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Connecting and Managing Personal and Shared Inboxes in HubSpot

A Comprehensive Guide for Effective Email Management

Overview

This article outlines how to effectively manage and connect personal and shared inboxes in HubSpot. Proper setup is crucial for ensuring that team members have the appropriate visibility and capabilities for efficient email communication.

Understanding Inboxes

Shared vs. Personal Inboxes

  • Shared Inboxes: These are designed for team collaboration and are ideal for shared email addresses, such as support@yourcompany.com. They allow multiple team members to access and respond to emails.

  • Personal Inboxes: These are for individual use, allowing you to connect your personal email account. This setup ensures that you receive and manage emails directed specifically to you.

Connecting Your Inboxes

Steps to Connect a Personal Inbox

  1. Connect a Personal Inbox:

    • To receive emails at your personal address, connect your individual email account through HubSpot.
    • Follow HubSpot's guidelines for connecting personal email accounts to complete this process.

  2. Switching Between Inbox Types:

    • If you want to change an email from a shared inbox to a personal inbox, you will need to disconnect it from the shared inbox first. After removal, you can add it back as a personal inbox.
    • Be careful to connect the correct type of email to avoid any connectivity errors.

Creating HubSpot Users with Non-Inbox Emails

  • If you attempt to create a HubSpot user with an email that does not have an active inbox (e.g., sales@hey.com), you may encounter issues due to email verification requirements.
  • To resolve this, consider creating an email alias that forwards messages or using a temporary inbox to complete the setup.

Troubleshooting Common Issues

  • Incorrect Email Connections: If you experience problems sending or receiving emails, check that the email addresses are correctly configured in your HubSpot account.

  • Reverting Inbox Types: To change an email from shared to personal, ensure that it has been completely disconnected from any shared inbox configuration first.

Conclusion

Managing shared and personal inboxes effectively in HubSpot is essential for seamless communication, whether for individual tasks or team collaboration. If you encounter specific issues or need further assistance, consult the HubSpot help documentation or contact their support team for guidance.