Groups

Email groups or Distribution Lists

Groups or Distribution Lists are common email addresses, shared by a set of users for a common purpose. When an email is sent to the group account, a copy of the email gets delivered to the mailbox of all the members of the Group. You can decide who can send email to the group or streamline the emails that go through using Moderation Settings and Permissions. 

Types of Email Groups

Zoho Mail offers different types of groups to fulfill different requirements of an organization. A group can have multiple members and moderators. After getting added by a Zoho Mail admin, the moderators of a group can add new members.

Public Email Groups (B2B/ B2C)

Public email groups are generic email addresses that can be accessed by anyone inside or outside the organization. When a group is set to Everyone, it allows anyone to send an email to the group address. This kind of group is ideal for roles that involve external communication like HR, PR, marketing, support, and so on where the group email address has to be exposed externally so that anyone can contact and communicate with the organization. 

For example, say your company has a sales team where your prospects send their queries. Instead of giving out an email address of a single person, you can create a public group sales@zylker.com and add all your client team as members. Now, a copy of any emails sent to the group will be forwarded to all the members of the group.

Organization Email Groups (C2E / E2C)

Organization groups are ideal for internal communication between the employees within your organization. Only users who are part of your Zoho Mail organization can send emails to this group. You can use this group for functions like housekeeping, payroll management, or any other function that require organization-wide transmission.

For example, say you want your employees to communicate with anyone on the HR team for easier redressal management. You can create an organization group address redressal-hr@zylker.com. With it being an organization group, only emails from your employees will reach the group member's inbox.

Closed/ Private Email Groups (G2G)

Closed groups are meant for communication within the members of the group itself. If one is not a member of the group (even if they are part of the organization), then they can't send an email to this type of group. These groups are meant for communication within teams—for setting up alerts, brainstorming, etc. You can also choose to moderate/reject emails that were sent by non-members of the group.

For example, your company's marketing team might want to communicate within themselves to maintain a blog calendar and more. You can create a private group marketing@zylker.com and facilitate communication within the team without external disturbances. 

Moderated/ Restricted Email Groups (C2E)

If you want the emails sent to a group to be monitored by someone before getting delivered to the group, you can create a Restricted group. You can customize these groups to directly accept emails from moderators/ certain members, whereas all other emails will be moderated. Zoho Mail Admins and group Moderators can check the emails received by the group and make sure only the legit emails are sent to the member's inbox.

You can have more customized Groups with permissions to send emails on behalf of the group email address, to allow certain members to send emails without moderation, add external members, and so on under the group's Advanced Settings.

 

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Creating Groups

  1. Login to Zoho Mail Admin Console.
  2. Navigate to Groups in the left pane. All the groups you have created under your Organization in Zoho Mail will be listed.
  3. Click Create to add a new group. You will be taken to the Add Group page.
  4. Enter a group name and email address of your choice. You can also add a description and profile picture if you find it necessary.
  5. After giving in the necessary details, choose what kind of group you would like to create by picking Who can send emails to your group.  
    • Everyone — Public Group 
      • Anyone can send emails to the group.
      • All the emails will be delivered to all the group members. 
    • Organization Members — Organization group 
      • Only the members of the same organization can send emails to the group.
      • When others send emails to this group, the email can be moderated/ bounced to senders, based on the option chosen in the Email Moderation section.
    • Group Members — Private Group
      • Only the group members can send emails to the group.
      • When others send emails to this group, the email can be moderated/ bounced to senders, based on the option chosen in the Email Moderation section. 
    • Only Moderators — Restricted group
      • Only the group moderators can send emails directly to the group.
      • When others send emails to this group, the email will be moderated. However, the individual member/ moderator permissions can also be customized from the Members section. 
  6. You can also enable Zoho Mail's Streams for your Group by clicking Yes.
  7. Once done, click Proceed.
  8. You will be taken to the Add members page. Click + Add to select the members of your organization to be part of your group.
  9. Once done, click Create Group.

An email group with the provided details will be created.

Importing Groups

Import using CSV file

  1. Login to Zoho Mail Admin Console.
  2. Navigate to Groups in the left pane.
  3. Go to the Import option and select Import using CSV file
  4. On the CSV import page, click Import and upload the CSV file from your device.
  5. All the groups you have added to your CSV file will be displayed. If you want to import only a few specific groups, you can select them from the list.
  6. After selecting the groups, click Proceed.
  7. You can name your import for future references and click Start.

Import from GSuite

  1. Login to Zoho Mail Admin Console.
  2. Navigate to Groups in the left pane.
  3. Go to the Import option and select Import from GSuite and click Start Migration.
  4. On the GSuite import page, sign in to the GSuite account you wish to import from as an admin and click Proceed.
  5. You can map the domains in GSuite to the verified domains Zoho Mail and create groups directly.
  6. All the groups created with the verified domain under the GSuite account will be listed here. Selected the groups you wish to import and click Proceed.
  7. Provide a name for the import and click Start.

You can also choose to migrate the alias addresses of your group by checking Migrate email aliases along with group email address option.

Exporting Groups

  1. Login to Zoho Mail Admin Console.
  2. Navigate to Groups in the left pane.
  3. Go to the Export option and select Export all groups.
  4. By default, group details such as name, description, email address, alias addresses, access level, the total number of members, and so on will be exported. Although, this does not include the email addresses of your group members.
    • You can export your groups with members by checking the Export with members option. When you export with members, you can Export as multiple files with individual group details (ZIP) or Export as a single file with all group details (CSV).
    • You can also encrypt your download file by checking the Encrypt with password option and entering the password you would like to use for encryption.
  5. After selecting the options of your choice, click Export.

Once done, your export will be scheduled. Upon completion, you will receive an email with the download link of the export file.

Other Options

Filter Groups

You can filter the email listing from the Groups page. Click on the Filter option from the top menu to narrow down the groups listing based on:

  • Inactive groups
  • Groups awaiting moderation
  • Non-mail groups
  • Blocked groups
  • Domains

Delete Groups

You can either delete a single group or multiple groups from the Groups listing page. To delete a single group, hover over the group you want to delete and click the delete  icon.

You can delete multiple groups by selecting them and clicking the Delete button from the top menu.

Block/ Unblock groups

You can block the incoming and outgoing permissions of a group by selecting them and clicking Block. Similarly, select the groups with blocked incoming and outgoing permissions (you can also use the filter option "Blocked") from the listing and click Unblock from the top menu to allow outgoing and incoming emails of the group. 

Email Group settings

You can view, manage, and modify other preferences of your group from the Settings page. Refer to this page for detailed instructions.

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