Integrate HubSpot with your Gmail mail merge campaigns

HubSpot is a leading inbound marketing and sales platform, and GMass integrates very easily with it. Let’s take a look at how you can use GMass’s Bcc feature to automatically log all of your outgoing emails into HubSpot CRM.

  1. You’ll need a HubSpot account, of course. For this tutorial, I’ll assume you have signed up for HubSpot CRM Free account. (Note, although it asks for a website URL and company name, they indicate in their own help document that they do not validate either of these, so it’s OK to enter a fake company name and fake URL for this if you are merely trying out HubSpot).
    Shows HubSpot sign up page.
    If you haven’t already, you’ll have to sign up with HubSpot.

    The goal here is to have emails that you sent via GMass to be “logged” in HubSpot CRM. This means that HubSpot will 1) be aware that you have sent that email to that person, and 2) will extract the email address from the sent email, and then either add the person as a brand new HubSpot CRM contact and log the email to that contact, or–if you already have them in your HubSpot account as a contact–simply log that this email was sent to that contact.

  2. Before we do anything, let’s verify that your HubSpot CRM Contacts does not yet contain the people you are about to email. To see that, click on Contacts on the top menu bar in HubSpot, and it will bring up this page:
    Showing HubSpot Contacts page with only two sample contacts.
    Notice there are only two sample contacts shown. These were provided by HubSpot at signup.

    Here you can see that there are only two contacts, and these are just fake sample contacts provided by HubSpot when you first sign up. (This situation will soon change after we use GMass and Bcc.)

  3. So, back to GMass. Start by composing an email in Gmail as you normally would, with the recipients of the email included in the To field of the Gmail compose window.

    Shows the Gmail Compose window and an email written and ready to be sent.
    Write your email as you normally would using GMass.
  4. Now, before it goes out, you’ll need to somehow connect this email to HubSpot. To do that, you are going to need a special email address provided by HubSpot known in HubSpot terminology as your Bcc address. To get that, while logged into your HubSpot CRM account, first click on the user icon in the upper right hand side of the HubSpot screen, to the left of your HubSpot account name. This will cause a menu to drop down. From that menu, select Settings.

    Shows the HubSpot window with user selecting the Settings item from the dropdown menu.
    Click your icon in the upper right corner to drop down this menu. Then click Settings.
  5. Clicking Settings will take you to the Settings page in HubSpot CRM. On the left hand side menu, click on Sales.

    The HubSpot Settings page.
    The HubSpot Settings page.
  6. This will drop down further options. In this menu, click on Log emails in CRM. [Note: in HubSpot’s own tutorial has this wrong, stating that the “Log emails in CRM” option is directly shown on the Settings page. It is not—you have to first click on Sales, as mentioned in Step 6.]

    The HubSpot Settings window is shown with user selecting "Log email in CRM" from the Sales menu.
    Selecting “Log email in CRM” from the Sales menu.
  7. Clicking this will bring up an entirely new screen, one that reveals the email address you need for GMass. In the center of the screen, you will see a section titled “BCC address” and in the field on the right of this section you will see the email address itself. It will be of the form “1234567@bcc.hubspot.com”. Click Copy to copy this email address to the clipboard.

    Shows HubSpot page that displays the BCC Address.
    The page where HubSpot displays your BCC Address.

  8. Now, return to Gmail and your email in progress. In the compose window, click anywhere in the To field in order to reveal the option for including a CC or Bcc in this email. (Alternately, you can use Ctrl-Shift-B while in the Gmail compose window).

    The Gmail Compose window is shown with cursor indicating CC and BCC options are now available.
    By clicking anywhere in the To field, you reveal the option for CC or Bcc.
  9. Click on Bcc to create a Bcc field.

    Gmail compose window shown with BCC field now revealed.
    Bcc field is now shown in the Gmail compose window
  10. Now, simply paste into the Bcc field.
    [Note: it’s important you did not copy anything else into the clipboard since the end of step 7; if you did, this step won’t work, but don’t worry: just go back and copy the HubSpot BCC address as shown in that step and then return to Gmail and paste it into Gmail’s Bcc field again.]

    Gmail compose window shown with user about the paste the content of the clipboard, which is the HubSpot BCC address.
    About to paste in the HubSpot Bcc address into the Gmail Bcc field.
  11. It will paste in your unique HubSpot Bcc address.

    Shows the Gmail compose window with the HubSpot BCC address now pasted into Gmail.
    Your HubSpot Bcc address is now pasted into Gmail.
  12. Now you can simply send via GMass as you normally would. Click on the red GMass button with the envelope:

    Cursor shown poised over the GMass button, ready to click.
    Ready to send out, just need to click GMass…
  13. At this point you will notice that a warning popup window has appeared on top of your Gmail compose window. This is only because you included an email address in the Bcc field of this email and GMass is making sure you intended to do this.
    [Note: The reason for this check is important: if there is anything included in the Gmail Bcc field, GMass will send a copy of all of the emails sent to all of the recipients in your list. That will mean that the address in Bcc can receive 100 emails—so we want to be sure this is what is intended. In this case, that’s fine, because we do want HubSpot CRM’s Bcc address to receive a copy of all these emails so that it can log the recipients as contacts.]

    A warning popup is shown over the Gmail compose window, warning users about how BCC works in GMass.
    A warning popup making sure user is clear how Bcc works in GMass.
  14. Click OK in the warning popup window. GMass will then send out your emails.
  15. As usual, your emails went out as individual emails to your list of recipients in the To field, but also, in each case, to the HubSpot Bcc address as a Bcc—meaning your recipients will not know that a copy of the email they got was also sent to HubSpot (which is what you want).

    Gmail Sent folder showing three new emails sent, each with a recipient and a BCC to HubSpot.
    The emails have been sent, with the added feature of a Bcc sent for each to HubSpot CRM.
  16. Now let’s see what happened back in HubSpot CRM. Go back to that window and make sure you have the Contacts page open (if not, click on Contacts on the menu bar at the top). You will see that the three people that were just emailed in this example have automatically been added to your HubSpot Contacts, and their names, email addresses, and the timestamp of last activity with this contact (in this case, the sending of this email) has been logged.

    The HubSpot Contacts page is shown with the three new email addresses logged as contacts.
    HubSpot now has these three email addresses logged as contacts.
  17. Congratulations! You’ve successfully logged your GMass recipients into HubSpot CRM!
  18. Now, if you’d like to explore one of these newly added contacts within HubSpot CRM, that’s easy. Just click on the person’s name to bring up their whole profile page (or click Preview to see a simpler look at them). Note that this profile indicates (at the bottom), “You sent an email to Jack Lovich” and gives today’s date, April 1st, 2018.

    Shows HubSpot page for a particular contact.
    Showing how you can access more information about your contacts from within HubSpot CRM.
  19. Finally, in the future, if you send further emails to these same recipients and Bcc it to the Bcc address in HubSpot CRM, then HubSpot CRM will simply log the emails to these contacts, since they already exist in your HubSpot CRM account. However, if you include a new email address in the list of recipients, HubSpot CRM will create a new contact for that person as well as log the email that was sent to them.

2 Replies to “Integrate HubSpot with your Gmail mail merge campaigns”

  1. Olaf

    Hi, I am confused about #2 here…
    Before we do anything, let’s verify that your HubSpot CRM Contacts does not yet contain the people you are about to email. To see that, click on Contacts on the top menu bar in HubSpot, and it will bring up this page:

    Why do we have to do this step if we want to update existing CRM contacts?

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