Zoho Mail - r-tel.net · Zoho CRM Integration. Zoho Projects and Docs Integrations • The Zoho...
Transcript of Zoho Mail - r-tel.net · Zoho CRM Integration. Zoho Projects and Docs Integrations • The Zoho...
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.
• 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
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 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.
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 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.
• 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
• 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
• 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
• Go to Settings
• Select the General tab
• Click on User Profile on the left panel
• Click on Edit Profile
• Select your 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
• 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
• 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
• 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
• 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
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.
• 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
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
• 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