Who can see your emails

Four levels#

The thread owner (who sent or received the email) and admins who can see company-wide data always see everything. For other members:

• Only me: the thread is hidden from other members.
• Activity only: they see who, when and how many emails, but not the subject, body or attachment names.
• Subject only (recommended): they also see the subject. The body and Bcc are visible only to the owner and their managers (company-wide admins and the manager of the same store).
• Full email: everyone who can see the thread can read the body.

Set the default#

Choose it under Settings → Email → Visible to teammates (Default for new conversations) for each sender address. It starts as Subject only (recommended) and applies to new threads sent or received with that address.

Change a single thread#

Open a thread and a sharing selector appears at the top (shown to the owner only). After you choose, "Visibility updated" appears.

Good to know#

• Members who cannot see the subject see "(Subject hidden)"; members who cannot see the body see "Only the sender and their managers can read the message".
• Search, activity history and notifications follow the same rules, so hidden subjects and bodies never show up elsewhere.
• Members who can read the body can reply to or forward the thread. Members who see only the subject cannot reply.
• Mail under Unknown senders is visible only to the person who received it, regardless of this setting.
• If an admin posts customer replies to a team room with Chat notifications, subjects and bodies are never included, but even for Only me conversations the fact that a reply arrived (who and the owner) is posted.
• If private mail was brought in, set that thread to Only me and add the address to Addresses to exclude.