Share Gmail labels with team across Gmail and Outlook

Label sharing is easy to describe. One person files an email under a label, and everyone else sees it under the same label in their own mailbox. Diract lets you share Gmail labels with team members, in Gmail and Outlook at once.

Share Gmail labels with team: the setup happens once

• Each person connects their own mailbox. Gmail or Outlook, whichever they use. One person connecting does not cover the team.
• An admin nominates the mailboxes each label copies from, under Admin, then Email. That is the end of the setup.
• Nobody invites anybody to a label. Filing an email is the sharing. No teammate has anything to accept, and the next job repeats nothing.
• Gmail and Outlook are both first class. A Gmail user and an Outlook user can sit on the same job, and each sees it the way their own mail client works.
• The label belongs to a job, not to whoever typed it. That is why it can follow a rename, and why the same label means the same thing in ten mailboxes.

Filing an email

An email opens in the Gmail or Outlook tool. A search finds the job, and a click selects it. The label appears on the email, and reaches every connected teammate's mailbox straight away. Filing once is how you share Gmail labels with team: there is nothing else to do.

• In Gmail, the job becomes a child label under your parent label. The name carries the job number, the job name and a five character code.
• In Outlook, the job becomes a subfolder under the parent folder, plus a category of the same name. Outlook has no single label concept, so it gets both.
• The browser installs nothing. Filing happens in Diract, and the mailbox answers through the account each person already connected.

Rename the job and the label follows

A job renamed in Diract renames its label on the next sync, in every mailbox. The five character code in brackets is what keeps the two matched, which is the only reason it is there.

You can see what actually happened

The Sync log lists what got filed and where each one went. A row reads Label applied, names the job, and says Synced to 4 other users. Another reads Synced to user and names the person. An admin can reverse one.

Delivery pushes rather than polls, so a filed email lands in the other mailboxes with nobody waiting. A background pass runs behind it as a backstop. It covers the teammate who joined after the label existed, and the sync that failed first time.

Who benefits most

• A shared inbox. Everyone answering it sees the same thread filed under the same job.
• A sales team. One person's correspondence with an account is visible to whoever picks it up next.
• A legal team. Every email on a matter sits under the matter, in each person's own mailbox.
• Hiring. A candidate's thread files once, and everyone on the panel can read it.
• An assistant. They see what they need without anyone forwarding it.

Where the shared labels live

Every connected mailbox has one parent label in Gmail or one parent folder in Outlook. Diract files each job beneath that parent, so a teammate's mailbox stays tidy. One top-level place holds the shared jobs, each as its own child label or subfolder. Because the parent is set once, nobody has to create a new top-level label every time a job starts. That single parent is what makes it practical to share Gmail labels with team across both clients without cluttering anyone's inbox.

That structure is also why the same label means the same thing in ten mailboxes. The job is the source of truth, and the parent label is simply where each person's copy of it lives. A renamed job updates its child label or subfolder in place rather than gaining a new one, which keeps the filing history intact.

Current as at 12 September 2026. Diract changes often, so check the screen before relying on a detail here.