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Share threads & internal notes

Loop teammates in on an email thread, and leave internal notes the recipient never sees.

Email threads are private to you by default. When a conversation needs more eyes — a manager weighing in on a deal, a teammate picking up a handoff — you can share the thread and leave internal notes. Both live in the CRM context rail beside the open thread in the reading pane. Both require the Collaborate on email permission (email.collaborate).

Share a thread — Private / Team / Everyone

Choose who else in your organization can read the conversation.

At the top of the thread’s CRM rail is a three-way Sharing control. As the thread owner, pick one:

  • Private — the default. Only you can see the thread.
  • Team — everyone on your team can read it.
  • Everyone — everyone in your organization can read it.

The change applies the moment you tap a segment (a toast confirms it). Switch back to Private any time to stop sharing.

Sharing grants read access only
Teammates who can see a shared thread can read it and add internal notes — they cannot archive, delete, or change the sharing scope. Only the original owner controls the thread. A teammate viewing a shared thread sees a read-only “Shared with your team” pill instead of the control.
Who can change sharing
Only the thread owner with the email.collaborate permission sees the editable control. An owner without the permission sees the current scope but can’t change it; ask an admin to grant Collaborate on email if you need it.

Internal notes

Private, @mentionable comments the email recipient never sees.

Below the sharing control, the Internal notes panel lets you and your teammates discuss a thread in context. These notes are never sent to the email recipient — they stay inside the CRM, attached to the thread.

  • Type a note and @mention a teammate to pull them in — start typing @ and pick from the list. Mentioned teammates get a notification.
  • Notes support light formatting (bold, italic, links) and show the author and a relative timestamp.
  • The panel carries a persistent “internal — not sent to the recipient” cue so there’s never any doubt about visibility.
Notes follow the thread's sharing scope
An internal note is visible to whoever can see the thread. Share the thread with your team and your team can read — and reply to — the notes; keep it Private and the notes are yours alone.

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