The best way to keep Outlook and HubSpot in sync

April 24, 2019
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HubSpot and Outlook. The first one is a state of the art CRM & marketing beast, the second one is the environment you spend most of your working day in. If you’re not properly connecting these two apps, you’re missing out. PieSync offers a perfect bridge between Outlook and HubSpot.

Didn’t HubSpot already have a built-in connection with Outlook?

There are a couple of Outlook plugins available for HubSpot users. Whether it’s a desktop tray application to install, or a web browser extension these add-ons - among other things - help transfer email conversations from Outlook to have them show up in HubSpot. Or they give you a handy access to look up HubSpot details right from within Outlook.

Essentially these plug-ins process data under an on-demand principle. They will visualize actionable information, when, and only when you are working on a certain contact record.

None of these solutions actually processes Outlook’s or HubSpot’s data in the background, and that could be an issue. Data is changing all the time in both apps. While new contacts are added through web forms on HubSpot, your contact information is constantly being updated on Outlook.

The extensions we talked about before, don’t really offer a true 2-way solution. But don’t worry, that’s where PieSync steps in!

When should you choose PieSync to sync HubSpot & Outlook?

On the HubSpot community forums it seems to be a source of some disappointment that a sync with Outlook contacts is not offered out of the box.

PieSync truly strengthens the link between your contacts databases. It will ensure contacts that you manage in HubSpot are available in Outlook and vice versa.

This consistency is required for various reasons. Think of email communication that takes place in Outlook: it can only be properly linked inside HubSpot if the contacts exist there in the first place.

Sure, HubSpot has a fully functioning mobile app which gives you access to those contacts. But that’s not enough. You need HubSpot contacts to live inside Outlook, because your smartphone syncs natively to Outlook, it doesn’t sync natively to HubSpot. With PieSync, you’ll get the benefit to recognize incoming calls immediately, based on whatever info is found in HubSpot. Working caller ID. Finally.

All contact attributes will live in perfect 2-way synchronization: up-to-date contacts all the time.

Try PieSync for free

Just to be clear: which contacts will be synced by PieSync?

PieSync provides a solution to 2-way sync contacts you would find in Microsoft Outlook, specifically inside personal contacts folders. A personal Outlook Contacts Folder is meant…

If you’re looking to sync other Outlook contacts, like those from a GAL or a Public Folder - check out this article on CiraSync.

Sounds great! How do I set up this sync?

If you haven’t already, set up a free trial between Hubspot and Outlook. A one time operation involves authorizing both apps at this stage, which is super easy. A popup will open inside PieSync and you just log in to both platforms respectively. This brings you to the sync setup, where you can leave everything to its default settings, or really dial in some custom syncs.

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The connection can be adjusted in several ways. The default setting of a sync is always a 2-way sync. This means you allow PieSync to transfer changes you make to contacts in HubSpot as well as in Outlook. We recommend you keep this 2-way setting. However make sure you understand the two rules that you start off with by default.

  • All contacts in Outlook will go into HubSpot, so that may include personal contacts.
  • All contacts in HubSpot will go into Outlook, so you’re running the risk of making this sync very heavy depending on your database.

To avoid those unwanted scenarios, use the filters, or you can turn off any of these two rules if they don’t fit your workflow. This quick video shows the various options:

What are filters and actions?

Filters & actions allow you to really dial in the sync settings. For instance, consider the following example where contacts in an Outlook folder are matched up to an owner in HubSpot:

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There is a toggle at the bottom of this rule meaning you can also consider the rule in the other way around. Depending on the owner in Hubspot, some contacts will be synced to Outlook, and others will be kept out of scope. These IF-THEN rules are easy to create and the above is just an example. There are endless possibilities.

More settings!

In addition, PieSync gives you some pre programmed options to manage the sync. For example, making a choice of which application would ‘win’ when a conflicting change is detected. Usually, you let your CRM win, but of course, this is an individual choice.

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This toggle is very relevant if you are going to fire up an Outlook-HubSpot sync with lots of contacts already living on both sides. For example, John may exist in Outlook as well as in HubSpot, with a mobile phone number in both systems. In that situation, PieSync needs to know once which of the two phone numbers to keep moving forward.

Once the sync is running, every contact that you add or edit that matches your filters, will get synced to the other side in no more than 5 minutes.

The progress of your sync can be followed on your dashboard as shown below:

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In the video below, you will see different possibilities to sync HubSpot.

Want to discover more great tips for Outlook? Click here to download our ebook “The Ultimate Guide to Outlook People” More information about the two apps can be found here: Office 365 & HubSpot.

About Aline Allegaert

Aline is helping the marketing team at PieSync.