Organization Settings for Email
The administrator can control Organization-wide parameters under Organization Settings. The organization-wide Outgoing Email Settings, like adding a Domain Disclaimer and Domain Keys, are also available under organization settings.
When users or groups are created in an organization, their email addresses and details in their Exchange account are automatically added to the organization contacts. Admin can choose whether to sync these organization contacts when the account is configured via Exchange Active Sync protocol in mobile devices or Outlook 2013 & above. Those email addresses will automatically appear in the autofill and their address book when the users compose emails.
When the user contacts are synced using Active Sync, the organization contacts can also be synced to the devices. The administrator can choose to enable or disable the Organizations Contacts sync for mobile active sync in the section.
- Login to the Zoho Mail Control Panel.
- Click Control Panel, choose Organization Settings, and select General
- Select Enable/ Disable across Sync Org Contacts for EAS to sync organization contacts to the mobile devices of users.
The organization contacts or the global address book will be available for the mobile devices contacts for the users if the setting is enabled. Else the users will be able to sync only the personal contacts using mobile Exchange Active Sync.
The Spam filters in Zoho Mail analyze the emails at various levels. There are some universal blacklists, based on which certain IP addresses, content are all classified as spam. An email can be classified as spam if it arrives from a blacklisted IP address or appears like a spoofed email domain, the content of the email matches Phishing or Spam patterns. These are done to ensure the security of your account and to fight spam.
However, the administrator can choose the level of Spam filtering required for the entire organization. There are different levels of Spam Control options, available to choose from. The Spam classification can be completely turned off or set to other intermediate levels.
- Off - Spam filtering is turned off for all the users of the organization and all the emails will be delivered to the inbox folder.
- Content only - The email content alone will be processed for spam. The originating IP address or the senders will not be processed for spam. Also, the SPF validation will not be done and the Spam filtering will be done only based on the content of the emails. The email will be moved to spam, only if the content is considered spam. The mail content will not be checked for Spam.
- Sender only - The email sender or domain or the originating IP will be checked in the custom blacklists of our Anti-spam filters and based on that, the email will be classified as spam or not spam. In this case, even if SPF fails for the sender, the email will be marked as not spam.
- Sender and Headers - The emails will be classified as spam based on sender, SPF/ Domain key validation and based on the data in the email headers and the IP address blacklist will be checked. The mail content will not be checked for spam.
- Complete - The emails will be processed for spam, as per the normal routines and the emails will be classified as spam or not spam by our spam filters.
Select the preferred option from the listing, and click Save.
In the Organization Settings, you can choose the preferred format for displaying a user's name and the format in which you would want the email address to be created.
Name Display Format:
- If you want the First name to be displayed followed by the Last name, select the First Name, Last Name option.
- If you want the Last name to be displayed followed by the First name, select the Last Name, First Name option.
Select one of the available options, and click Save.
The names of your organization's users will be displayed in the preferred order in the User Details section.
Preferred Email Format:
When you enter the First Name and Last Name in the User Details section, an email address will get auto-populated in the email address field based on the preferred format.
This format will also be taken into account if you're importing user details into your organization account. If the First name and Last Name fields are given, but the Username field is not given, an email address will be created for each user based on the given format.
Go to Org Settings > General > Preferred Email Format, and make the preferred selection for the three fields from the dropdown lists, and click Save.
Catch-All email account refers to a common account or mailbox that, as the name suggests, catches all the emails sent to non-existing email address of the domain. Generally, a catch-all account can be used to not miss the emails that have misspelled recipient email addresses. When configured, the emails sent to any wrong email address related to the domain, will not be bounced back. Even the emails addresses to 'non-existing' or 'invalid' email addresses of the domain will be delivered to the 'Catch All' account configured. ‘Catch All’ further helps to discourage spam emails sent using brute force method to classify the valid and invalid mail addresses of a domain by tracking the emails delivered and bounced back.
For example, if a mail is addressed to firstname.lastname@example.org instead of email@example.com, the email will not get bounced. It will be delivered to the catch-all mailbox. The administrator or the catch-all account user can easily validate and route the mail to firstname.lastname@example.org.
Steps to configure ‘Catch All’ Mail Address:
You can configure an existing account as Catch All in Zoho Mail. If you want to use an exclusive account, create an account from the User details section and proceed with the steps below.
- Log in to https://www.zoho.com/mail
- Click Control Panel, select Org Settings, and choose Catch All
- Click Add Catch All
- Select the domain from the drop-down
- Provide the organizational account which you want to add as Catch All address.
If you have multiple domains, repeat the steps for each domain. You can configure the same account as a catch-all for all domains.
By default, any alerts from the server related to the organization are sent to the Super Admin account registered with Zoho. In an enterprise setup, there might be a requirement for the alerts to be transmitted to a different email address without changing the Super Admin account. This can be configured in this section.
You can configure different email addresses for each domain's notification.
Steps to configure ‘Notification’ Mail Address:
To configure an email address as 'Notification' email address, you should have already set it up as a domain based account in Zoho Mail.
- Log in to https://www.zoho.com/mail
- Click Control Panel, select Org Settings, and choose Notification
- Click Add Notification
- Select the domain from the drop down
- Provide the organization account which you want to add as Notification address.
If you have multiple domains, you need to repeat the same steps for all the domains, since notification can be domain specific. You can also set the same account as Notification email address for all the domains. If no notification email address is specified, the notification emails are sent to Super Admin email address by default.
When a new user is added to your organization, the Admin or Super Admin can configure a customized welcome email which will be sent to each user. The template for this email can be edited in the Control Panel.
- Log in to https://www.zoho.com/mail
- Click Control Panel, select Org Settings, and locate the Welcome Mail Template option.
- Enter the template and format it according to your necessities, and click Save.
The email content that you enter here will be sent as a welcome email to all new users.
This feature will be available only for organizations that are using one of our paid plans.
If there are multiple suspicious logins for a particular account, you can choose to send an alert to the respective users. Go to the Organization Settings menu in the Zoho Mail Control Panel and turn on or turn off the suspicious login alerts option. This feature will be available only for organizations that are using one of our paid plans.
Secure/ Multipurpose Internet Mail Extensions (S/MIME) provides authenticity and protection to your emails in the form of digital signatures and email content encryption. S/MIME is based on asymmetric cryptography and uses public and private keys in order to digitally sign or encrypt emails.
Digital Signature - The email sent by a user is digitally signed with the user's private key. It provides authenticity to your emails by proving ownership.
Email Encryption - The content of the emails is encrypted using the user's public key thus ensuring that the email is only read by authorized personnel equipped with your public key.
- Login to Zoho Mail Control Panel.
- Navigate to Control Panel >> Organization Settings >> General
- Use the S/MIME ON/OFF toggle to enable S/MIME for your organization.
S/MIME will be enabled for your organization. You can check the Allow users to upload their own certificates box next to the toggle if you want your users to upload their own certificates.
Adding User-specific certificates
Admins and Super Admin can add S/MIME certificates for users from the Control Panel.
- Login to mailadmin.zoho.com
- Navigate to Control Panel >> Mail Accounts
- From the user list, click on the user for whom you want to upload certificates.
- Under the S/MIME section, click on the Add to upload a certificate for the user.
- Select the associated email address from the drop-down, upload the certificate and enter the password.
- Click Upload.
The selected certificate will be uploaded for the specified email address of the user. A total of 5 certificates can be upload for one particular email address. One of which is active at any given time.
The S/MIME feature will be available only for organizations that are using the Workplace Professional plan or the Mail Premium plan.
Any integrations or extensions that are available for the organization members to use can be viewed in the Control Panel. From the listed applications, the organization administrator can choose to turn on or off specific applications. Follow the below steps to turn on or turn off applications.
- Login to mailadmin.zoho.com
- Navigate to the Org Settings menu, and go to the Integrations and Extensions tab.
- You can select whether you want to allow users to configure extensions and submit the listing by turning on or turning off the Allow users to configure extensions option.
- All the applications that have already been configured will be listed here. You can turn on or turn off the respective applications.
- The applications that have been turned on will be available to the users in their accounts.
The Org apps section under the Integrations and Extensions section lists all the applications submitted by your organization members. You can approve the submitted app if you want it to be available for your users to install it. You can reject the app if you do not want it available for your users. You can click on Approve or Reject button next to the relevant application under the Actions column. Once approved, you can also revoke the permission of the app by clicking on the Revoke button.
This section lets you manage the marketplace apps. You can apply one of the following options for the marketplace apps:
- Users should not install marketplace apps
- Users can install any of the apps
- Users can only install whitelisted apps
You can whitelist a marketplace app by clicking on the Add apps to whitelist button. Select the apps you wish to whitelist and click Add to whitelist.