When everyone files email the same way, anyone can find anything — even when a teammate is out sick or on vacation. This guide shows how to agree on a shared set of labels and share them across your team.
Why a shared structure matters
When the whole team files mail under the same agreed labels, coverage becomes effortless: anyone can pick up a colleague’s work just by clicking the shared label. The emails are right there, already organized the agreed way.
Agree on the names first. Before sharing anything, decide as a team on a small list of label names and what each means (for example, Pending = “waiting on someone else to act”). A short, agreed list everyone understands beats a long list only one person remembers.
Share a label
Open the label
Open Settings › Labels and click the label you want to share (or + Create label).
Find Team sharing
Scroll to Team sharing.
Add your colleagues
Type a colleague’s email address — someone on your business account — and click Add. Repeat for each teammate.
Set shared unread status
Choose whether a message counts as read for everyone once anyone opens it, or stays unread per person.
Save
Click Save. The label now appears in your teammates’ sidebars too.
Sharing works within your business account. Team sharing connects people on the same Fastmail business account — in a company, everyone on your shared domain (like name@yourcompany.com). You can’t share a label with a personal account outside your organization.
One owner per shared label. It helps to have one person “own” each shared label — they create it, share it, and rename or retire it — so the team’s structure stays clean over time.