HubSpot Domain Fix - How to extract Company Domains from e-mail addresses

    February 15, 2022

    The quality and completeness of data play a significant role for HubSpot users. Whether for reporting, automation, or daily sales tasks. HubSpot's free Insights database is also helpful here. Entries on companies are automatically supplemented with missing information.

    HubSpot Insights is a database of company information that HubSpot collects by combining third-party data, web crawling, and crowdsourcing. It is updated in real-time as HubSpot receives new information.

    HubSpot uses the listing's unique domain to match and complete business listings with Insights. So it's a shame if the companies' domains are missing from their database.

    In our use case, the customer has a database of over, 7000 companies. Unfortunately, due to poor data maintenance and faulty processes when importing data from other CRMs, over half of the entries were missing their matching domains. Fortunately, with a simple trick, the domains can be pulled from the linked contact data of the customer.

    1. To identify the entries with missing domains, appropriate filters are set. The number of assigned contacts can also be included here. 2. The column "Assigned contacts" must now be added to the view. Otherwise, the export will not include the email addresses of the associated contacts. 

    The following columns are essential for the export:

    • Company ID
    • Company name
    • Domain 
    • Assigned contacts

    The selection created with this can now be exported under "Table actions".

    3. Open the downloaded file as a new Google Sheet document and add another empty column between the domains and the column with the assigned employees.

    4. The new empty column now gets the following formula:


    E2 corresponds to the column containing the e-mail addresses. Change them in the formula if necessary.

    5. Now that the e-mail address has been isolated from the rest of the text field, the domain can be read from it in the next step. The following formula is used for this:


    D2 shows the column where the previously isolated email address can be found.  Change them in the formula if necessary.

    6. Finally, it would be best to convert the formulas into actual values. To do this, copy the corresponding fields of the domain column (ctrl+c) and use the Edit -> Paste content -> Values only function. The column with the isolated mail addresses can now be deleted again. Now import the list as before. Specify that a Company ID is to be used for matching. If the domain is missing, it will be added now. 

    Tip: Before the import, you can delete all unwanted domains from GMX, Gmail, Yahoo,, etc., via Edit -> Search and Replace.

    We hope this little guide can help you. Do you know other ways to update your domains? Let us know.

    Contact Us!