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HubSpot and Microsoft Exchange

Aron Gosselin

Are you using HubSpot & Microsoft Exchange side by side? Did you wish they play nice with each other? You’re not alone.

PieSync’s sync engine helps you create an intelligent connection between HubSpot and Microsoft Exchange… and more than 240+ other cloud-based apps in real time.

All HubSpot customers (including free users) are eligible for a 25% discount on any PieSync plan. Sign up for a free trial to receive your discount.

Curious to read more about what objects PieSync can sync? Click here.

Step 1: Select Microsoft Exchange and HubSpot

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Step 2: Authorize Microsoft Exchange

When you click 'Authorize Microsoft Exchange', a pop-up window appears asking you to make sure you meet the requirements to be able to sync.

The Exchange connector can be used to connect to:

  1. Exchange Online
  2. Exchange on-premise as long as the hybrid deployment requirements are met. We can't connect to a fully on-premise Exchange (isolated from everything)

In case you would like to connect your on-premise Exchange Server, be sure that you meet all hybrid deployment requirements as mentioned in this article. Please pay special attention to these two:

  • Your on-premise Active Directory must be in sync with the Azure Active Directory
  • All Exchange 2016 servers must be upgraded to CU3 or later (earlier versions are not supported).

Some more general information about hybrid deployments can be found here.

When you click 'next', a pop-up window appears asking you to log in and allow access.

For Microsoft Exchange, we need authorization per FOLDER. This means you need to set up a new connection for each FOLDER you want to keep in sync. You can choose from all your existing FOLDERS in the authorization step after entering your login details.

Make sure the correct permissions are enabled in your Microsoft Exchange account:

  1. offline_access
  2. openID
  3. User.Read
  4. Contacts.ReadWrite

A detailed explanation of these permissions can be found here.

If you already authorized Microsoft Exchange account(s) in the past or in any other PieSync integration, you'll be able to skip the first part of the authorization and choose from your CONNECTED ACCOUNTS.

Step 3: Authorize HubSpot

All HubSpot plans are able to set up a PieSync connection.

For HubSpot CRM, we need you to first log in to your HubSpot CRM account in a separate window or tab, and copy your "Hub ID", to be found in the top right corner. When you click 'Authorize HubSpot CRM', a pop-up window appears with a request to enter this ID, followed by a window asking you to authorize your account.

If you already authorized HubSpot CRM in the past or in any other PieSync integration, you'll be able to skip this step and choose from your CONNECTED ACCOUNTS.

Step 4: Select your Customer Data Type

Microsoft Exchange only support contacts. Therefore this step will be automatically skipped.

When should I select a data type? Some applications support multiple contact objects or company objects. In that case, we'll ask you to select the right object.

Step 5: Configuration

Connection Rules

Once you authorized  Microsoft Exchange and HubSpot, you tell PieSync how we should keep your contacts data in sync. By default, PieSync proposes a two-way sync with a drop-down to allow for one-way syncs (do I need one-way or two-way?).

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A two-way sync starts off with 2 rules. Each rule fulfills the conditions of each side of the sync. PieSync looks at all the data stored on each side, so you can define exactly what data needs to move from one side to the other.

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If you need a simple all-to-all sync, this is all you need to set up (ie. don't change anything to the default setup). Starter plans are limited to two of these rules, but the Pro plan allows for more.

However, through PieSync you can and you should tweak the sync so that not only contacts get synced, but you also respect the segmentation, tags, owners, person stages, custom attributes, subscription status, ... of the apps that the contacts live in. In a PieSync rule, you can choose to add a filter and add actions to syncs. 

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What you can do depends from app to app. Typically, in the if-clause you define a segment of your contacts. In the then-clause, you perform actions such as adding the contacts to the counterpart of that same segment in the other app. Combine this with other actions you can perform as a result of a sync, and the possibilities are truly endless.

[IF] Supported Conditions/Filters
  • In Category
  • Already existing in HubSpot
  • Field values

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[THEN] Supported Actions
  • Add to Category
  • Remove from Category
  • Updating field values

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Connection Field Mapping

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Two fields that are kept in sync by PieSync, without explicitly requiring the user to choose them. These are built-in mappings between standard fields that exist in both applications you are keeping in sync, usually fields such as name, phone or email address.

As of the Pro Plan, you are able to customize the default field mappings and you are also able to add your own field mappings. Any user-created mapping is also often referred to as the "Custom (Field) Mapping".

More questions?

Don't hesitate to let us know if you have any further questions. Reach out to support@piesync.com

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