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 which mailboxes labels are copied from, under Admin, then Email. That is the end of the setup.
• Nobody invites anybody to a label. Filing an email is the sharing. There is nothing for a teammate to accept and nothing to repeat when you add the next job.
• 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

Open an email in the Gmail or Outlook tool. Search the job and click it. The label is created and added to the email, and it reaches every connected teammate's mailbox straight away.

• 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.
• Nothing is installed in the browser. Filing happens in Diract, and the mailbox is reached through the account each person already connected.

Rename the job and the label follows

Change the job's name in Diract and the label is renamed 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 is a list of what was filed and where it 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 is pushed, not polled, so a filed email is in the other mailboxes without anyone waiting. A background pass runs behind it as a backstop, for the teammate who joined after the label existed or the sync that failed the first time.

Who this is for

• 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 is filed once and readable by everyone on the panel.
• 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: a single top-level place holds all the shared jobs, and each job sits under it 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 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. When a job is renamed, Diract updates the child label or subfolder in place rather than creating 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.