How to Upload + Send an Email in HubSpot: A Simple Guide

If you’re new to HubSpot’s email tool, or have ever found yourself scratching your head trying to use it, this guide will walk you through every step of uploading and sending an email. Once you get the hang of it, it's a breeze.

Step 1: Log In and Find the Email Tool

Log into your HubSpot account, go to the “Marketing” tab on the left side menu, and click on “Email.” Depending on your permissions, the layout might look a little different, but you’re in the right place.

Step 2: Start a New Email

Click the "Create email" button in the top-right corner to get started. It opens up the email editor. This is where all the magic happens.

Step 3: Choose Your Email Type

Now, you’ll need to decide if you’re sending a “Regular Email” or an “Automated Email”:

• Regular Email: Perfect for one-off sends like newsletters or event invites.

• Automated Email: Great for emails that are part of a recurring flow, like an onboarding or lead nurture series.

Step 4: Pick a Template

Choose a template that fits your needs. We generally recommend “Plain Email” or “Welcome Email.” The “Plain Email” is a favorite because it looks like a personal message, which readers love.

Step 5: Add Your Content

Copy and paste your email content into the editor. 

A quick tip: use the paste and match style (option-Shift-Command-V on Mac) to keep the formatting clean. 

Step 6: Personalize the Greeting

Make it personal! Most templates will have a greeting like "Hi, [Insert Name]." If it’s not there, use the “Personalize” feature to add it. It’s a simple touch that makes a big difference.

Step 7: Check Colors and Spacing

Consistency is key. Make sure your text is all the same color. It is recommended to use black  color and 15px size for the font. But, you can customize both using the drop downs in the text editor if desired. 

Don’t forget to check the footer, too. Everything should look cohesive and polished.

Step 8: Add Images

Look for a toolbar on the left side of the page. This toolbar usually includes various icons for formatting text, adding links, and inserting images. To insert an image, click on the module and drag it over to your email to activate it. Then, click “Select image” to upload.  

Step 9: Add Links

In the text editor module, highlight the text or image you want to hyperlink, then click the link icon in the toolbar. A pop-up box will appear—use the “Link to” dropdown menu to select the type of link you want to add, such as a URL, email address, or file download. A good rule of thumb is that the color should be Hubspot blue (hex code #00a4bd). 

This process helps direct your readers to the next step, whether it's visiting a website, downloading a file, or contacting you directly. 

Step 10: Create Buttons for CTAs

When you need to create a clear CTA that stands out, using buttons is the way to go. 

To insert a button, drag the button module from the left side of the page to the desired location in your email. Once it's in place, you'll need to edit the button content. Fill out the necessary fields like “Link to” (choosing from options such as email address, file download, a specific page, or the most common option, a URL), and input the link URL. Don’t forget to add button text like Request a Demo, Sign Up, or Download Now to make your CTA clear and enticing.

Customize the button by selecting the style tab on the left. The main adjustments you'll make are to the background color and alignment (left, center, or right) to match the email's design. 

Step 11: Fill Out the Email Settings

Time to set up the details! Click “Settings” in the top navigation menu.

Here’s what each field means:

• From name: This is the name that appears as the sender of the email.

• From address: This is the email address that appears as the sender.

• Subject line: This is the title of your email, which recipients see in their inbox.

• Preview text: This is the snippet of text that appears below or next to the subject line in the recipient’s inbox (if you have it).
  

Pick the appropriate “Subscription type” (usually “Marketing Information”).

Step 12: Preview and Test

Before you hit send, navigate to “Preview” on the top right of your page to preview the email on both desktop and mobile. That is also where you can send a test email to yourself or a colleague to double-check everything looks good. If your reviewer isn’t in HubSpot, just forward the test email from your inbox.

Step 13: Send or Schedule Your Email

With your email polished and ready, it's time to send it out. 

Head to the “Send or schedule” tab at the top right of your page to finalize the process. Start by selecting your recipients. Copy and paste the list name into the first dropdown under “Send to,” making sure to delete any pre-existing entries. It's important to uncheck the box next to “Don’t Send To Unengaged Contacts” to ensure your email reaches a broader audience.

Take a moment to review the “Estimated recipients” information on the right side of the screen. If you notice a significant number of exclusions, investigate further to ensure everything is set correctly.

When you're ready to send the email immediately, click the “Send now” option. 

If you prefer to schedule the email for a later date, select “Schedule for later,” then choose your desired date and time before clicking “Schedule.” 

`````````And that’s it! With these steps, you’ll have a smooth, stress-free email send-off in HubSpot. If you want expert eyes on your current email program, request a free assessment by our team today.

Happy emailing!