Organization Groups

Organization Groups

Organization Groups: 

Organization Email Groups are email groups for internal communication from the employees of the organization to a specific department or group of employees, whose role is addressing the requirements of people within the same organization. 

Only the users within the organization would be able to send email to this Organization email accounts. This is ideal for functions like systemadmin, payroll, maintenance who need to interact only with the employees within the same organization. There are options to moderate/ reject emails which are generated outside the organization.

Ex: sysadmin@yourdomain.com, payroll@yourdomain.com.
The emails will be sent by employees from their official email addresses (user@yourdomain.com and so on)
The members of the group will be system administrators or payroll team members.

The administrators can choose to hold the emails from outside the domain for moderation, in case some employee sends emails from personal email accounts.  Hence based on your company policies, you can set up the emails to bounce back or to be held for moderator approval in such cases. 

Steps to Create Organization Groups:

  1. Login to www.zoho.com/mail as Administrator/ Super Administrator
  2. Click Settings icon >> Control Panel >> Groups
  3. Select 'Add Group'
  4. In the access level, select 'Organization' to create the Organization Group.
  5. Select 'Enable Streams', if you want to enable collaboration between the team members using Streams. 
  6. Provide the Group Name, Group email address and select the domain from the dropdown. 
  7. Provide a short description for the group.
  8. You can specify a moderator, based on the requirement. 
  9. If no moderator is selected, the Admin will have to take care of moderation of group emails, based on the settings. 

The administrator can customize the email delivery options, for emails that come from outside the organization. By default, if you do not specify a moderator, the emails to the group will be bounced back to the senders. The options available are to moderate the emails from outside the organization, where a moderator or administrator will review the emails and accept or reject them in the Advanced Settings. 

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. 

Customize Email delivery for an Organization Group for emails from External Accounts:

In general, an organization group directly accepts the emails from the members within the organization. When an email is from an email address, outside the organization, the administrator can choose to moderate or bounce such emails, based on the nature of the group and the organization requirements.

Bounce emails from external email accounts:

The instructions below help you to bounce/ reject emails from external email accounts to Organization Groups. You can use this if you are sure that important emails will not be generated from external (non-Organization) email accounts to this Organization Group Email account.

  1. Select the Group for which you want to change the Settings from the Groups page
  2. Select Advanced Tab to modify the email delivery settings.
  3. Select Bounce back emails, to reject the emails from external email accounts. 

Moderate emails from external email accounts:

You can set up moderation of emails sent to organization groups from external members. The administrator can choose to put the emails from external accounts in the 'Moderation Queue' for emails from external accounts sent to the organization groups. The administrator can choose moderators for the groups, who can review such emails to either accept the emails or reject the emails. 

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

When you choose the option to hold email for moderator approval, make sure that there are moderators added to the Group. In case there are no moderators, the administrators or the Super Administrators need to view and clear the emails in the moderation. 

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