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What is email sending domain on HubSpot?



What is email sending domain on HubSpot?


Email campaigns are one of the most effective ways to get new customers and prospects interested in what you have to offer. However, if you're using an existing company's email address (such as example@gmail) rather than your own, it can be difficult to create high-converting messages that resonate with them. That's why many companies turn to third party services like HubSpot Email Marketing or MailChimp so they can generate their own custom emails.

But there's another way you can use HubSpot without needing your own domain -- you can connect your email sending domain directly to HubSpot. In this article, we'll explain how this works and show you some great examples of when it might come in handy.

What does connecting domain to HubSpot do?

In order to set up email sending through HubSpot, you first need to "connect" your email account to HubSpot. When you sign up for HubSpot, you get access to a single inbox where all your incoming leads go. You also receive a personalized welcome message letting you know who signed into your HubSpot dashboard that day.

When someone subscribes to your newsletter via email, they may not realize that they've opted in to your HubSpot platform. If they try to unsubscribe at a later date, they won't remember signing up for your mailing list because they never received any newsletters. By setting up a separate email account called something like hello@yourcompanyname.hubspotmail.com, you can route those subscriptions straight to your personal inbox. Then you can follow up with them later to see if they want more information about your product/service.

This process is called "Connecting Your Domain." It lets you take advantage of HubSpot's integrated lead management tools while still maintaining control over which subscribers receive promotional emails and which don't.

To start setting up email sending within HubSpot, click +New Campaign under the Email tab. From here, select Connected Account instead of Standard Template.

Then choose Add Subscribers Manually. Enter your subscriber details, including Name, Address, Phone Number, etc., then enter your Company Information. Make sure to include your HubSpot Username and Password, as well as your SMTP server settings.

Once everything looks good, hit Save & Continue and you're done! Now every time anyone signs up for your subscription service via email, they'll automatically subscribe to your HubSpot campaign. And since each customer only gets sent one email per week, you'll always stay top-of-mind with them.

If you'd prefer, you could even change your default greeting for these connected accounts to say whatever you want. There aren't any rules regarding the wording other than making sure it clearly states that people subscribed via HubSpot are part of your service.

Here are two different examples of this type of setup:

Your best bet would probably just be to stick with Gmail addresses, but if you really wanted to make things easier for yourself, you could purchase a dedicated domain specifically for HubSpot. The downside of doing this is that you wouldn't be able to host your own mailer on your own servers anymore. We recommend against trying to cut corners unless absolutely necessary.

For example, if you have a large number of users that already use gmail addresses, you could potentially save money by purchasing a small.biz domain and hosting your mailer on Google Apps. Or if you operate a business with multiple branches around the country, buying a larger domain makes sense. But for most businesses, connecting your domain to HubSpot isn't worth the hassle.

We should note that you cannot connect your main domain to HubSpot. So if you had a longform @example.net email address, you couldn't convert it to HelloWorldInc.hubspot.com.

That said, let's talk about how to find out whether you actually need a domain for HubSpot.

Do you need a domain for HubSpot?

While getting a second email address solely for HubSpot doesn't cost anything extra, having a dedicated domain definitely has benefits. For instance, if you run several websites or web properties under a common umbrella brand, you could theoretically consolidate all of those domains onto a single domain.

However, if you need to keep your primary email address active for branding purposes, you'll either need a subdomain or wildcard DNS entry. A subdomain means adding additional entries to your registrar's panel, whereas a wildcard DSN entry simply translates your primary domain into a series of numbers. Both options require downtime during configuration changes.

It's important to consider how much traffic you expect to handle before deciding on a strategy. For instance, if you currently serve thousands of unique visitors daily, a subdomain approach will work fine. On the flip side, if you anticipate receiving millions of hits in the future, a wildcard approach may be better suited for scaling. Otherwise, you shouldn't worry too much about spending extra money on a secondary domain.

As long as you're running a reputable hosting provider, you likely won't experience any issues with downtime. Most modern hosts allow you to specify static IPs for free, meaning you won't lose availability due to dynamic dns updates.



What is a domain name in HubSpot?

A domain name is basically an easy-to-remember URL for your website. Since HubSpot uses mostly standard HTML code, URLs tend to look identical regardless of which site you visit. While HubSpot doesn't provide its own domain registration services, there are plenty of reliable providers available online. One popular option is GoDaddy. These sites usually charge $10-$30 per year depending on features offered.

The easiest way to figure out which domain extension suits your needs is to search for ".com," ".org," ".edu," or ".gov" extensions. Try visiting various unrelated domains until you find one that feels right. Once you settle on a final choice, call your registrar and ask what the next steps are to obtaining that specific domain. They should guide you through the rest of the process.

Don't forget to check out our tips for choosing the perfect domain name.

Now that you understand what domains mean in relation to HubSpot, let's discuss a couple of scenarios where they may come in handy.

One obvious reason why you may wish to secure a domain is if you plan to launch a successful crowdfunding project. Let's say you decide to raise money for a book you wrote, or perhaps a startup idea you came up with. To ensure success, you'd want to register your desired domain ahead of time. It's especially helpful to do this early enough that it becomes unavailable once funding goals are reached. You wouldn't want to waste valuable funds on a domain that was no longer valid after raising the goal amount.

Another scenario involves launching a mobile app. Before releasing a fully functional version, you can opt to test drive an alpha release on Android devices using TestFlight. This requires registering a short string of characters beforehand. Unfortunately, Apple App Store policies prevent developers from accepting payments until apps reach full launch status. Therefore, if you intend to incorporate payment buttons in future versions, securing a domain for this purpose prior to developing the app is essential.

Finally, you may want to avoid losing your original domain name altogether. Maybe there's someone else registered to it, or maybe you're planning to roll it back into your own operation someday. Whatever the case, you can buy a domain lock from nearly any registrar for as little as $5 annually. Doing this prevents others from snatching it away without permission.

What is connect a domain?

You can think of connect a domain as a temporary alias for your real domain. After creating a connection between your usual email account and HubSpot, you can switch between your normal and HubSpot-connected email address whenever needed.

Just head over to your preferred browser window and log in to both accounts simultaneously. You'll notice that whenever you compose outgoing emails in your regular email client, the subject line displays the current date followed by a hyphen (-). Likewise, incoming emails appear with a timestamp attached.

Since these aliases live entirely inside your local machine, you can open a new tab and view them at any time. Even though it seems convenient, the drawback of this method is that you must constantly swap between tabs if you ever want to reply to emails outside of your personal inbox.

On the bright side, it's pretty simple to manage multiple connections. Just navigate to the Settings menu in your HubSpot dashboard, scroll down to Accounts, and select All Connections. Here you can add or remove individual accounts based on your preferences.

With HubSpot Email Marketing, you can easily promote yourself across social media platforms, integrate tracking pixels, and collect data about conversions. Plus, you can adjust certain parameters to tailor content for specific audiences. For instance, you can choose to display images related to holidays, birthdays, or upcoming events.

Try experimenting with different greetings for your subscribers. Depending on what kind of response you receive, you could possibly uncover hidden gems among your contacts. Also, feel free to play around with colors and fonts to improve readability.

Have questions about connecting your email sending domain to HubSpot? Feel free to leave us comments below!

Originally written by Justin Potts on November 1st, 2014.

If you're just getting started with HubSpot or are looking at other tools to use in addition to HubSpot's CRM tool, then you may have noticed that some of the services require you to sign up through their website and not directly into Google Apps like Gmail.

This means you can't simply create an account using your preferred username/password combination. Instead, you'll need to go through this process first. In order to get around it, we've created a guide explaining how to change your email sent from address from @hubspot.net to @your-email-provider.com so you don't have to miss out on any features.

In this article, we explain what exactly "sending domain" means and why you would want to add one to your account if you haven't already. We also walk you through setting one up yourself.

What is an email sending domain?

An email sending domain lets you choose which specific service uses your email signature when they respond to messages from you via email. For instance, someone could be responding to your message saying hello to them via your personal email client and see your company name there rather than your actual email ID (such as johnsmith+testaccount@gmail.com).

You typically won't select only one email provider to use for all communications -- instead, you'd probably pick two or three different providers who each provide slightly unique functionality.

For example, let's say you work at Company X but you also manage several clients under separate names. Your primary email might be joejoe+companyx@gmail.com while a secondary email used for one particular client might be maryjo+client1@yahoo.com. A third email used for another client might be dannyb+client2@outlook.com.

By adding multiple email addresses to HubSpot, you can customize these signatures differently depending on the recipient without having to edit each individual profile page. You can even assign different colors based on the type of contact.

When you receive a response from someone, you can view the sender's information along with the date and subject line. Then click on Details next to Email Signature. If you hover over one of those details, you'll see options like Name, Phone Number, Website, etc., where you can replace certain pieces of info with whichever ones apply to you.

The most important part here is that you should now be able to reply back to someone from your custom email domain whenever you wish!

What is an email domain example?

Let's take our previous example one step further. Let's assume you run a small business called Company Y and you handle more than five accounts per month. Now imagine you had four different types of customers: Businesses, Corporations, Individuals, and Teams. Each group has its own needs and wants, and you wouldn't necessarily want to force everyone onto your main inbox. So you decide to divide them up across four different domains within HubSpot.

CompanyYBusinesses@gmail.com

CompanyYCorporations@hotmail.com

CompanyYIndividuals@yahoomail.com

CompanyYTeams@zoho.com

Now, when anyone sends you an email, you can look at the From field and know immediately whether it belongs to one of your customer groups. When replying back, you can filter your responses accordingly. And because you added different colored labels, you can easily spot replies that belong to a specific department or team.

How do I set up a domain for sending?

Adding a new Sending Domain is straightforward. All you need to do is follow these steps:

Log into your HubSpot admin dashboard and navigate to Settings & Integrations. Next, scroll down until you reach Integration Services and expand Manage External Connections.

Click Continue after entering your credentials. The verification code provided by HubSpot should arrive in your registered email in less than 10 minutes. Once you verify, you'll see your new integration listed below Other integrations. Click Create Service. Select Send Mail from the list of available choices. Enter a friendly description, enter a label, and hit Save.

Next, you'll need to specify your SMTP server settings. These include the port number, authentication method, SSL encryption, connection security protocol, and various other parameters. There are many good tutorials online to help you understand this better.

Once everything looks correct, click Test Connection again to make sure it works properly before moving onto Step 2.

After testing, you'll see a success notification in your email. Make note of the Access Control Code shown above. It's required later.

Also, you'll likely notice that the email test doesn't show any attachments. Don't worry about this for now though -- we'll cover that soon enough.

To check your newly-added sending domain, log into your HubSpot Admin panel and head to People & Accounts. On the right side, you'll see a section labeled Contacts. Here, you'll see a tab labeled Emails. Beneath that tab, you'll see a row titled Senders.

On the left sidebar menu, beneath Addresses, you'll see your new domain listed. Just click Edit Address to rename it and adjust whatever else you'd like. Repeat this process for every domain you plan to add.

How do I find my email domain?

While building your Contact Roster, you can search by typing something like [YourDomain] in the Find box. This feature shows you all users who have entered your chosen domain anywhere inside HubSpot. To access it, open People & Account, select Search contacts, and locate the dropdown menu beside Where found. You can choose either Anywhere or Only Within Data Sheets.

Alternatively, you can also visit your Customer Relationship Management (CRM) Dashboard, navigate to Setup & Administration, and select Security & Privacy. Under Personal Information, you'll see tabs named Users. Choose View User List, followed by Go to Profile Page... and enter your login credentials. Navigate to System Tools & Password Manager and select Change password.

Then, under Login Credentials, you can change the Client ID manually. Alternatively, you can input the following string:

[cust_id]:\HubSpot\.Net\Core\Resources\AuthServer\AuthApps\WebAppKeys\ClientIdentityKey=%7B\"ClientId\":\"[CLIENTID], 2019-09-12T17:31Z",\"TenantId\":\"00000000-0000-0000-0000-000000000000,2019-09-13T16:32Z","SigningCertificateAssertion":null,"UserPrincipalName":"john.doe@example.com"]

Make sure to remove unnecessary spaces between elements and enclose the entire thing in quotation marks. Afterward, hit Submit once.

From here, you can tweak your desired domain by changing things like your full name, phone numbers, home address, job title, and so much more. Feel free to play around with it and try out different combinations.

Have questions about creating a new domain? Reach out to us on Twitter, YouTube, Facebook, LinkedIn, or Telegram. Our support team is happy to answer inquiries 24 hours a day, seven days a week.

Want to send better emails at the click of button using HubSpot's easy-to-use tools and templates? You can use your existing domain name for this purpose instead of creating an account with a new service provider or buying dedicated IP address space. All that is required is setting up a "sendmail" domain in HubSpot (which we'll explain later), then linking it to your primary HubSpot account so that all email sent through HubSpot uses your preferred domain name.

In addition to providing a more professional image than Gmail, this also provides some additional benefits including being able to set up custom signatures within HubSpot without any further configuration. Finally, if you're looking to build out your brand identity online and want to appear consistent across multiple sites, you may wish to purchase one or more domains specifically designed to be used solely for email purposes -- these are called "email sending domains." We've already covered how to get started with these types of services before, but they usually cost money and require their own infrastructure. With HubSpot, however, it doesn't have to be like that!

If you'd rather not pay anything extra for another service, and would prefer to keep your email accounts under your control and host them yourself, read on to find out exactly what you need to know about configuring your own email sending domain on HubSpot.

How do I setup a domain email on HubSpot?

Setting up an email sending domain on HubSpot requires two things: firstly, registering a domain name with HubSpot, which costs $5 per year, and secondly, ensuring that that particular domain has been added to your HubSpot settings. The latter part is simple enough since it only takes a few minutes after signing up to complete.

The former process involves completing four steps: selecting a plan, entering your desired username and password credentials, choosing whether to receive notifications when someone sends you email via HubSpot, and finally accepting terms and conditions. Once completed, you should see a confirmation screen stating that you now have access to your HubSpot Email Sending Domain. If you don't see this message, check that you haven't accidentally selected a different plan during registration.

Once you confirm your subscription, you'll immediately be taken back to your dashboard where there are several options available. First, select Activate My New Subscription and enter your login details once again. Next, go into Settings & Domains and click Add New Domain.

This opens your newly created domain page. On this screen, you can change various settings relating to your domain, such as the default greeting people who contact your site, update your privacy policy, and choose whether to enable notifications when others send you email through HubSpot. To start off, simply ensure that Enable Notifications is checked. Hit Save Changes and wait until the changes take effect.

Finally, just switch over to the Accounts tab and look for the Send Mail As field towards the top right corner. Here, input the information shown below. In case you aren't sure what it means, here are the most important fields to fill out:

SMTP Server Name - Your SMTP server needs to match the SMTP server provided by your hosting company. For example, if you're running HostGator, the correct server is mx3.hostgator.com. Make sure that you input the full URL while filling this field. Note that if you intend to use Google Apps' servers, make sure you replace ghs.google.com with mail.GoogleAppsDomainName.

Email Address - Enter something along the lines of hello+test@youremailaddresshere.com. It's best to avoid spaces between words unless necessary.

Username - Leave blank.

Password - Don't forget to provide a strong password here.

Check MX Records - Clicking this option will let you review your current DNS records. Ensure that you have indeed entered the same values as those listed on your MX records.

Verify Emails Sent From Outside - Checking this box makes it possible for other users outside of your organisation to send email messages directly to members of your team. This is useful for clients wishing to send out test emails to potential customers.

Click Verify Now.

Now that everything appears to be working correctly, hit Close and return to your main Dashboard. At the bottom left hand side of the screen, you should see a green tick alongside Account 1. Right-click on this account and select Edit Profile. Switch to the General tab located at the very top of the window. Scroll down until you reach the section titled Default Greeting. Beneath this heading, type "Hello!" Then save changes. Feel free to customize other greetings too. Head back to your Dashboard and repeat the verification procedure outlined above. After doing this, you should see a second entry labelled Account 2 beneath the previous one. Repeat the process described previously for this second account.

For each subsequent user, you can either create a new profile (just search for User) or edit an existing one (right-click on the relevant account). Either way, head to the respective tabs and scroll down until you find Default Welcome Message. By default, this text says Hello!, though you can change it to whatever you please. Just remember to double-check that every single user on your list has received the appropriate welcome email.



How do I add a domain to HubSpot?

Adding a domain to HubSpot shouldn't take much time. First, log into your HubSpot account and go into Settings & Domains. Under the Manage Domains header, you should see a dropdown menu next to Active Domains. Select +Add Another Domain. A pop-up window will open asking you to verify that adding another domain is allowed. Confirm that you agree to proceed by clicking Yes.

Next, give your new domain a unique ID. Choose something memorable that isn't likely to clash with any pre-existing domains. When done, hit Create Domain.

You should receive an email confirming that the domain was successfully activated. Return to your Dashboard and scroll down to view the status of your active domains. Any that you no longer wish to use should be removed from the list.

How do I verify my email domain on HubSpot?

It might sound strange, but verifying your domain won't actually tell anyone else that you've got permission to use it. Instead, it ensures that HubSpot knows that you're authorized to issue commands related to sending email through its platform. Verifying your domain basically lets HubSpot know that you're serious business when it comes to using its service.

To perform the verification step, go into Settings & Domains and right-click on whichever domain you wish to activate. Go to Properties and locate the Security Information tab. Here, you'll learn about authentication keys and tokens. These are special strings of characters that you need to copy and paste somewhere safe. Do so by opening a new file in TextEdit, copying the key that shows up on the screen, and pasting it onto a piece of paper. Keep this safely locked away somewhere secure.

When you come to use HubSpot to send emails, you must authenticate your connection using the code generated earlier. Since you have yet to configure actual email addresses, you cannot generate codes manually. However, you can run a script to automate this task. Within the security info panel mentioned above, create a file named smtp_auth.sh containing the following line:

echo "$smtpuser/$smtppassword | sudo apt-key adv —recv-keys 'F9134C8D'"| /etc/init.d/postfix restart

Replace F9134C8D with the string of characters displayed when you ran the aforementioned command in TextEdit. Run this file with root privileges by typing sh./smtp_auth.sh into Terminal.

After executing the postfix restart command, you can continue testing your newly verified domain by trying to send email to the email addresses associated with it. Try sending an email to hello@mynewedomainname.com and watch as it arrives in your inbox. Congratulations, you've officially moved beyond the amateur stage of email management.

By combining HubSpot's intuitive interface with your own branding, you can quickly design professional-looking newsletters and promotional materials without having to worry about complex programming. Best of all, all of this is achievable entirely on your Mac machine!

Have you tried out HubSpot's email solution? What did you think? Let us know what you think in the comments section below.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
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Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
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Anyleads
Find emails from first name, last name and company name

Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
  • Email discovery is fast and build emails from patterns.
  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
illustration
Anyleads
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Transform your visitors into leads by capturing information from them.

  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
  • Customize the color, position and the widget.
  • Export the leads into Excel or CSV.
  • Send directly the leads captured to your CRM or any software.
illustration
Anyleads
Daily registered domains with leads information

Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
  • Transfer leads to campaigns to send emails on it.
  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
  • Send collected data to your CRM or other software.
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Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
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  • Send reviews directly to your CRM.
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Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
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  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
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Anyleads
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Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.