Organization Settings

Organization Settings

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.  

Sync Org Contacts for EAS

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 or Global address book. 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. 

  1. Login to the Zoho Mail Control Panel.
  2. Click Control Panel, choose Organization Settings, and select General
  3. 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. 

​​Organization Spam Filtering

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.

Preferred Display Name and Email Format

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

'Catch All' 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 abc_d@yourdomain.com instead of abc.d@yourdomian.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 abc.d@yourdomain.com.

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. 

  1. Log in to https://www.zoho.com/mail
  2. Click Control Panel, select Org Settings, and choose Catch All
  3. Click Add Catch All
  4. Select the domain from the drop down
  5. 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. 

Notification Mail

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. 

  1. Log in to https://www.zoho.com/mail
  2. Click Control Panel, select Org Settings, and choose Notification
  3. Click Add Notification
  4. Select the domain from the drop down
  5. 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.

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