Share emails with your team
Learn how to share your emails with team members.
Once you’ve synced your email, you control which emails are shared with your team and which remain private. First, set your default email sharing settings. Then, choose to share individual emails or all emails linked to specific records. You can also keep emails private using the blocklist or protected recipients features.
Set default email sharing setting
When you sync your email, Attio defaults to keeping your emails private, sharing Metadata only with your team. This means timestamps and participants are visible to your team, but subject lines and bodies are hidden.
To change your default email sharing settings:
Click your workspace name in the top left, then Account settings.
Under Account in the sidebar, click Email and calendar accounts.
Select your Connected account, or sync a new one if needed.
Under Default sharing, select your preferred setting.
You can choose from three default options. Your selection also applies to emails that were previously synced.
Note: This setting does not affect calendar events. By default, all calendar events are visible to your team in Attio. However, if an event is marked as private in your Outlook or Google Calendar, it will not appear in Attio at all.
Which email sharing settings are available on each plan?
The following options are available on each Attio plan:
Free plan: Metadata only or Subject line and metadata
Plus plan: Metadata only, Subject line and metadata, or Full access with workspace
Pro and Enterprise plans: Metadata only, Subject line and metadata, or Full access with workspace or individuals
Share Metadata only
This option shares email participants and timestamps with your team. Subject lines, body content, and attachments remain private unless you grant team members access.
Share Subject lines and metadata
This option shares participants, timestamps, and subject lines with your team. Email bodies and attachments stay private unless you grant team members access.
Share Full access with workspace
Available on Plus, Pro, and Enterprise plans, this setting shares full email content including body, subject line, and attachments with all workspace members.
Things to note with Full access:
There won't be a way to unshare or hide specific emails, though you can add email addresses or domains to your blocklist, which will hide all your emails involving those records.
All past and future emails (aside from those blocked) will be shared, potentially including personal communications and emails that could allow team members to authenticate to other services (such as through password resets).
Share Full access with specific individuals
On Pro and Enterprise plans, you can grant full email access to specific teammates:
Search and add team members under Individual sharing.
Click Share access.
The Default sharing setting you have selected will apply to all other team members in your workspace.
To revoke individual access:
Click the Full access toggle next to their name.
Click Use workspace default.
Note: To keep emails and calendar events private for specific records, learn about Attio’s blocklist and protected recipients settings.
Manually share emails
Share a single email
To share one email:
Go to the Emails tab of a record page.
Open the email you want to share (you must be a participant).
Click Share.
Use the Workspace Access dropdown to share with everyone or search and select specific team members, then click Grant access.
Share all emails for a record
On Pro and Enterprise plans, to share all your emails with a record:
Go to the Emails tab of a record page.
Click Manage access.
Use the Workspace Access dropdown to share with your team, or choose specific members and click Grant access.
This only shares your emails with the record. Each teammate must repeat this process to share theirs.
You can change or revoke access anytime from Manage access.
Request access to emails
On Plus, Pro, and Enterprise plans, any team member can request access to others’ emails. The email owner can approve or deny the request.
To request access to an email:
Go to the Emails tab of a record page.
Open the email you want to access.
Click Request access.
If approved, the full email and any attachments will become visible to you.
Respond to access requests
When a team member requests access to one of your emails, you can accept or deny their request:
Click Notifications in the sidebar, then Requests.
Click Accept or Deny. If accepted, only the requestor gains access.