Guide

Projects

Work in organizations and teams you own or join — mail, members, and invites.

What this guide covers

Projects is where shared work lives — organizations you own or join, teams inside them, members, and mail that belongs to those spaces. Personal inbox habits stay in Mail. Why those worlds stay separate is in Scopes.

New to the sidebar? Start with Getting started.

Organization mail storage

Each organization has a separate mail storage allowance determined by its owner's current plan.

  • Free — 500MB per organization
  • Pro — 5GB per organization
  • Team — 20GB per organization
  • Scale — 50GB per organization

Mail sent or received through an organization address uses organization storage. Outgoing mail appears in the organization's Sent view. Mail sent personally to an organization or team also uses personal storage for the sender's Sent copy and each recipient's Inbox copy.

Within one organization, a message and its attachments count once, including when the same message appears in multiple team feeds or is shared from a personal mailbox. Archiving or moving mail to trash keeps that storage in use. Permanently removing the final organization copy releases it.

Owners can check usage in Settings → their organization → Mail → Mail storage. When the allowance is full, free up space or upgrade the owner's plan to store more mail. A downgrade keeps existing mail and blocks additional storage above the new limit.

Two ways projects show up

The sidebar splits spaces you own from spaces someone invited you into. The tools inside are the same; responsibility and placement differ.

  • Your projects

    Organizations you own. Create one when you need a shared container for company or studio work, then add teams underneath.

  • Shared with you

    Organizations you joined by invitation. Same Overview, Mails, Shared Mails, Members, and teams — listed under Shared with you, not under Your projects.

Your projects and Shared with you — spaces you own above, invited spaces below. Overview and teams sit under each organization.

Organizations

An organization is the company or studio container. Create one when shared mail and membership need a home above any single team. In the sidebar it shows Overview, then the teams underneath. Inside Overview you switch between Mails, Shared Mails, and Members.

  • Overview

    The organization home in the sidebar. Open it to work in the org’s space — Mails, Shared Mails, and Members live inside this view, not as separate sidebar roots.

  • Mails

    Inside Overview: conversations sent in the organization’s scope — mail written for the org rather than brought in from someone’s personal mailbox.

  • Shared Mails

    Personal mail that a member chose to share with the organization. It appears here for people with access; the original stays in the sharer’s mailbox.

  • Members

    Inside Overview: everyone in the organization, their roles, and who can be invited.

  • Teams

    Listed under the organization in the sidebar. Each team is its own project space for a slice of the work.

Organization Overview — Mails for org-scoped conversations, with Shared Mails and Members in the toolbar.

Teams

A team is a project space inside an organization. Open one when the work has its own crew and threads. Inside a team you use Mails, Shared Mails, and Members the same way as at the organization level — scoped to that team.

  • Mails

    Conversations sent in this team’s scope. Use it when the thread belongs to the team, rather than to one person’s inbox.

  • Shared Mails

    Personal mail someone brought into this team for its members to see, separate from mail sent as team work.

  • Members

    Who’s on the team. Invite people in, see who’s already here, and manage access for that space.

Sharing existing mail with an organization or team

If a personal message is relevant to shared work, share it with an organization or a team. Sent and received personal mail can be brought into a project space. People who can access that space find it under Shared Mails. Sharing gives those people access to the message; it does not send the email again or change its original send scope.

This is different from composing a new message in an organization or team, which appears under Mails. If you unshare a message, it disappears from that space without deleting the original from your mailbox or other spaces where you shared it.

An organization's settings decide which roles can share mail with the whole organization. Access to a team and its shared mail depends on team membership and the organization's open team access setting. For the broader distinction between sending and sharing, see Scopes.

Comments let members discuss a shared message within its organization or team. For who can see the discussion and how to choose a shared space, read the Collaboration guide.

Day to day in Projects

Once the space exists, most of the work is opening the right place, writing from that space, sharing useful context, and keeping membership clear.

  1. 01

    Open the right space

    Pick the organization or team that owns the work, then use Mails there — not personal Inbox — for those threads.

  2. 02

    Compose from that space

    Open compose and pick the organization or team in Space so the message lands where people expect it. Who it’s for and who it’s from stay in the same window. The full model is in Scopes.

  3. 03

    Share relevant mail

    Bring an existing personal message into the organization or team when others need its context. Find it later under Shared Mails, separate from mail composed for that space.

  4. 04

    Invite and set roles

    Bring people in from Members. Roles decide who can invite, manage, or act inside that space — the authorization principles are in Security.

How roles and sessions are enforced is in Security. Ownership and leaving an account that still owns organizations is in Accounts.

Members — who’s in the space, roles, and Manage access when you need to invite or change permissions.

Invite people to your organization

Open the organization’s Overview and choose Invite in the toolbar. Search for someone by their Outdraft ID or email address, select the role they should join with, then use the invite button beside their name. The roles you can assign depend on your own access.

A dotted check marks an invitation that has already been sent. Open Pending to review invitations or cancel one before it is accepted. Once someone accepts, they appear in Members and the organization appears under Shared with you in their sidebar.

Choose a role before inviting someone. Pending invitations and existing members have their own status icons.

Configure roles and permissions

Open Settings, select your organization under Projects, and find Roles & permissions. Choose an existing role or use New role to create one when your plan and permissions allow it. The owner has full access; delegated role managers can work within their own permissions and the roles they are allowed to manage.

Use Display to set the role’s name and appearance, and Permissions to choose what it can do. Team permissions can apply to all teams, the teams a member belongs to, or selected teams where available. People shows assigned members, and History records role changes. Role settings save automatically; assigning a role to a member is a separate step below.

Organization settings — configure a role’s permissions before assigning it to members.

Assign roles

In Members, choose Manage access to enter Editing access mode. Use the role picker beside a member to choose an available role. Roles determine what that person can do in the organization; the available choices follow your permissions and the organization’s role settings.

Choose Save changes to apply your edits, or Cancel to discard them. Save stays disabled until something changes. Your own role and the owner’s role cannot be changed from this list.

Members in Editing access mode — assign roles, then save your changes.

When to stay in Mail

If the conversation is yours alone — outside contacts, personal follow-ups, anything that shouldn’t sit in a shared org or team list — use Mail. Switch to Projects when the thread should live with the group that owns the work.

Read next

Continue with Scopes or Accounts.