Use HubSpot to create and send emails

HubSpot’s Email application lets you send emails to different groups of your contacts. You can email your whole database or a limited selection, such as leads who have filled out a particular form, leads that entered a specific city or state on your forms, or just your customers. Email marketing will help you bring leads back to your site, and HubSpot’s email and contact intelligence applications will help you determine which of your leads are more interested in your offerings. This will make it easy for your sales team to reach out to the most qualified leads.

Use HubSpot’s Email application when you want to:

  • Qualify your leads by seeing who opens and clicks on links in your emails
  • Notify your leads of events, offers, or promotions that might interest them
  • Send your leads a weekly or monthly newsletter
  • Let your customers know about new features to create upsell opportunities

Note: If you haven’t already done so, set up your Email application before creating your first email. Click here to learn how.



Go to the Email Dashboard

Go to Content > Email.

2. Create a new email

Click the Create a new email button on the right hand side of the email dashboard.

A. Name your email

Name your email. Your recipients will not see this email name; it is only visible to you.

B. Choose a template

In this step, you’ll choose the template for your landing page. The HubSpot Default landing page template layouts are visible along with any custom templates and template layouts that you’ve created or purchased.


For this example, let’s choose 1 Column Image Float Left.


Once you’ve selected an email template, click Create Email.

3. Choose the email sender

Use the From Name dropdown to choose the From Name recipients will see. You can add a new From Name by using the Add new… button.


Use the From Email Address dropdown to choose the From Email Address recipients will see. You can also add a new From Email Address by using the Add new… button.


You can also personalize the from name and email address. This would allow you to send emails to leads that appear to be coming directly from that lead’s assigned sales representative. Click here to learn how to personalize these fields.

4. Add email to a campaign

Campaigns let you group emails together by marketing effort. You can select an existing campaign from the drop-down menu. or click Add new… to create a new campaign.

5. Select the email type

NOTE: You will only see this option if you’ve created more than one email type. Learn more about how to create and manage your email types.

Creating email types lets your contacts manage which email lists they want to receive, such as Weekly Newsletters. If a contact unsubscribes from Weekly Newsletters, and this email is assigned to the Weekly Newsletters email type, he/she will not receive this email. To learn more about how to manage email types, click here.

Select an email type from the dropdown, or click Manage to create a new email type.

6. Create an enticing email subject line

In the main content section, first create your email subject line. The subject line is the most important part of your email; if it’s not enticing, people won’t click on it to read the rest of your email. To make the subject line attention-grabbing, you can personalize it with the first name of your lead. Click the Subject Line Personalization dropdown.


Then select First Name from the dropdown menu, or any other personalization token you’d like to use.


Then finish up your subject line.

7. Complete your main body text

Next, complete the main body text of your email. The default text describes the best practices of a basic, effective email. Here’s an example email created from the template of the default text:

8. Complete your remaining secondary content modules


Preview Text – The text you use here will be used as the preview text that displays in some email clients. This is often treated as an email excerpt and may be shown along with the subject line.


The modules you see next will depend on which email template you chose, whether one of the default HubSpot templates, or a template that you have created. For instructions on how to complete each module type, you can select the module from this list:

9. Choose your email options

Click on the Options link at the top of the editor.

Edit plain text version of the email

Clicking on the Edit the plain text version button will automatically create a plain text version of the email so that recipients that cannot open an HTML copy of your email can still read the email.

Create a web page version of the email

You can also check the Create a web page version option to publish the email on your default email subdomain and add a link to it into your email.

10. Send or schedule the email

Click on the Sending link at the top of the editor.


You have the option to:

  • Send the email out immediately You can send the email out immediately to a list of contacts.
  • Send the email at a scheduled date and time – You can schedule the email to go out a specific date and time to a list of contacts.
  • Send the email with automated workflows The email can now be sent to contacts that match the starting condition of a workflow. If you are creating the email to be used as part of a lead nurturing campaign, choose this option.


Choose the recipient list for the email

If you are sending the email immediately or scheduling it to be sent, you will now choose the contact lists that you want to receive the email. You can also create a new list of contacts to be sent the email or upload a list of contacts that will be sent the email.

Choose the blocked recipient list for the email

A blocked recipient list is a list of contacts that you do not want to receive a particular email on a one time basis. Even if a contact qualifies for the email based on your selection criteria in recipients, a blocked recipient will be removed from that individual mailing. Adding a blocked recipient list does not add them to any permanent opt out lists. It is simply a way to add flexibility to who does and does not receive a particular email. In this example, I want to send the email to everyone that is on the All MQLs or Requested a Media Kit lists unless they are also a customer.

Send a test email

Before sending the email out to the list, we recommend you send a test email to yourself and any colleagues that need to approve the content of the email before the actual send. You can do this by clicking on the Send test email button at the bottom of the editor and entering in the email addresses that you want to send the test email to.



Finishing up


Finish sending the email

If you are going to send the email immediately click on the Send email button at the bottom of the editor.

Finish scheduling the email

If you are going to schedule the email, click on the Schedule email send button at the bottom of the editor.

Finish saving the email for automation

If you are going to save the email to be sent with a workflow, click on the Save for automation button at the bottom of the editor.