Please be aware I have no affiliation with HubSpot and do not receive any financial kick back for advertising their products.
Malicious activity is on the rise! With 80% of successful attacks starting with a phishing email. For any organisation wishing to improve their security footprint, you need to be focusing efforts filtering out suspicious email.
There are numerous vendors providing mail filters, but many smaller organisations don’t have the budget for additional filtering services. For these organisation, having an additional layer of security with the ability to spot potential spam and keep it out of mailboxes, this could be a solution for you.
In my search for CRM solutions, when setting up a new IT support company, I stumbled across HubSpot.
HubSpot is a CRM system that generates lots of outgoing marketing emails. The engine driving this platform also is doing a fantastic job of identifying and filtering unsolicited incoming emails. If you or your organisation, is battling with incoming spam in a shared mailbox, read on.
This solution has its negatives and may not be free if you require multiple users to access a HubSpot mailbox. Another draw back is having your organisations email hosted on multiple platforms. That said, using HubSpot to filter incoming email, could be the catalyst to start exploring CRM to start engaging with your own customers more effectively.
Below is my HubSpot mailbox that I have created for the email address advertised on my website. With the introduction of automation and AI, this address can be scrapped of my site and used by scammers to send me unsolicited email that could contain malicious links.
We can never rely on technology alone to stop all scams, but the more layers we can introduce, the better protected we are.
To set up HubSpot’s free version as an additional email filter for an exposed email address, follow these simple steps
******I will be updating this blog shortly to confirm the steps below******
1. **Create Your HubSpot Account**: First, go to the HubSpot website and sign up for a free account. Fill in your details using your own email address to complete the registration process.
2. **Access Your Inbox Settings**: Once logged in, navigate to the “Settings” gear icon located in the top right corner of the dashboard. From there, select “Email” from the menu options on the left. You may be asked to “Connect personal email”.
3. **Create A Shared Mailbox**: This is set under the Tools settings. On the left hand navigation pane, look for Tools and Inbox.
Under the Channels and configuration set the from address to your shared mailbox name. Copy the Forwarding address and make a note of this. We will need this later.
4. **Set Up Forwarding Rules**: After successfully creating a shared mailbox, go to your email system settings and create a forwarding rule. This will ensure that any emails sent to your exposed email address are forwarded to your HubSpot account.
5. **Use the HubSpot Inbox**: Once set up, go back to HubSpot and access the “Conversations” section. Here, you can manage incoming emails, respond to them, and monitor interactions. HubSpot will automatically filter spam and other unwanted emails, giving you more control over your inbox.
6. **Customize Filters**: In HubSpot, you can further customize your email management by setting up specific filters based on keywords, sender addresses, or other criteria. This ensures that only the relevant emails reach your primary inbox while less important ones can be filtered out.
7. *Outgoing Emails From HubSpot** HubSpot can be setup to send emails, however you will need to amend your DNS SPF record to ensure you don’t get your email domain blacklisted.
Conclusion: By following these straightforward steps, you’ll enhance your email security and maintain a cleaner inbox with the help of HubSpot’s filtering capabilities, making it a practical tool for your email management needs.
If you are struggling with any of the above steps, get in touch and we can assist you through the process.