1. Public sharing: Every email sent or received will be accessible to all users across the organization.
   
2. Custom sharing: The user can share the emails using the record sharing option. 
   
3. Private sharing: Emails will not be accessible to anyone in the organization except the user to whom it is sent. Even if the record is shared with other users the emails within will not be displayed.
   
4. User's choice: The users can configure their own sharing permissions (private, public or custom). 
   

Sharing Type	Description
Private	What does it mean? If the email sharing option is set as private, then emails received or sent from this email will not be visible to others in the organization. Even if the record is shared with other users, they will not be able to view the associated emails. In this option, your Email account configured inside Zoho CRM is private. Other users cannot view Emails received from your leads and contacts. Who can use this option? CEOs and other Top Management team members who want to keep their communications  confidential.
Custom	What does it mean? Users can share email only through the record-sharing option. They  can choose individual  records and select Share Email checkbox under the Email Related List. The administrator while setting the sharing permission you can specify the users or roles with whom the emails can be shared.  Who can use this option? Sales Reps and Managers directly responsible for day-to-day customer interaction can share the emails with relevant team members only.
Public	What does it mean? Emails received or sent to the users whose sharing option is public, will be visible to others in the organization. Who can use this option? Sales Reps and Managers directly responsible for day-to-day customer interaction can use this option.
User's choice	What does it mean? Users in non-administrative role will have the permission to set their email sharing preference as public, private or custom. They also get to decide which domains to exclude.  Who can use this option? Users who work independently and may require to share emails with a few of their colleagues or other team members as needed in the course of business.

How are emails shared in Zoho CRM?

In Zoho CRM, emails can be shared in two ways:

1. When the email sharing permission is set as Custom, users can share the emails using the record sharing option.
2. Emails that originate from CRM such as workflow notifications, approval rejections, send email (directly from a record) etc.
   
3. Emails attached through Outlook Plug-in.

Configuring Email Sharing Permission

1. Sharing type - For each user a sharing type must be mentioned depending on the business requirement. You can select private, public, custom, user's choice.
   
2. Excluded domains - Emails received from the excluded domains will not be shared with others. For example, if zylker.com is excluded then any emails received from or sent to this domain will not be displayed to others. A maximum of 20 domains can be excluded.

Note

The Administrator can view the domains that are excluded for their profile and for other users. They can exclude domains for their own profile. However, super admins or users in the highest role in the org can exclude domains for other users who's email sharing permission is set as "Public".

1. Email shared with - Except for private sharing, you can mention the roles and the users with whom the user can share the emails. 
   

Note

By default, emails will be shared with the immediate superior roles. This cannot be edited.

1. Go to Setup > Channels > Email > Email Configuration > Email Sharing.
   
   
2. In the Email Sharing page, for each user do the following:
   
1. Select the type of sharing: Private, Custom, Public, User's choice.
   
2. Click + Exclude Domains, specify the domains to be excluded from sharing.
   
   
3. Under Emails shared with, click Roles and select the roles from the list.
   Click Users and hover on a role, select Show Users and select the users from the list.
3. Click Save.
   

Filter users or roles

2. Using the type of sharing permission: You can use this filter  to search for users who have a certain kind of sharing permission.

Mass updating sharing settings

1. Add or remove domains that should be excluded from the sharing rules.
   
2. Change the email sharing permissions to a permission of your choice. For example, if the sharing permission is set to private it can be updated to user's choice or public as needed.
   
3. Modify the sharing permission of roles or users based on the current business needs by adding or removing them from the hierarchy.
   

1. Go to Setup > Channels > Email > Email Configuration > Email Sharing.
   
2. In the Email Sharing page, select the desired users from the list view.
   Alternately, you can use the search or column filter to find users.
3. Click Mass update.
   
   
4. In Fields to be update, select a field from the drop-down list.
   
   
1. If you select Exclude domains, check Remove existing domain or Add new domain.
   
2. Mention the domains and Click Save.
   
   
3. If you select Emails Shared With, Click to update hierarchy.
   
4. Select or unselect roles and users. Click Save.
   
   
5. If you select Email sharing permission, select a permission from the drop-down list under Update permission. Click Save.
   
   
6. In the popup message select Proceed.