Can I View All Users' Emails in One List in Zoho CRM?

Email Integration: Can I View All Users' Emails in One List?

Yes, with a caveat: Zoho CRM has introduced organisation-level permissions that control whether users can see emails sent by other users within a shared record, which is what was previously missing.

What changed

Previously, emails sent directly from Zoho CRM's own servers weren't subject to user permissions the way other record data was, meaning access depended on inconsistent, hard-to-predict behaviour rather than a clear setting. Zoho has since added proper Data Sharing Settings for emails, giving administrators direct control over who can see whose emails on a shared record.

The permission levels

  • Public Read/Write. Every user can see all emails on a shared record, and can reply, forward, and edit drafts or scheduled emails, but cannot delete emails.
  • Public Read/Write/Delete. The most open setting, allowing every user to view, reply to, edit, and delete drafts or scheduled emails from other users.
Note: When another user, including an admin, edits someone else's draft, a notification pop-up is shown so the original owner isn't caught out by changes appearing without warning.

Where to set this

Go to Setup, then Users and Control, then Data Sharing Settings, and configure the email-specific permission level for the relevant module.

What this still doesn't give you

Even with this in place, there still isn't a single unified "All Emails" view that combines every user's emails across every record into one list. This permission setting controls visibility of emails on a given record, once you're viewing that record, rather than adding a global inbox-style view spanning your whole CRM.

Need help? 1 Cloud Consultants can help you configure email sharing permissions correctly for your team's records. Book a discovery call with 1 Cloud Consultants.