Private/ Closed Groups

Private Groups: 

Private Groups or Closed Groups are the email groups, which can receive emails only from the members of the same group. This is intended for internal team communication, for setting up alerts, brainstorming within teams etc. There are options to moderate/ reject emails which are generated outside the group. Ex: myteam@yourdomain.com, gamers@yourdomain.com, writers@yourdomain.com. By default, if anyone outside the group sends an email to this Group, the email will be held for Moderation. 

The examples for such groups are functional groups, which are formed for discussion within similar peers. Ex: management@yourdomain.com, yourteam@yourdomain.com can be an private Groups. This email address can be used for communication within the Group.

Steps to Create Private Groups:

  1. Login to www.zoho.com/mail as Administrator/ Super Administrator
  2. Click the Settings icon >> Control Panel >> Groups
  3. Click 'Add Group' link in the top to create a new group
  4. In the access level select 'Only the members of the group' to create a Private group
  5. Provide the group name, short description and the desired email address for the domain. 
  6. Choose a moderator for the group, based on the requirement. 
  7. In case no moderators are chosen, the administrator needs to take care of the moderation. 

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

The setting can be set to reject the emails from others, in which case the emails from non members will be bounced back to the senders. You can choose to bounce them, in the Advanced Settings of the Groups. 

Email delivery settings for a Private Group:

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

Bounce emails from non-Group members:

  1. Login to www.zoho.com/mail as Administrator
  2. Click Settings icon >> Control Panel >> Groups
  3. Select the Group and navigate to the Advanced Settings in the Group
  4. In the Email Moderation options for the group, Select Bounce back messages, if others send email to the group. 

When you choose this option, even the emails from the same organization but not the members of the organization, may also be bounced. 

Moderate emails from non-Group Users (External 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. Login to www.zoho.com/mail as Administrator
  2. Click Settings icon >> Control Panel >> Groups
  3. Select the Group and navigate to the Advanced Settings in the Group
  4. In the Email Moderation options for the group, 'Select Hold mails for moderator approval'. 

In case you select the option to 'Hold emails for moderator approval', but the group does not have any active moderators, the Admin/ Super Admin should only moderate the emails for the group. 

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