You will learn
- How to grant a collaborator access to an email
- How to see who else is actively working in an email
- How to view an email's version history
- How to preview and restore a previous version
Granting a collaborator access to an email
Before anyone else can work in an email with you, they need access to it.
- Open the email you want to share.
- In the upper right-hand corner, select Actions.
- Choose the share option to open the Grant access to this email window.
- In Invite people and groups, search for and add the specific people or groups you want to give access to.
- Select Done.
Anyone you add here can edit the email or view it, depending on the access level you choose.
Seeing who else is actively working in an email
Once a collaborator has access, you'll be able to see when they're working in the email at the same time as you.
- Their profile image or initial appears in the upper right-hand corner, next to yours.
- Hover over their icon to see their name.
While they're editing, you'll also see:
- Their cursor, showing exactly where they're working
- A colored frame around the section they're actively editing
Tip: This real-time view makes it easy to avoid working in the same section as a collaborator at the same time.
Viewing version history
Every edit to an email is saved automatically, so you can always see what changed, when, and by whom.
- In the email editor, look for the clock icon at the bottom of the screen, next to undo/redo.
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Select the icon to open Version History.
The panel lists each saved version with:
- The date and time it was saved
- The name of the person who made the edit
Please Note:
Version history for new edits may not appear instantaneously. You may need to refresh this panel regularly if there are active edits being made.
Previewing and restoring a previous version
If you need to see or bring back an earlier version of an email, you can do so directly from Version History.
- Select Preview next to any version to see what the email looked like at that point, without changing the current version.
- Select Restore to replace the current version of the email with that saved version.
Note: Restoring is especially useful if a collaborator made changes in error, or edited the email without realizing someone else was actively working on it. Version History lets you confirm exactly what changed and who made the change before deciding whether to restore.