Setting Email Preferences | Zoho CRM - Help

Setting Email Preferences

CRM users perform a variety of activities depending on their position in the organization and as a part of individual's job responsibility. To accomplish these activities the administrators provide users with appropriate access levels to various modules, records or fields.

When it comes to email sharing it can be tedious to decide and set individual user's access levels each time a new user joins the org or shifts departments or is promoted to a higher role. As a solution, Zoho CRM has Email preferences, which makes it easier to set up email sharing permissions as it is set at the role-level.

Setting up Email Preferences

Email preference allows users with administrator profile to set email sharing permissions based on roles. For example, if the organization requires all Assistant Manager's to share emails with their colleagues as and when needed, then it is much easier to set the email sharing permission for this role as User's preference. This way any user who is in the Assistant Manager's role will have the same privilege.

Thus, as soon as a user is assigned a role the pre-defined email sharing permission is automatically applied. In addition, the excluded domains and the list of users or roles with whom emails can be shared will also be applicable.
  1. Emails of users in a role will be shared with the members in the immediate superior role by default. This cannot be edited.
  2. If the sharing permission is modified for existing users then their previous permissions will be overwritten.
  3. If an existing user's sharing permission is updated, such that there is a mismatch between the permissions given to the user and his role, then the role based permission will take precedence.
To set email sharing preferences
  1. Go to Setup > Channels > Emails > Email Configuration > Email Sharing.
  2. Click Preferences.
  3. Go to a particular role and under Sharing, select a permission from the drop-down list.
  4. Enter the Excluded Domains and click Done.
    This option will appear only if you choose sharing permission as Public.
  5. Under Emails Shared with Click to update hierarchy.
    You will not get Click to update hierarchy if the sharing permission is set as Private.
  6. In the Email Sharing Setting page, select Roles, Peers or Subordinate roles.
  7. Click Show Users and select the desired users, if you want to share with few users.
  8. Click Done.
  9. Click Apply now and select New & existing users or New user's only.
  10. If you choose New & existing users, click Proceed in the alert popup.
  11. Click Revert to reset the sharing permissions.

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now

              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                  Zoho SalesIQ Resources

                      Zoho TeamInbox Resources

                                Zoho DataPrep Resources

                                  Zoho DataPrep Demo

                                  Get a personalized demo or POC

                                  REGISTER NOW

                                    Design. Discuss. Deliver.

                                    Create visually engaging stories with Zoho Show.

                                    Get Started Now

                                                          • Related Articles

                                                          • Setting up Email Sharing Permissions

                                                            Emails exchanged with customers contain important information that may be required for reference by several other teams who are involved in the business process. For example, a contract agreement exchanged with a firm may be required by the legal ...
                                                          • Setting up Data Sharing Rules

                                                            By default, access rights to CRM records is set as private so that the record owner and his/her manager can oversee the CRM data. However, using the Data Sharing Rules, you can extend the access rights to users belonging to other roles and groups. ...
                                                          • Sharing Records

                                                            Collaboration with team members or others in the organization is integral to any business. For some, collaboration mean conducting meetings, having discussions on phone or sending information via email while for some it is sharing data with peers and ...
                                                          • Setting up Email Relay

                                                            Email Relay allows you use your company server to send emails from Zoho CRM. Once the relay server is setup, the emails are sent in this manner: Zoho CRM -to- Relay server -to- Recipient.  Sending emails through a relay server lets you combat ...
                                                          • Why a user is able to view his peers data when data sharing with peers is disabled?

                                                            If data sharing is disabled and still some users are able to view their peers data it could be because the user is a forecast manager. For example, if John from Sales Executive role is a forecast manager, then he will be able to view data of other ...



                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                          CRM Tips

                                                          Make the most of Zoho CRM with these useful tips.

                                                            Zoho Show Resources