How to integrate HubSpot with Microsoft Excel to add a contact to Microsoft Excel when it is created in HubSpot

Managing customer information in daily operations can often feel cumbersome, especially when manually migrating data between different tools. To reduce this hassle, leveraging integration and automation between tools can be effective. In this guide, we will explain how to integrate HubSpot with Microsoft Excel so that when a contact is created in HubSpot, the information is automatically added to Microsoft Excel. By integrating HubSpot and Microsoft Excel, you can expect improved data management efficiency and increased productivity. Additionally, we will explain a no-code setup method, allowing you to easily configure it without programming knowledge. Please use this as a reference. Recommended for: - Those aiming to improve data management efficiency using HubSpot and Microsoft Excel - Those in sales or marketing teams looking to reduce the burden of data entry - Those wanting to reduce human errors and improve data accuracy Benefits and Examples of Integrating HubSpot and Microsoft Excel Benefit 1: Streamlining Data Entry Managing data across different apps often requires entering the same information twice, consuming time and effort. The flow introduced here is helpful in this regard. Every time a new contact is created in HubSpot, the information is automatically added to Microsoft Excel, reducing manual data entry tasks. For example, sales teams no longer need to manually input new customer information, allowing them to focus on other important tasks. Benefit 2: Reducing Human Errors Manual data entry increases the risk of human error. With this automated flow, human errors in manual entry can be avoided, ensuring accurate data management and enabling decision-making based on reliable information. For instance, preventing duplicates and input errors allows marketing teams to analyze campaign effectiveness based on accurate data. Benefit 3: Data Management and Analysis Automation ensures that every time a new contact is created in HubSpot, the data is quickly reflected in the Microsoft Excel file. This allows marketing and sales teams to access the latest data, facilitating quick strategy reviews and adjustments. For example, using the latest data for monthly reports can improve the efficiency of report creation. From here, we will proceed with the setup using Yoom's template "Add to Microsoft Excel when a contact is created in HubSpot."

[What is Yoom]

The steps for this integration flow are broadly as follows:

・Integrate HubSpot and Microsoft Excel with My Apps
・Copy the template
・Set triggers and actions
・Finally, confirm that the trigger is activated

Preparation
1) First, please access the official Yoom website and create an account.
Yoom Account Issuance Page
2) HubSpot can register My Apps by entering ID/Pass with OAuth authentication, but you need to add permission to connect the app in HubSpot.
Please refer to this for more details.
How to Register My Apps in HubSpot | Yoom Help Center
3) The flow to be used adds information from HubSpot to Microsoft Excel, so you need to create a Microsoft Excel sheet corresponding to the information from HubSpot in advance.
The information that can be output is as follows.
Please prepare a sheet that includes the necessary items.

How to Create an Integration Flow between HubSpot and Microsoft Excel

Step 1: Integrate HubSpot and Microsoft Excel with My Apps

1) After logging into your Yoom account, register the apps you will use.
Click "My Apps" and select "New Connection".

2) A list of apps that can be connected with Yoom will be displayed, and search for the two apps "HubSpot" and "Microsoft Excel" one by one from the search window at the top.

After selecting HubSpot, log in with the account you will use.

After selecting Microsoft Excel, log in with the account you will use.
Please check here for more details.
Procedure and Precautions for Registering My Apps in Microsoft365 Services | Yoom Help Center

3) Once registered, an icon will be displayed in My Apps.
Check if the icon of the registered app is displayed.

Step 2: Copy the Template

Click on this banner.

1) Click the "Try this template" icon.

2) A display like the one below will appear, click "OK".

If it is displayed as shown below, the copy is successful.

The title and details can be edited by clicking, so please change them as needed.
Click the icons with "!" displayed on the right in order from the top to set the operations.
Note that the template is saved in My Projects.
Therefore, the copied template can also be opened from My Projects.

Step 3: Set the Trigger
Click "App Trigger: When a new contact is created".

Step 4: Set HubSpot Action

1) Select the action "When a new contact is created" and click "Next".

2) Select the trigger activation interval.
The trigger activation interval varies depending on the subscription plan.
Please refer to this for details of each plan.
List of feature restrictions and usage limits for each plan | Yoom Help Center (intercom.help)
Once the selection is complete, click "Test", and after a successful test, click "Save".

Step 5: Set Microsoft Excel Action

1) Return to the flow and click the icon "Integrate with app: Add record".

2) Select the action "Add record" and enter the required fields.

Drive ID and Item ID can be selected from suggestions if the app is integrated.
Click "Next".

3) Enter the values for the record to be added.
If the app is integrated, you can use HubSpot output information for input.
Select from suggestions as needed, such as company name, and click "Save" once input is complete.

This completes the flow of 【Adding to Microsoft Excel when a contact is created in HubSpot】.

Step 6: Test and Verify

Once the setup is complete, a display like the one below will appear, click "Turn on Trigger".
Start the flow bot and verify that it operates correctly.

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Here is the template used this time

Other Automation Examples Using HubSpot and Microsoft Excel

Here are some other automation templates using HubSpot and Microsoft Excel available on Yoom.

Utilize these templates based on the tasks you want to automate and the applications you are currently using.

1. Create an Invoice from HubSpot's Contact Page Using a Microsoft Excel Template
This template allows you to create an invoice from HubSpot's contact page using a Microsoft Excel template.
For example, the sales department can check customer information from HubSpot's contact page and automatically input it into a Microsoft Excel invoice template, which can reduce workload.
Additionally, by reflecting HubSpot's information, you can quickly and accurately create invoices, prevent manual errors, and improve operational efficiency.

2. When a form is submitted to HubSpot, store it in Microsoft Excel
This template allows you to automatically transfer new form submissions in HubSpot to Microsoft Excel.
For example, customer names, department names, contact information, and inquiry details from form data submitted to HubSpot by the marketing department can be organized in Microsoft Excel, enabling the marketing department to respond quickly.
This is expected to reduce the effort and errors associated with data entry.

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3. Create an invoice from the HubSpot contact page and send an email via Outlook
This template allows you to create an invoice based on customer information from the HubSpot contact page, automatically fill it into a Microsoft Excel invoice template, and send it via email to the person in charge using Outlook.
For example, when the sales department creates a Microsoft Excel invoice with customer name, department name, product name, and amount from the HubSpot contact page, they can send an email with the invoice attached to the contact person at the client.
This ensures speedy and accurate billing processing.

Summary We explained how to automatically add information to Microsoft Excel when a contact is created in HubSpot. By integrating HubSpot with Microsoft Excel, you can eliminate the hassle of manual input, prevent errors during data transfer, and significantly improve operational efficiency. Additionally, this integration allows sales and marketing teams to make strategic decisions more quickly, potentially enhancing productivity. Furthermore, the no-code tool Yoom introduced here enables easy integration of tools through intuitive operations without programming knowledge. It is easy to set up even for beginners, so take this opportunity to try integrating HubSpot with Microsoft Excel. Yoom offers various automation templates beyond this integration, which can be useful for streamlining other business processes. If you are considering improving operational efficiency, please consider implementing Yoom!