How To Use The Email Tool In HubSpot

Sending emails across multiple systems disrupts your daily operations and leads to inconsistent results. HubSpot’s email tool offers a central hub to control the design, personalization, automation, and analytics of your email efforts. Whether you're running a campaign, nurturing leads, or sharing your latest blog post, the drag‑and‑drop builder ensures every email looks polished on all devices.

The value of HubSpot’s email tool is how it ties into your CRM and workflows; you can personalize messages using each contact’s data, trigger sequences based on actions like clicks or form submissions, and view performance in real time. Having this single, central view helps your team stay organized and initiate deeper connections with your contacts..

How the Email Tool Works

Choosing the Right Email Type

HubSpot’s email tool organizes messages by their purpose. Campaign emails are built using the Regular Email option under the Marketing tab. When you want messages to trigger automatically (say, delivering a welcome email after a signup) you can use Automated Email for workflows. And if you're sending updates from a blog, you can use the Blog/RSS email function.

Building Email Templates with HubSpot

Once you’ve chosen the email type, the drag‑and‑drop editor becomes your playground for personalization. HubSpot’s Email tool is nice in that it doesn’t require any HTML knowledge, just pick a premade template or start with a simple layout. Then insert any text, images, videos, buttons, or social links. Each module is mobile‑responsive, so your message adapts automatically.

Personalization tokens can be used to make batch emails still feel personalized for the recipient. The personalization tokens pull data directly from HubSpot’s CRM, including the contact’s name, company, and specific engagement data (such as the contact’s last interaction date), just to name a few. 

Personalization tokens can be used both in the body and in the subject line for that added human touch. Once your email template is built, the preview function will show exactly how it’ll appear on desktop and mobile.

Setting Delivery Rules

When drafting your email template, the Email Marketing Settings tab is where you’ll find the behind-the-scenes technical information. This is where you fill in the final details like subject line, sender information, scheduling rules, and recipient lists or workflow triggers. Automated emails also let you exclude unengaged contacts to prevent negative hits to your email sender reputation.

Automating and Scheduling

You can schedule regular emails to send at optimal times, or assign triggers that send automated messages when specific conditions are met like a form submission or engagement action. When creating a new email, select Automated from the provided options (Regular, Automated, and Blog/RSS). Automating messages based on workflow triggers removes the manual burden of your email marketing efforts, while still keeping that personal touch for the recipients.

Import Email Contacts

HubSpot’s Email tool allows you to import contacts you already have from previous marketing efforts. You can import contacts from a spreadsheet, copy and paste a file, sync from Google and/or Outlook Contacts, import from Mailchimp, or sync from Zoho CRM. This makes it easy to quickly transfer your contact data directly into HubSpot without unnecessary manual effort.

Measuring Email Health and Delivery

HubSpot’s Email tool provides performance metrics like open rates, click rates, bounces, spam reports, and unsubscribes. To review these, navigate to the Health tab in the Email tool. This dashboard gives you insights, with options to filter by campaign or email type to compare your efforts and see what’s not working.

To review your email performance metrics, navigate to the Analyze tab. This provides a consolidated dashboard to compare metrics like recipient engagement, delivery rate, and performance details based on device type, time elapsed and open rate. 

You can also use filters to compare performance by email campaigns and email types. These insights make it easy to optimize your next send, refine audience targeting, or rebuild weaker contact segments.

Best-Practice Tips for Using the Email Tool

• Keep your subject lines bold but clear, and add meaningful preview text to boost open rates . 
• Design prominent CTAs and test multiple versions when possible (the A/B testing comes with Professional and Enterprise plans). 
• Clean your contact list by removing unengaged recipients to maintain deliverability and avoid ISP filters. 
• Finally, preview each email on desktop and mobile before scheduling to ensure your message reads well across all devices.

AI Features in HubSpot’s Email Tool

To make the writing process easier, HubSpot provides an AI content assistant to write and refine your email templates. Say you’ve written an email, but it still doesn’t sound right; you can highlight the section and HubSpot’s AI content assistant offers options to automatically rewrite, expand, shorten, and even change the tone of the message.

HubSpot also offers a built-in AI image generator to add that extra visual element to your email templates. Simply give the image generator a prompt, select your desired visual style, and it gives you a collection of AI-generated images to drag directly in the email body.

Final Thoughts On HubSpot’s Email Tool

HubSpot’s Email tool provides a consolidated workspace that unifies email design, personalization, automation, and analytics. From template creation to automated follow-ups and reporting, it simplifies complex email campaigns while keeping everything in context. 

This allows quicker sending, smarter outreach, and deeper contact engagement without the need for multiple systems.

Need Help With HubSpot’s Email Tool?

FMK offers training and managed services for HubSpot to improve your CRM operations. Talk to our team today to find out how you can build better lead generation campaigns.