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Groups

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Groups: 

Groups or Distribution Lists are common email addresses, which are shared by a set of people. The members of the Group, receive the emails that are sent to the Group Email address. The groups can be created as one of the below types: 


 

  • Public Groups - Any one can send an email to this group. Ideal for support, contact, info email aliases, which can receive email from anyone, within or outside the organization. 
  • Organization Groups - Only organization members can send emails to this group. Ideal for payroll, ithelpdesk aliases, which provide assistance to members of the same organization. 
  • Private Groups - Only the members of the same group can send emails to this group. Ideal for internal team, aliases for communication within the same team of members. 
  • Moderated Groups - All the emails to this group will be moderated. Unless the admin or moderator approves the email, the email will not be delivered to the group. This is ideal for hrcommunication or orgwide email aliases, which are used to communicate to entire organization members. Adding moderation to the groups will give a control, where the moderator or admin can reject the emails which do not suit the entire audience. 

 


The detailed instructions to set up the groups and the options available in each of the groups are listed below.  You can use Advanced Group settings to manage some common settings for each group.


Public Groups:

Public Groups or Generic groups are the email groups, which can receive emails from anyone inside or external to the Organization without any restrictions. These email accounts are generally used for communication with the external world. 


Steps to create Public Group:

  1. Login to mail.zoho.com as Administrator/ Super Administrator
  2. Click Control Panel >> Groups
  3. Click Create New Group
  4. Select Public Group in the type
  5. Provide the Group Name and Email Address. 
  6. Select the domain, in which you want the group to be created. 


A public group is generally not moderated and all emails from any user in the internet are delivered to the members of the Group directly. 



Organization Groups: 


Organization Groups or Internal Groups are the email groups, which can receive emails from anyone inside the Organization. By default, if anyone outside the Organization sends an email to this Group, the email will be held for Moderation. 


Steps to Create Organization Groups:

  1. Login to mail.zoho.com as Administrator/ Super Administrator
  2. Click Control Panel >> Groups
  3. Click Create New Group
  4. Select Organization Group in the type
  5. Provide the Group Name and Email Address. 
  6. Select the domain, in which you want the group to be created. 
  7. Add a moderator, based on the requirement. 
  8. If no moderator is selected, the Admin will have to take care of moderation


The setting can be set to reject the emails from outside the organization, in which case the emails from external email address will be bounced back to the senders. You can choose to bounce the external emails, in the Advanced Settings of the Groups. 


Steps to change the email delivery settings for an Organization Group:

The instructions below help you to bounce emails from non-Organization members to Organization Groups. You can use this if you are sure that your users or others will not send important emails, from non-Organization email accounts to this Group email address.


To bounce messages from non-Org Users:

  1. Select the Group for which you want to change the Settings from the Groups page
  2. Click Advanced Tab 
  3. Select Bounce back messages, if others send email to the group. 


To moderate messages from non-Org Users:


The instructions below help you to set up an Organization Group, with moderation setting. When users outside the Organization, send an email to the Group, the email will be held for moderator approval, and will be delivered or bounced based on the moderator’s decision. 

  1. Select the Group for which you want to change the Settings from the Groups page
  2. Click Advanced Tab 
  3. Select Hold mails for moderator approval, if others send email to the group. 


Private Groups:


Private Groups or Limited Groups are the email groups, which can receive emails only from the members of the same group. When an email arrives from anyone, who is not a part of the Group, the Super Administrator or Administrator will hold the email for moderation.


Steps to Create Private Groups:

  1. Login to mail.zoho.com as Administrator/ Super Administrator
  2. Click Control Panel >> Groups
  3. Click Create New Group
  4. Select Private Group in the type
  5. Provide the Group Name and Email Address. 
  6. Select the domain, in which you want the group to be created. 
  7. Add a moderator, based on the requirement. 
  8. If no moderator is selected, the Admin will have to take care of moderation
  9. Even the other members of the Organization will not be able to directly send emails to the group. 

You can also choose to bounce the external emails in the Advanced Settings of the group. 


Steps to change the Delivery settings for a Private Group:


The instructions below help you to bounce emails from non-members to Private Groups. You can use this if you are sure that your users or others will not send important emails, from non-member email accounts to this Group email address.


To bounce messages from non-members:

  1. Select the Group for which you want to change the Settings from the Groups page
  2. Click Advanced Tab 
  3.  Select Bounce back messages, if others send email to the group. 


To moderate messages from non-members:


The instructions below help you to set up an Closed Private Group, with moderation setting. When users outside the Group, send an email to the Group, the email will be held for moderator approval, and will be delivered to the Group or bounced back to the sender based on the moderator’s decision. 

  1. Select the Group for which you want to change the Settings from the Groups page
  2. Click Advanced Tab 
  3. Select Hold mails for moderator approval, if others send email to the group. 


Moderated/ Restricted Groups:

Restricted Groups are those groups, in which any email will be held for moderator approval. The emails will be held for approval, even if the sender is a member or moderator of the same group. This can however be overridden by modifying the Individual member settings. 


Advanced Group Settings: 

Zoho Mail Groups can have advanced settings with which you can customize the Groups already created. 

Delivery Settings: 

You can decide the action when a non-permitted member sends an email to the Group. If the Group level is set to Organization or Private Group, when an email arrives from other than the permitted senders, the emails to the Group can be bounced or listed for moderation. When an email is listed for moderation, the moderator of the Group will receive an email notification regarding the email. 

Steps to allow emails from specific member to Group without moderation:

  1. Select the Group for which you want to modify the delivery Settings. 
  2. Select Members >> Edit the settings for the particular member
  3. Select Allow from the drop down, for ‘Send to Group’ option
  4. Select Save to save the changes.
  5. Repeat the previous steps for the members for whom you want to allow sending to Group.

Group Email Address as Individual Alias:

Some of the Group Email Addresses need to be used as an email alias by the members of the Group, for sending emails. In such cases, you can select the ‘Add the Group Email Address as an alias for all the members’ to add it as an alias to all the members of the Group. 

Steps to Add Group Email Address as Alias to all members of the Group:

  1. Select the Group for which you want to modify the Settings. 
  2. Click Advanced
  3. Select Allow members to send email on behalf of the Group
  4. Select Save to save the changes

All the members will then have the Group email address as one of their From Addresses, which they will be able to choose when composing a new email. When a user replies to an email sent to the Group, the From address is automatically set as the Group address, if the user has the Group email address as an alias. 

Steps to Add Group Email Address as Alias to selective members of the Group:

  1. Select the Group for which you want to modify the Settings. 
  2. Select Members >> Edit the settings for the particular member
  3. Select Allow from the drop down, for ‘Send as Group’ option
  4. Select Save to save the changes
  5. Repeat the previous steps for the members for whom you want to allow sending as Group.





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