubSpot icon in the Outlook ribbon—it typically appears in the “Home” tab. Sign in with your HubSpot credentials to connect the add-in to your account. The desktop add-in requires Windows only and a minimum of 4GB RAM with 3GB available disk space. Screen resolution must be at least 1024x768 for the interface to display properly.

Critical compatibility warning

You cannot install both the desktop and Office 365 add-ins on the same device. Installing both creates conflicts that cause both add-ins to malfunction, resulting in tracking failures, missing data in HubSpot, and inconsistent behavior. Choose one based on your Outlook version and stick with it.

If you’re planning to migrate to the new Outlook for Windows, the Office 365 add-in will automatically install and replace the desktop add-in when you make the switch. This migration happens seamlessly, preserving your settings and configurations.

Setting up the HubSpot Sales Chrome extension

The Chrome extension brings HubSpot functionality to Gmail and Office 365 web users, providing a lightweight integration that doesn’t require native Outlook installation.

Open Chrome and navigate to the Chrome Web Store. Search for “HubSpot Sales” or visit the extension’s listing directly through HubSpot’s documentation. Click “Add to Chrome” and confirm permissions when prompted—the extension requires access to your email to provide tracking and logging features.

After installation, the HubSpot icon appears in your Chrome toolbar. Click the icon and sign in to your HubSpot account. Navigate to Gmail or Office 365 web to start using tracking features. The extension automatically detects when you’re composing an email and displays HubSpot options within your email interface.

The extension requires Chrome on the standard release track and works with both Gmail and Office 365 web interfaces. Similar to LinkedIn Sales Navigator integration, the Chrome extension automatically logs activities to HubSpot, eliminating manual data entry.

Core features and configuration

Once installed, HubSpot Sales tools provide several capabilities that streamline sales processes with technology, transforming how you manage prospect communication.

Email tracking and notifications

HubSpot tracks when recipients open your emails and click links, providing real-time open and click notifications. This visibility allows you to follow up when prospects are most engaged—a critical advantage given that prospects engaged within 24 hours of initial contact are significantly more likely to convert.

To configure tracking, open HubSpot in Outlook or Chrome and navigate to Settings → Tracking preferences. Toggle “Track email opens” and “Track link clicks” according to your needs. Set notification preferences to receive alerts via browser, mobile, or email when prospects engage with your messages.

Like Pipedrive email tracking, HubSpot uses pixel tracking embedded in your emails. Be aware that image blocking or privacy-focused email clients may prevent tracking from working reliably—some recipients disable automatic image loading, which blocks tracking pixels.

Templates and sequences

Create reusable email templates and automated follow-up sequences directly from the add-in, dramatically reducing time spent crafting repetitive messages. Click “Templates” in the HubSpot sidebar, then select an existing template or create a new one. Add personalisation tokens to automatically populate contact details like name, company, and industry. Insert the template into your email with one click.

For sequences, which require a paid HubSpot subscription, navigate to Sequences in HubSpot and create a multi-step automated follow-up sequence. Define the timing between emails, the content of each touchpoint, and the conditions for enrollment. Enroll contacts directly from Outlook, and HubSpot automatically sends follow-ups on your behalf based on your defined schedule.

This automation proves particularly powerful for booking more sales meetings with AI sales agents, where automated sequences adapt to prospect engagement and stop sending if a prospect replies or books a meeting.

Meeting scheduling integration

The add-in includes HubSpot’s meeting scheduling functionality, eliminating the back-and-forth typically required to find mutually convenient times. Click “Meetings” in the HubSpot panel and select which meeting link to insert—you can create multiple meeting types with different durations and availability rules.

Prospects can book time directly from your email by clicking the meeting link and selecting from your available slots. Meetings automatically sync to your calendar and log in HubSpot, creating a complete record of your prospect interactions. This automation can reclaim up to 15 hours per week per sales rep, according to research on meeting scheduling software for sales teams.

Automatic CRM logging

Every tracked email, meeting, and interaction automatically logs to the relevant contact record in HubSpot, eliminating manual data entry that consumes hours weekly. Send an email with tracking enabled, and HubSpot automatically creates or updates the contact record. All email history, opens, clicks, and replies appear in the timeline without any additional effort on your part.

This automatic logging delivers the 14.5% productivity boost UK teams report from sales workflow automation by eliminating manual CRM updates. Reps save up to 14% of their time by auto-logging activities instead of manually entering data after each interaction.

Share sales collateral and track engagement to understand which materials resonate with prospects. Click “Documents” in the HubSpot panel and select a document from your HubSpot library—proposals, case studies, product sheets, or any other sales collateral. Insert a trackable link in your email and receive notifications when prospects view your documents.

Document tracking reveals which sections prospects spend the most time reviewing, helping you tailor follow-up conversations. For example, if a prospect spends five minutes reviewing your pricing page but skips the features section, you know price is their primary consideration.

Required permissions and data access

Understanding what HubSpot accesses helps with GDPR compliance and internal approval processes, particularly when requesting IT approval for installation.

The HubSpot Sales add-in requires several permissions to function. It can send data over the Internet, which is necessary to sync with HubSpot servers and update contact records in real-time. It can access and modify active message content, reading and modifying the body, subject, sender, recipients, and attachments of emails you’re composing. It may send data to third-party services, as email content and contact data transfers to HubSpot’s systems for processing and storage.

These permissions allow HubSpot to provide tracking pixels, log emails to contacts, and insert templates. The add-in processes data in accordance with GDPR requirements, but your organisation should still take additional steps to ensure compliance. Include HubSpot tracking in your privacy policy with clear explanations of what data you collect. Obtain appropriate consent for email tracking, either explicit opt-in or legitimate interest depending on your use case. Implement data retention policies that automatically delete tracking data after a defined period. Provide opt-out mechanisms for prospects who don’t want their email engagement tracked.

Troubleshooting common UK installation issues

Even with proper setup, you may encounter installation challenges. Here’s how to resolve the most frequent problems UK sales teams face.

Add-in not appearing after installation

If the add-in doesn’t appear after installation, the issue typically stems from Outlook not refreshing or the add-in not fully deploying. Completely close and restart Outlook, including background processes—check your system tray to ensure no Outlook processes remain running. If using centralized deployment, wait 12 hours before troubleshooting further, as Microsoft’s deployment pipeline can take time to propagate changes.

Check that third-party add-ins are enabled by navigating to File → Options → Trust Center → Trust Center Settings → Add-ins. Ensure “Require Application Add-ins to be signed by Trusted Publisher” is unchecked, as overly restrictive settings can block the add-in. Verify you’re using Click-to-run Outlook, not the Microsoft Store version—you can check this under File → Office Account → About Outlook, looking for “Click-to-Run” in the version information.

Incompatible with GoDaddy Office 365

HubSpot’s Office 365 add-in doesn’t work with GoDaddy-hosted Office 365 accounts due to architectural differences in how GoDaddy implements Office 365. If you’re on GoDaddy Office 365, you have three options: migrate to Microsoft-hosted Office 365, which provides full compatibility but requires coordinating with IT; use the Chrome extension with Office 365 web instead, which bypasses the Outlook add-in entirely; or use HubSpot’s BCC tracking as a workaround by adding HubSpot’s BCC email address to outgoing emails.

Microsoft Store Outlook version incompatibility

HubSpot requires the Click-to-run version of Outlook, not the Microsoft Store version, because the Microsoft Store version uses a different architecture that doesn’t support traditional add-ins. Uninstall the Microsoft Store version of Outlook through Windows Settings → Apps. Download and install Office from office.com using your Microsoft 365 subscription. Reinstall the HubSpot add-in after the new Outlook installation completes.

To check your Outlook version, navigate to File → Office Account → About Outlook and look for “Click-to-Run” in the version information. If you see “Microsoft Store,” you’ll need to switch versions.

Missing admin permissions for third-party add-ins

If your Office 365 administrator has blocked third-party add-ins, you won’t be able to install HubSpot Sales individually. Contact your IT administrator and request that HubSpot Sales be added to the approved add-ins list. Provide the AppSource link and business justification, referencing the time savings and productivity gains documented in this guide. Alternatively, request centralized deployment from IT, which may face less resistance than individual installations since it provides better administrative control.

Tracking not working on new Outlook for Mac

HubSpot’s email tracking features are not supported in the new Outlook for Mac due to architectural changes Apple and Microsoft implemented. Use the old Outlook for Mac if still available on your device. Switch to Office 365 web in Chrome with the Chrome extension, which provides full tracking functionality. Use HubSpot’s web app for composing tracked emails, though this requires switching between applications.

Conflicts between desktop and Office 365 add-ins

If both add-ins are installed on the same machine, they create conflicts that manifest as tracking failures, duplicate entries in HubSpot, and inconsistent behavior. Uninstall one of the add-ins completely through Control Panel → Programs and Features on Windows. Restart Outlook to clear any cached configurations. Reinstall only the add-in appropriate for your Outlook version. If migrating to new Outlook, uninstall the desktop add-in before switching to avoid conflicts during the transition.

False open notifications

Viewing your sent emails in certain email clients triggers tracking pixels, causing false open notifications that skew your engagement metrics. Review sent emails only within HubSpot or the designated sent folder in your email client. Don’t use external email clients to check emails you’ve already sent. Filter notifications to focus on new recipient opens, not repeated opens from the same recipient.

Best practices for UK sales teams

To maximize the value of HubSpot Sales tools while maintaining compliance and team adoption, follow these practices developed by successful UK implementations.

Start with a pilot team

Rather than deploying to your entire sales organisation immediately, select a pilot group of 2-5 reps to test the add-in. This approach allows you to identify configuration issues before wide rollout, develop internal best practices and training materials specific to your sales process, demonstrate ROI to leadership and secure buy-in from sceptical team members, and refine your GDPR compliance procedures in a controlled environment.

A Manchester financial services firm tested HubSpot with two SDRs for two weeks, refined their processes based on real-world feedback, then rolled out to the full team. This phased approach, documented in research on streamlining sales processes with technology, achieved 40% higher adoption rates than a direct full deployment would have.

UK sales teams must ensure transparent data collection processes to comply with the General Data Protection Regulation. Update your privacy policy to disclose email tracking and data processing activities, using clear language that explains what data you collect and why. Implement consent mechanisms for prospects to opt in or out of tracking—while legitimate interest may justify some tracking, explicit consent builds trust. Practice data minimization by only tracking business-critical communications, not every casual email. Establish retention policies that delete tracking data after a defined period, typically 12-24 months for inactive prospects. Document your data processing activities as required by GDPR Article 30, creating a record of what data you process and the legal basis for processing.

The ICO emphasises that transparency in data processing builds trust with prospects. Include a simple line in your email signature such as: “This email may be tracked for quality and training purposes. View our privacy policy [link].” This disclosure satisfies transparency requirements while maintaining professionalism.

Integrate with your CRM workflow

HubSpot Sales works best when integrated with your broader CRM strategy, ensuring data flows seamlessly between systems. Map data fields between Outlook and HubSpot to ensure consistent contact information—matching fields for company name, job title, and other key attributes prevents data fragmentation. Define sync rules for frequency, direction, and conflict resolution, determining whether HubSpot or Outlook serves as the master data source. Configure lead scoring to automatically prioritise engaged prospects based on email opens, link clicks, and document views. Set up workflow automation to trigger follow-up tasks based on email opens—for example, create a task when a prospect opens a proposal email three times without responding. Establish reporting cadences to monitor adoption and ROI, reviewing key metrics monthly to identify optimization opportunities.

One Bristol tech firm spent three days properly mapping their data fields at the beginning, which saved them three months of troubleshooting data inconsistencies later.

Train your team effectively

Sales reps won’t adopt tools they don’t understand or trust. Successful training includes role-specific demonstrations showing exactly how the add-in fits each rep’s daily workflow, not generic overviews. Provide practical use cases with before-and-after time comparisons, demonstrating concretely how tracking saves hours weekly. Offer ongoing support through a dedicated Slack channel or internal documentation where reps can ask questions and share tips. Implement recognition programs highlighting reps who achieve high adoption and results, creating positive peer pressure.

Research shows well-trained teams achieve up to 52% better adoption and ROI from sales technology compared to teams that receive minimal training.

Use tracking strategically, not universally

Not every email needs tracking. Over-tracking creates notification fatigue when you’re alerted to every minor email open, raises privacy concerns with prospects who notice tracking pixels, and slows email composition with unnecessary settings selections.

Focus tracking on high-value communications: initial outreach to new prospects, proposals and quotes, contract follow-ups, and re-engagement campaigns for dormant prospects. A London agency found that selective tracking improved their response rates by maintaining prospect trust—prospects appreciate not feeling constantly monitored.

Monitor key metrics

Track these metrics to measure HubSpot Sales impact and justify continued investment. Time saved on CRM data entry should target 5-8 hours per rep per week. Email response rates should be benchmarked against pre-HubSpot rates to quantify improvement. Meeting booking conversion tracks improvement in reply-to-meeting ratio, showing how better timing and follow-up increase conversions. Template usage rates identify which templates are most effective, allowing you to optimize messaging. Sequence completion rates help optimize automated follow-up timing and content.

A London tech reseller tracking these metrics achieved a 22% increase in conversion rates within three months of implementation by continuously refining their approach based on data.

Alternative approaches and workarounds

If you encounter installation blockers that can’t be immediately resolved, these alternatives maintain HubSpot functionality while you work through technical or administrative challenges.

BCC tracking method

Add HubSpot’s unique BCC email address to your outgoing emails to log them without the full add-in. Navigate to HubSpot Settings → Integrations → Email Integrations and copy your personal BCC tracking address—each HubSpot user has a unique BCC address. Add this address to the BCC field of emails in your native email client. Emails automatically log to HubSpot contacts, creating a record of your outreach.

This method works with any email client but requires manual BCC addition for each email, making it less efficient than the full add-in. It’s useful as a temporary solution while resolving add-in installation issues or waiting for administrative approval.

HubSpot web app for tracked emails

Compose tracked emails directly in HubSpot’s web application, bypassing Outlook entirely. Log into HubSpot and navigate to Contacts. Select the contact you want to email and click “Email” to open the composition interface. Compose your message in HubSpot, and all tracking features work automatically without requiring browser extensions or add-ins.

This approach bypasses Outlook entirely but requires switching between applications, which reduces efficiency for high-volume senders. It works well for sending a handful of high-priority tracked emails daily.

Mobile app for on-the-go access

The HubSpot mobile app provides tracking and CRM access when you’re away from your desk. Download HubSpot Sales from the App Store or Google Play and sign in with your HubSpot credentials. Access contacts, compose tracked emails, and view notifications from your mobile device. Log calls and meetings directly from mobile, ensuring complete activity records even when traveling.

Mobile access is particularly valuable for field sales reps who spend limited time at their desks but need to maintain accurate CRM records.

Measuring the productivity impact

Quantifying HubSpot Sales ROI helps justify the investment and identify optimization opportunities for continuous improvement.

A UK SaaS company implemented HubSpot Sales across their 15-person sales team and tracked these metrics over six months. They achieved a 40% reduction in time spent on lead qualification, dropping from 8 hours to 4.8 hours per rep per week. They saw a 35% increase in booked meetings, rising from 12 to 16.2 meetings per rep per month. Lead-to-opportunity conversion improved 28%, jumping from 18% to 23%. Average deal size increased 22%, attributed to better-qualified meetings resulting from improved lead intelligence.

Their Sales Director noted: “The integration eliminated scheduling friction entirely. Our reps went from spending 20% of their time coordinating calendars to less than 2%, which translated directly into more time for meaningful prospect conversations. The automation didn’t just save time—it fundamentally changed how our team approaches prospecting.”

Track similar metrics for your team and establish quarterly reviews to optimize configuration and workflows based on real performance data.

The future of sales email integration

HubSpot continues evolving its Outlook and Chrome integrations to support emerging sales workflows and AI-powered capabilities.

AI-powered email composition is coming to HubSpot Sales tools, with future releases likely including AI suggestions for email content based on contact data and previous successful outreach. Predictive engagement scoring will use machine learning to identify optimal send times and predict which prospects are most likely to respond, enabling smarter prioritization of outreach efforts.

Deeper Microsoft Teams integration will emerge as Teams becomes central to UK business communication, with tighter integration between HubSpot, Outlook, and Teams for unified contact management and conversation tracking. Enhanced compliance tools will include more granular consent management and data processing controls built directly into the email interface, addressing evolving privacy regulations.

Research suggests 80% of UK sales teams will use AI for lead generation by 2025, with email tools like HubSpot Sales serving as the integration point between AI-generated leads and human sales conversations.

Getting started today

Installing HubSpot Sales for Outlook or Chrome takes 10-15 minutes but delivers ongoing time savings that compound weekly, reclaiming hours for actual selling activities.

Start by determining which version matches your email setup—Office 365 add-in for modern Microsoft environments, desktop add-in for old Outlook Windows users, or Chrome extension for web-based email. Install the appropriate tool following the step-by-step instructions provided above. Configure tracking preferences and connect your HubSpot account to enable automatic logging. Test with low-stakes emails to verify tracking and logging work correctly before rolling out to critical prospect communications. Expand to high-value communications once you’re comfortable with the features and confident in your configuration.

For teams managing complex sales workflows across multiple tools, HubSpot Sales integrates with broader automation strategies. The difference between sales teams that hit quota and those that don’t often comes down to efficiency—spending more time selling and less time on administrative tasks. HubSpot Sales tools eliminate the busywork so you can focus on what matters: meaningful conversations that close deals.

Ready to automate your entire sales workflow, from lead generation through meeting scheduling? Explore how Sera’s AI-powered platform complements your HubSpot setup to maximize productivity across your sales process, handling prospecting, personalized outreach at scale, and intelligent meeting scheduling that works alongside your email integration.