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How to Add Outlook Contacts to HubSpot Account on Mac and Windows?

Ritu Roy | how to mac os PST software technology | 5 minutes read | Modified on: 23-06-2025
import outlook contacts to hubspot

In this guide, we’ll walk you through the process of importing your Outlook contacts into HubSpot. Whether you’re looking to sync your contact list for sales outreach or CRM management, we’ll show you the most effective way to add Outlook contacts to HubSpot account.

But before diving into the step-by-step instructions, let’s take a moment to understand what HubSpot is and why it’s such a powerful platform for business growth.

What is HubSpot? A Quick Overview

HubSpot is a comprehensive inbound marketing and sales platform designed to help businesses attract visitors, convert leads, and ultimately close customers. It enables users to craft engaging content, reach the right audience, and turn website visitors into qualified leads—and those leads into loyal customers. HubSpot provides a variety of tools focused on customer relationship management (CRM), social media marketing, content management, lead generation, web analytics, search engine optimization (SEO), live chat, and customer support.

Why Do Users Prefer HubSpot? — Key Benefits

HubSpot stands out as an all-in-one solution that combines multiple marketing and sales tools in a single platform, making it hard to find an equivalent elsewhere. While no marketing automation tool is perfect, HubSpot offers several notable advantages, including:

  • All-in-One Solution: It brings together all essential tool marketers need to streamline their workflow.
  • User-Friendly Focus: HubSpot is designed to keep users focused on their marketing goals without switching between multiple applications.
  • Robust Analytics: The platform provides insightful and easy-to-understand analytics to track performance effectively.
  • Supportive Community: Users benefit from a welcoming and active community for guidance and shared knowledge.
  • Accessible for All: HubSpot’s interface is intuitive, making it usable for beginners and experts alike.
  • Pre-Built Marketing Funnels: It comes with ready-to-use marketing funnel templates to help users quickly launch campaigns.

How to Import Contacts from Outlook to HubSpot?

HubSpot is a robust CRM platform for marketing, sales, and customer support that helps businesses manage their operations seamlessly in one place. However, HubSpot only supports importing contacts in CSV, XLSX, or XLS file formats. Since Outlook stores contacts in PST files, you’ll need to convert these PST files into a compatible format before importing.

To make this process easier, you can use a PST Converter tool. This software is designed to quickly and efficiently convert Outlook PST contacts into CSV files, making them ready for import into HubSpot. The converter is user-friendly, suitable for both technical experts and everyday users, ensuring that you don’t waste valuable time.

This tool is specifically built to address common challenges users face during the conversion and import process. It offers a reliable, automated, and efficient solution that simplifies transferring your Outlook contacts into HubSpot with ease.

How to Convert Outlook Contacts to HubSpot Manually on Mac?

Since HubSpot supports importing contacts in CSV format, and Outlook for Mac stores contacts differently, you need to export your contacts from Outlook as a CSV file first. Here’s how you can do it:

Step 1: Export Contacts from Outlook for Mac

  1. Open Outlook on your Mac.
  2. Go to the People or Contacts section.
  3. Select the contacts you want to export. You can choose all contacts if needed.
  4. Click on File in the menu bar, then choose Export.
  5. In the export options, select Contacts to a list (tab-delimited text) or Contacts to CSV (depending on your Outlook version).
  6. Save the exported file to your preferred location on your Mac.

Note: If your Outlook version exports contacts as a tab-delimited text file, you can open it with Excel or Numbers and then save it as a CSV file.

Step 2: Prepare the CSV File for HubSpot

  1. Open the exported file in Microsoft Excel, Numbers, or Google Sheets.
  2. Check that the contact details are correctly arranged in columns like First Name, Last Name, Email, Phone, etc.
  3. Modify the column headers if necessary to match HubSpot’s required fields (e.g., “Email” should be labeled exactly as “Email”).
  4. Save the file in CSV format.

Step 3: Import Contacts into HubSpot

  1. Log in to your HubSpot account.
  2. Navigate to the Contacts section.
  3. Click on Import and then select File from computer.
  4. Upload the CSV file you prepared.
  5. Map the columns in your CSV to HubSpot’s contact properties (HubSpot usually does this automatically).
  6. Review and complete the import process.

Drawbacks of Manually Exporting Outlook Contacts to HubSpot

While manually exporting contacts from Outlook and importing them into HubSpot can work, there are several drawbacks to keep in mind:

  • Time-Intensive Process: Exporting contacts from Outlook, formatting the CSV file properly, and then importing it into HubSpot can take a significant amount of time, especially when dealing with large contact lists. The process demands careful attention and can quickly become tedious.
  • Risk of Human Error: Manual handling increases the chance of mistakes. Errors in mapping fields or formatting the CSV file might lead to inaccurate or incomplete data being uploaded into HubSpot, which could impact your contact management.
  • Lack of Automation: Manual imports are one-off tasks. If your Outlook contacts change frequently and you want them to stay in sync with HubSpot, manual imports can become inefficient and impractical, requiring repeated effort.
  • Data Formatting Difficulties: Outlook and HubSpot may use different data formats and field structures. Aligning these manually can be complex, leading to mismatches or inconsistencies in the imported data.
  • Compatibility Concerns: Different versions of Outlook or HubSpot may handle exports and imports differently, with varying CSV requirements and field mapping options. Ensuring the process works smoothly across these versions requires extra attention to guidelines and compatibility.

Conclusion

HubSpot is a powerful, all-in-one platform that integrates marketing, sales, and customer service tools. It excels at inbound marketing, CRM, automation, analytics, and offers extensive support and training resources.

When importing Outlook contacts manually into HubSpot, it’s important to weigh the downsides such as time consumption, potential for errors, limited automation, data formatting challenges, and compatibility issues. For those seeking a more efficient and dependable solution, automated tools like the MacArmy PST File Converter software can simplify and streamline the process of importing Outlook contacts into HubSpot.