Share a single mail with colleagues
To share one mail, open it and click the Share icon. Enter colleagues in Share with user or choose Share with all users, tick the rights you allow, such as Reply or Forward, and click Mark Share. They find the mail under Shared By Other in their categories, and you see it under Shared By Me.
How to share a single mail with colleagues
- Open the mail you want to share.
- Click the Share icon above the mail.
- Enter colleagues' addresses in Share with user, or choose Share with all users.
- Tick the rights to allow, then click Mark Share.
- To change or stop sharing, open the mail again and click Update or Mark Unshare.
When to use it
A client escalation reaches Anita, an account manager at acme.in. She shares the mail with Legal and Finance, allows Reply but not Forward, and both teams add their comments as notes on the same mail.
Options
| Option | What it does |
|---|---|
| Share with user / Share with all users | Shares with the colleagues you name, or with everyone on your mail service. |
| Allow "Delete" permission | Colleagues may delete the mail. |
| Allow "Reply" permission | Colleagues may reply to the mail. |
| Allow "Forward" permission | Colleagues may forward the mail. |
| Allow "Further Sharing" | Colleagues may share the mail with others. |
| Notes | You and the colleagues you shared with can add notes to the mail. |
Good to know
- Mails shared with you are read-only in the Shared By Other list: you can open them, but list actions such as select all are switched off.
- You cannot share a mail with yourself.
- Sharing of a mail is removed automatically once the mail is older than a period your administrator sets.
- Your administrator decides whether mail can be shared only within your domain or with other domains too.
Common questions
How is sharing different from forwarding?
A forward makes a new copy that the recipient fully controls. A shared mail stays one mail, you decide what colleagues may do with it, and you can stop sharing at any time.
Where do I see mails shared with me?
In the left pane, expand Category and click Shared By Other. Mails you shared are under Shared By Me.
Can a colleague share it on to others?
Only if you tick Allow "Further Sharing". They can never share it back to you as the originator.