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Zoho Team Inbox

Zoho Team Inbox is a shared inbox tool that helps teams collaborate better. Direct your group emails to Zoho Team Inbox and make them accessible to the entire team in one collaborative space. Connect with your team right from your inbox and conduct behind-the-screen discussions always to send appropriate replies. Optimize work distribution efficiently and stay on the same page with your teammates.

Understanding teams

Creating a team in Zoho Team Inbox is simple. Once you have created your organization, you can start creating teams. Teams are separate spaces for groups of people to have conversations.

For example, if your marketing team communicates with customers and other teams internally through email, you can put all the marketers under a team in Zoho Team Inbox. This will create shared inboxes for every group email address they use. Now they will be able to receive and send messages from these inboxes—all from a single place.

Users can be members of multiple teams with a definite role (as admin, member, etc.) in each team.

Teams help your organization in the following ways:

When conversations are separated among groups, it makes it easy for you to focus on specific topics. It also makes it easier to find important information from a particular conversation. As people are added to teams, they will receive relevant messages, and their inboxes will not be cluttered with irrelevant messages. However, if you want to include someone from another team in a conversation, you can mention them in the comments section of the related thread.

Team members can have different roles depending on the team. This means that each team can have admins, and these admins can be regular members of other teams or the organization.

When a new member joins a team, they will be able to see all the conversations that happened before they joined. This will help them understand the context of the messages and quickly get started with their work.

Creating Teams in Zoho Team Inbox

With Zoho Team Inbox, you can create and manage multiple teams within one organization. Group people under teams and create inboxes specific to the team. Users can belong and work in multiple teams with different roles.

Zoho Team Inbox
  • Create team. Any user with Admin or Moderator privilege in the organization only can create teams.
  • Login to Zoho Team Inbox and click the Plus icon in the top right corner in the left pane.
  • Select Create team.
  • Enter a name and description for your team.
  • Turn on this option if you want to add the ‘To’ address of every outgoing message as a contact under this team.
  • Click Next.
  • Add people to work in your team. If you want to add members who are already added to the organization, you can select them from the list of users.
  • If you want to invite new users, enter their email addresses and click  Invite. These users will be sent an invitation email and added to the team once they’ve accepted the invite.
  • You can also import users from otherZoho groups that you’ve created. Click Import users
  • All the groups you have admin or moderator permission for will be listed. Choose from the groups and click.
  • Import.
  • By default, the users you’ve added will have a “Member” role for this team. You can change roles anytime from team settings.
  • Click Create.
  • After creating a team, add inboxes so you can start receiving messages. The team will be listed in the left pane—click it to view all the messages received in the inboxes created under this team.

Managing teams

You can manage your team settings and access team functionality with admin permissions. Add or remove users, change their roles, and edit rules and signatures. You can also create new inboxes from the team settings.

Changing user roles

  • Login to Zoho Team Inbox.
  • Mouse over your team from the left pane, click the More icon and click Manage team. You can also reach here by clicking Settings under User profile.
  • Click the Members tab. You can see the list of members with their roles mentioned above them.
  • Click on any user to select the desired role from the drop-down menu in the right corner.

Note: There should be at least one admin for a team.

Adding users to the team

  • Login to Zoho Team Inbox.
  • From the left pane, mouse over the team to which you want to add users, click the More icon and click Manage team. You can also reach here by clicking Settings under User profile.
  • Select the Members tab and click Add members.
  • Enter the email address of the users you want to invite and click invite. These users will be sent an invitation email and added to the team once they’ve accepted the invite.
  • If you want to add members who are already added to the organization, you can select them from the list of users.
  • You can also import users from other Zoho groups that you’ve created. Click Import Users and all the groups for which you have admin or moderator permission will be listed. Choose from the groups and click Import.
  • You can set their role in the team as you select the users from the drop-down menu next to each user. The role you set here will apply only to this team.
  • The users will thus be added to your team. If you want to remove any user from the team, click on the Remove icon next to them.

Editing rules

  • Login to Zoho Team Inbox.
  • Mouse over your team from the left pane, click the More icon and click Manage team. You can also reach here by clicking Settings under User profile.
  • Select the Rules tab. You can see a list of the rules created for the team.
  • Click the rule you want to edit and make the desired changes.
  • Click Save Changes.
  • You can disable or delete a rule from the list view.

Editing signatures

  • Login to Zoho Team Inbox.
  • Mouse over your team from the left pane, click the More icon and click Manage team. You can also reach here by clicking Settings under User profile.
  • Select the Signatures tab. You can see a list of the signatures created for the team.
  • Click the signature you want to edit and make the desired changes.
  • Click Save Changes.
  • You can delete a signature from the list view.

Editing tags

  • Login to Zoho Team Inbox.
  • Mouse over your team from the left pane, click the More icon and click Manage team. You can also reach here by clicking Settings under User profile.
  • Select the Tags tab. You can see a list of the tags created for the team.
  • Click the tag you want to edit and make the desired changes.
  • Click Save Changes.
  • You can delete a tag from the list view.

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