On a team, not everyone should be able to send from every mailbox. Email Account Access lets an admin control who can see and send from each connected email account.
Where to find it
Go to Settings → Account & Settings → Email Account Access.
Only an owner or admin can change who an email account is shared with. This keeps control of your team's mailboxes in the right hands.
The workspace default
At the top of the page is the Default access setting. It applies to every email account that hasn't been given its own specific setting. You can set the default to:
Everyone on the team — anyone in the workspace can send from a mailbox by default
Only the person who connected it — mailboxes stay private to whoever added them by default
Changing the default instantly updates every account that's set to follow it.
Access options for a single account
Each account can either follow the default or have its own rule. Open an account's Access and choose one of:
Option | Who can use the mailbox |
Use the workspace default | Follows the Default access setting above — and keeps following it if you change it later |
Everyone on the team | Anyone in this workspace can send from it |
Specific roles | Only people holding the roles you pick |
Specific people | Only the teammates you pick |
Only the person who connected it | Private — nobody else can see or send from it |
For Specific roles or Specific people, you then choose exactly which roles or which teammates get access.
The account list
Every connected mailbox is listed with:
The email account
Connected by — who added it
Shared with — a badge showing its current access: Everyone, Some roles, Some people, or Only owner
Use Search emails to find a mailbox quickly, and the page-size control (10, 20, 50, or 100) to show more at once. You can also select several accounts and update their access together.
Why use it
Give each rep only the mailboxes they should send from — useful when different people or teams own different sending domains.
Keep sensitive mailboxes private — set a mailbox to "Only the person who connected it" so no one else can send from it.
Set a sensible default once — for example "Only the person who connected it" — so newly connected mailboxes start private, and open up only the ones you deliberately share.
Related
Roles & Permissions (in the Account, Team & Credits collection) — the roles you can grant access to here are the same ones defined there, including any custom roles you've created.
How to Connect Your Email Account — adding the mailboxes you then manage access for.