Verified 30 August 2026
The Day.ai setting you cannot undo
Email sharing has two options and changing either only applies going forward. Loosen it later and the history never arrives. Tighten it later and what was already shared stays visible. Both directions catch. The only documented fix is a support ticket.
What happens when you change it
Both quotes are from the same troubleshooting section of Day.ai's privacy guide, 15 May 2026.
Loosen it later
"Sharing changes apply going forward only, Day AI doesn't backfill emails from before the change."
Tighten it later
"Emails shared before you changed the setting remain visible. There's no automatic way to remove previously shared emails."
So day one is not a preference you revisit. Start restrictive and you forfeit the relationship history the product runs on. Start open and you cannot cleanly walk it back. Neither is a disaster. Both are decisions, and almost nobody is told they are making one.
What the two settings actually do
| Setting | Teammates see | Background skills | Your own agent |
|---|---|---|---|
| Share All | All your emails | Read and act | Full access |
| Share None | Nothing | Will not trigger | Still reads them |
Share None does not stop Day.ai reading your inbox. Their words: the agent "can still read your emails to answer questions or help draft replies. What it can't do is act on them in the background." Stopping it entirely takes Share None and disconnecting the account.
Exclusions are separate and work by address or domain, not by thread. Day.ai flags their own caveat: "some Gmail views may currently handle subdomain matching inconsistently."
Three things to decide before you connect Gmail
- Your posture, once, deliberatelyIf the point of buying Day.ai is that the CRM fills itself from history, Share None on day one defeats the purchase and you will not get that history back without a support ticket.
- Your exclusion list, written before you connectLegal, HR, investors, personal domains. Added afterwards, prior messages stay visible. Be comprehensive on subdomains.
- That you cannot set this for your teamEvery user controls their own. Admins can see how teammates configured it but cannot set it for them, and no workspace-wide exclusion mechanism is documented.
Meeting recordings are a separate control with their own trap. In Day.ai's words: "If any co-owner is Invite Only, the recording stays private to the co-owners, even if the others have Shared to Workspace." Which also runs the other way, and their own troubleshooting describes it: a teammate sees a recording you thought was private, because they recorded it too and their default differed.
Day.ai email sharing questions
Can my admin see my private emails in Day.ai?
No. Day.ai states that workspace admins cannot access emails you have not shared. Admins can see how teammates configured their rules, which is different from seeing the mail.
How far back does Day.ai read on first connection?
No limit is published. Day.ai describes reading your "complete communication history" but gives no number of days or messages. Treat it as undocumented rather than unlimited.
Does Day.ai work with Outlook or Microsoft 365?
Not on the evidence. Their integrations reference lists Gmail and Google Calendar with no Microsoft equivalent, and Microsoft is absent from their subprocessor list. Day.ai never states this outright, so confirm it, but plan on Google only. More on integrations.
Does the no-backfill rule apply to calendar?
Not documented. Both troubleshooting entries concern email, and calendar has no sharing levels at all: it is connected or it is not.
Where we come in
We make the settings decision with you, once
This is a ten minute conversation that saves a year of regret, and almost nobody has it before connecting. We work through it with your team, set the exclusions, and write down what was decided and why.
- The sharing posture chosen deliberately, per person, before anyone connects
- An exclusion list built from your actual sensitive domains
- Meeting recording defaults set to match, which people forget
- The decision written down for whoever asks in a year
Free, no call required
The Day.ai migration checklist
Not ready to talk to anyone? Take this instead. One email, nothing else unless you ask for it.