Zoho Mail - r-tel.net · Zoho CRM Integration. Zoho Projects and Docs Integrations • The Zoho...

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Zoho Mail

Transcript of Zoho Mail - r-tel.net · Zoho CRM Integration. Zoho Projects and Docs Integrations • The Zoho...

Zoho Mail

The Features

StreamsBlending social media style into email

Email Sharing

Folder Sharing

Attachment Viewer

All Packed in a Stylish, Elegant Design

Associated Applications

Notes and Tasks applications

• The Tasks and Notes applications in Zoho Mail facilitate easy addition of these entities from within your mailbox.

• The Smart Create menu lets you add Tasks and Notes upon selection of a portion of text.

• These applications are also collaborative, which enables discussion over a particular Note/Task without burying the original content.

Notes and Tasks applications

• The Bookmarks app lets you access links, just like you would launch any other app.

• On selecting text that is in the form of a URL, you can add it to the Bookmarks application.

• The inbuilt calendar application syncs your events and maintains a central repository of your schedule.

• Sync various group calendars, personal and work calendars.

Calendar and Bookmarks applications

Integrations with Zoho Mail

Zoho CRM Integration

• Quickly add your email contacts to Zoho CRM.

• Lookup contacts from your CRM account while composing emails.

• Associate Tasks/Notes with CRM contacts once you've added them.

Zoho CRM Integration

Zoho Projects and Docs Integrations

• The Zoho Tasks application directly syncs with Zoho Projects.

• Tasks added from emails are added to Project portals.

• They can further be edited from the Zoho Projects menu under the Tasks application.

Zoho Projects Zoho Docs

• Attachments from Zoho Docs can directly be attached to emails.

• They can either be attached as entire files or as attachment links.

• Permissions for the documents can be set based on requirement.

Zapier Integration

• Zoho Mail is integrated with Zapier, a third party application that links any two web applications of your choice.

• Sign up for Zapier, pick Zoho Mail and any other application of your choice.

• Set up a trigger and an action and leave it to Zapier to automate your chores.

Email Scheduling and Reminders

Scheduling and Recurring emails

• Schedule your emails to be sent at a specific time.

• Compose an email, click the schedule icon, set a time and hit send.

• The email will be sent at the chosen time, with nil intervention of yours.

• Similarly, you can also set a recurrence pattern for emails that have to be sent at regular intervals.

Email scheduling

Email Reminders

• Make sure your sent emails are followed up on with the 'Remind Me' feature.

• Compose your email, click the 'Remind Me' icon, set your preferences, and hit Send.

• Also, set reminders for emails that you've received based on the response criteria.

Email Reminders

Email Hosting with Zoho Mail - The process

Email Setup Process

• If you already own a domain, you can add it to your Zoho Mail account.

• If not, you can buy a new domain from us, in the Control Panel section.

Adding/Buying a Domain

• The domain that you've added needs to be verified to ensure that it's valid and that you have the required privileges for that domain.

• Click Control Panel >> Domains. Click the Validate icon across the respective domain.

• Verify your domain using the CNAME/TXT/HTML method in a few simple steps.

Verifying your Domain

Domain Verification

• Once your domain is verified, you can add users in the User Details section from the Control Panel.

• User addition can either be done manually or by importing a .csv file.

• After adding users, group creation can be done from the Groups menu in the Control Panel.

Adding Users and Groups

• MX Records are those that designate recipient email servers for your domain.

• Without configuring MX Records for your domain, you will not receive emails in your Zoho Mail account.

• You can add the MX Records from the DNS Manager/DNS Control Panel in your domain registrar's web portal.

Configure MX Records

• Under the MX Records option, add the following entries respective to each column.

Configure MX Records

• Zoho Mail offers a simple migration procedure from your existing email service provider.

• IMAP migration is highly recommended as it retains the folder details and email states, if the emails are available on the server.

• If the emails are not available on the server, you can download the Migration wizard and migrate your emails using Exchange/Outlook/EML/Active Directory migration.

Email Migration

• Aliases are like nicknames for your email address. Ex: [email protected], [email protected]

• Create multiple aliases.

• Send and receive email from your alias.

• Use Cases -• Multiple handles for multiple email requirements.• Disposable email addresses. • Multiple departments, multiple domains etc.

Email Aliases

• From the control panel, choose 'User Details'.

• Select a User.

• Choose 'Mail Accounts' from the option bar on top.

• Add new aliases under the 'Mailbox Alias' option.

Email Aliases

Email Aliases

Setting up Timezone and Language Preferences

• Go to Settings

• Select the General Tab.

• Click on Timezone/Date Format on the left panel

• Set your Timezone & Date and hit Save

• Use case - Jetsetters?

Timezone

Timezone

• Go to Settings

• Select the General tab

• Click on User Profile on the left panel

• Click on Edit Profile

• Select your Language

Language

Language

• Navigate to 'Settings'

• Select Access old version for >> General settings

• Under personalize, click 'Send Mail As'

• Set your custom display name and your default 'From' address, in case, you have multiple accounts configured.

Display Name

Display Name

Setting up Organization Wide Settings

• Log in to your account.

• Click Control Panel >> Mail Administration >> Org Settings.

• In this section, you can define organization wide preferences such as Anti-Spam policies, Domain Disclaimers, Catch All addresses, Spam processing type etc.

Organization Settings

Organization Settings

Creating Groups & Group Emails

• Create common group addresses & add users.

• Ex: [email protected], [email protected].

• Restrictions for certain teams.

• Set access level to moderate the content sent to groups.

• Don't let employees use your business emails to spam people!

Groups

Groups

• Everyone / Public • Anyone can send email - hr, support,

sales

• Organization Members• Only org members can email - Internal

discussions

• Group Members • Private to the group - Closed

discussions

• Only Moderators• Moderate all incoming• California only, Texas only, can't spam

everybody

Groups - Access Level

Establishing Email Policies

• Limit the number of emails sent/day

• Limit the size of attachments & emails you can send or receive

• Create multiple email policies

• Assign different policies for individual users

• Use case - Financial & banking institutions, Full-time vs. Contractors

Email Policies

Email Policies

• Click on Mail Accounts to assign a policy to individual users

Email Policies

IP Restrictions

• IP Restrictions can be set up for an additional layer of security.

• By setting this up, you allow users to login only from the defined IP range.

• The restrictions can be user based, policy based or role based.

• Navigate to User Details, select the user and set the IP range.

TFA & Security

• Two Factor Authentication & Password

policies

• IP based access restrictions

• Provide or Restrict POP/ IMAP/ Active Sync

Security & Privacy Access and Authentication

60

o Think ATM + PIN

o Log in with your Username & Password

o You will be prompted to enter a secure code

o Secure code is generated through SMS/ Voice call/ a mobile app linked with the account (Google Authenticator)

o Enter the code to access your account

How does Two Factor Authentication (TFA) Work?

• Login to your account as an administrator

• Click Control Panel >> Dashboard >> Two Factor Authentication

• Select 'On' to enable TFA for all users in the organization

Two Factor Authentication

You can also enable/disable TFA for specific Users:• Login to your account as an administrator

• Click Control Panel >> User Details>> Select any User

• Select Two Factor Authentication

• Enable/Disable TFA for this User

Or...

Two Factor Authentication

• App Specific Passwords are an additional layer of security

• They are necessary only when Two Factor Authentication is enabled

• These passwords are needed while accessing an account via POP/IMAP or ActiveSync

App Specific Passwords

• Login to your account (User or Admin)

• From the options on the top right corner, click My Account

• Select Two Factor Authentication >> Manage Application specific passwords

• Enter your device name and current account password and click Generate

App Specific Passwords

App Specific Passwords

App Specific Passwords

Configuring POP/IMAP & Active Mobile Sync

First Enable POP Access• Log in to your account

• Click Settings >> Mail >> Email Forwarding POP and IMAP

• Under POP Access Enable your account • Enable POP access for all emails in the account. • Enable from now on – For emails that arrive from the time you enable POP

access.

• Click Save

POP Access

• Configure your Zoho Mail Account in any standard POP client

• Please note - If TFA is enabled, you will need an app specific password

POP Access

First Enable IMAP Access• Log in to your account

• Click Settings >> Mail >> Email Forwarding POP and IMAP

• Configure the Expunge Settings and the Folder View settings

• Click Save

IMAP Access

• Configure your Zoho Mail Account in any standard IMAP client

• Please note - If TFA is enabled, you will need an app specific password

IMAP Access

You can configure the specific folders you want to sync with IMAP

• Login to your account

• Click Settings >> Mail >> Email Forwarding / POP and IMAP

• Under the IMAP access section, Click 'View or change Folders'

• Select the folders that you would like to sync with your IMAP clients

IMAP Access

You can configure the specific folders you want to sync with IMAP

IMAP Access

• Mobile - Exchange - Active Sync

• Syncing contacts, calendar and emails

• Remember single configuration: msync.zoho.com

• Sync your contacts for contacts to show up in mobile email

• When you add an event to your calendar, you'll receive a reminder in your mobile, if you have sync set up in your device

Exchange Mobile Active Sync

• You can configure your external accounts in Zoho Mail as POP accounts.

• This lets you manage several accounts from the same window.

• Go to Settings >> Access Old version for >> General Settings.

• Under the 'Mail Accounts' section, select 'Add POP3 Account'.

• Enter the required details and 'Test the account'.

Adding external POP Accounts

Adding external POP Accounts