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How to control which emails sync into your Nutshell account
How to control which emails sync into your Nutshell account
Andy Fowler avatar
Written by Andy Fowler
Updated over a week ago

Block certain email addresses from syncing into your Nutshell account

Some emails, such as those from HR, payroll, investors, or company lawyers, do not belong in your Nutshell account. Use the global block list and internal domains list to ensure that certain email addresses never sync into your Nutshell account.

When your team members begin to sync their email accounts with Nutshell, it's a good idea to be proactive about preventing unnecessary or sensitive communication from becoming visible to other colleagues through Nutshell.

To set up your company-wide email blocklist, visit Company settings > Email security and click +Add email address.


Note that you should not need to add any email addresses that share your company's email domain. Nutshell will automatically detect internal emails based on the email domain you signed up with, so conversations between employees that do not involve any third parties will not sync with Nutshell by default.

Individual Nutshell users can also set up personal block lists on their email sync settings page.

Add an Internal domain to company-wide blocklist

Additionally, you can add internal domains to your company-wide blocklist to further bolster email security within Nutshell. This allows you to specify which domains should be considered internal to your organization, ensuring that emails from these domains are not synced into your Nutshell account, for example, a parent company with a different domain to yours.

To implement this measure, navigate to Company settings > Email security and click +Add internal domain

How to quickly manage sensitive emails in Nutshell

As an admin, when you spot a sensitive email, you can take immediate action to remove all emails associated with that email address directly from the timeline. Here's how:

  • Click the three-dot menu on the email in the timeline

  • Click Delete

You'll be able to:

  • Remove all emails to and from a specific email address

  • If there are multiple participants involved in an email thread, you'll be able to select an email to be removed from the available dropdown

  • Additionally, when selecting to remove all emails to and from Nutshell, admins can directly add an email address to the company-wide blocklist.

Identify email type on the People page in Nutshell

On the People page, you'll have the ability to see clear indicators for email addresses, distinguishing between internal email addresses and globally blocklisted emails. This visual cue simplifies contact organization, making it easy to identify potential communication restrictions at a glance.

Prevent messages from syncing by default and only sync the messages you select

If you want to be more selective about the emails that sync into your Nutshell account, you can adjust your sync settings to only sync emails with the ‘Nutshell’ label in Gmail rather than syncing all messages by default.

You can then create filters in your Gmail account to automatically apply the Nutshell label to specific emails, and only those specific emails will sync into Nutshell.

To adjust your email sync settings, click on your name in the bottom left corner in Nutshell. Then select ‘ Your settings’ and ‘Sync’ under ‘Email.’

On the email sync settings page, under the ‘Which messages would you like to sync into Nutshell?’ heading, select ‘Just those with the label ‘Nutshell’ (Gmail only).’

A "Nutshell" label is automatically created in Gmail, and you can apply it to any email you want to sync to Nutshell.

To set up filters to automatically apply the “Nutshell” label to certain emails, follow these steps:

  1. In the upper right corner of Gmail, click the gear icon to open Settings.

  2. Navigate to the "Filters and Blocked Addresses" tab.

  3. Click on "Create a new filter."

  4. Enter the criteria for the emails you want to label automatically. This could include the sender or recipient's email address, or specific text in the subject line (e.g., "request for a meeting," "urgent," etc.).

  5. Click "Create filter" at the bottom right of the form.

  6. Check the box for "Apply the label: Nutshell."

  7. Click "Create filter."

You can also manually apply the “Nutshell” label to an existing email thread to sync it into Nutshell.

When you apply a label to an existing email in Gmail, it will be applied to the current email and any previous emails in that thread. Future replies in that thread will not have the label. To add later emails to Nutshell, forward or bcc them to"

If the contacts you're emailing don't exist in Nutshell yet, a Person will be created based on your sharing settings.

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