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Cloud Contact Center Software for businesses.

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Digital signature app for businesses.

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Build online forms for every business need.

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Bigin

Simple CRM for small businesses moving from spreadsheets.

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Live chat app to engage and convert website visitors.

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Appointment scheduling app for consultations with customers.

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Comprehensive sales map visualization and optimal route planning solution.

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Complete loyalty and affiliate management platform.

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Unified platform to deliver top-notch customer experience.

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Create, send, and track targeted email campaigns that drive sales.

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Cloud Contact Center Software for businesses.

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Digital signature app for businesses.

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Build online forms for every business need.

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All-in-one social media management software.

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Design surveys to reach and interact with your audience.

Survey
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Live chat app to engage and convert website visitors.

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Sites

Online website builder with extensive customisation options.

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Backstage

End-to-end event management software.

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Website conversion optimization and personalisation platform.

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All-in-one marketing automation software.

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LandingPage

Smart landing page builder to increase conversion rates

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Webinar platform for webcasting online webinars.

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LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
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Domains

Easy domain registration, transfer, and secured DNS management.

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CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

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Thrive

Complete loyalty and affiliate management platform.

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Publish

Manage all your local business listings on a single platform.

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Marketing Plus

Unified marketing platform for marketing teams.

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Commerce and POS

Commerce

eCommerce platform to manage and market your online store.

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Service

Desk

Helpdesk software to deliver great customer support.

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Assist

Remote support and unattended remote access software.

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Voice

Cloud Contact Center Software for businesses.

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SalesIQ

Live chat app to engage and convert website visitors.

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Bookings

Appointment scheduling app for consultations with customers.

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FSM

End-to-end field service management platform for service businesses.

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Lens

Interactive remote assistance software with augmented reality.

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Solo

The all-in-one toolkit for solopreneurs.

Solo
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

Books

Powerful accounting platform for growing businesses.

Books
Expense

Effortless expense reporting platform.

Expense
Sign

Digital signature app for businesses.

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Inventory

Powerful stock management and inventory control software.

Inventory
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Invoice

100% Free invoicing solution.

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Billing

End-to-end billing solution for your business.

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Payroll

Payroll software with automated tax payments and filing.

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Commerce

eCommerce platform to manage and market your online store.

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Checkout

Collect payments online with custom branded pages.

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Practice

Practice management software for accounting firms.

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Solo

The all-in-one toolkit for solopreneurs.

Solo
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Payments

Unified payment solution built for all businesses.

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Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email, Storage, and Collaboration

Mail

Secure email service for teams of all sizes.

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Voice

Cloud Contact Center Software for businesses.

Voice
Sign

Digital signature app for businesses.

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WorkDrive

Online file management for teams.

WorkDrive
Bookings

Appointment scheduling app for consultations with customers.

Bookings
Cliq

Stay in touch with teams no matter where you are.

Cliq
Notebook

Beautiful home for all your notes.

Notebook
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
Learn

Knowledge and learning management platform.

Learn
Office Integrator

Built in document editors for web apps.

Office Integrator
Writer

Word processor for focused writing and discussions.

Writer
TeamInbox

Shared inboxes for teams.

TeamInbox
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
Show

Create, edit, and share slides with a sleek presentation app.

Show
Tables

Work management tool to connect people, processes, and information.

Tables
Sheet

Spreadsheet software for collaborative teams.

Sheet
Office Suite

Powerful collaborative work platform for teams.

Office Suite
Calendar

Online business calendar to manage events and schedule appointments.

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ToDo

Collaborative task management for individuals and teams.

ToDo
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PDF Editor

Collaborative online PDF editing tool.

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Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

Expense

Effortless expense reporting platform.

Expense
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
People

Organize, automate, and simplify your HR processes.

People
Sign

Digital signature app for businesses.

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Payroll

Payroll software with automated tax payments and filing.

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Shifts

Employee scheduling and time tracking app.

Shifts
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

Creator

Build custom apps to simplify business processes.

Creator
Assist

Remote support and unattended remote access software.

Assist
Vault

Online password manager for teams.

Vault
Directory

Workforce identity and access management solution for cloud businesses.

Directory
Lens

Interactive remote assistance software with augmented reality.

Lens
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
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eProtect

Comprehensive email security and archiving for every business.

eProtect
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OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit

BI and Analytics

Analytics

Modern self-service BI and analytics platform.

Analytics
DataPrep

AI-powered ETL tool for effective data integration and movement.

DataPrep
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IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI

Project Management

Projects

Manage, track, and collaborate on projects with teams.

Projects
Sprints

Planning and tracking tool for scrum teams.

Sprints
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
Solo

The all-in-one toolkit for solopreneurs.

Solo
Suites
Projects Plus

Unified project management platform for intelligent, data-driven work.

Projects Plus

Developer Platforms

Creator

Build custom apps to simplify business processes.

Creator
Flow

Automate business workflows by creating smart integrations.

Flow
Office Integrator

Built in document editors for web apps.

Office Integrator
DataPrep

AI-powered ETL tool for effective data integration and movement.

DataPrep
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
Tables

Work management tool to connect people, processes, and information.

Tables
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
RPA

Automate manual, tedious, and repetitive tasks easily.

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IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
Apptics

Application analytics for all apps.

Apptics
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

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IoT

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IoT

Low-code IoT platform and solutions for connected businesses.

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CRM Plus

Unified platform to deliver top-notch customer experience.

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Service Plus

Unified platform for customer service and support teams.

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Finance Plus

All-in-one suite to manage your operations and finances.

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People Plus

Comprehensive HR platform for seamless employee experiences.

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Workplace

Application suite built to improve team productivity and collaboration.

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Marketing Plus

Unified marketing platform for marketing teams.

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Projects Plus

Unified project management platform for intelligent, data-driven work.

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Projects Plus
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

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Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

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Shared Mailbox

Shared Mailbox is a group similar to a Distribution List (DL) that has a common email address shared by a set of users within your organization. Unlike DLs, external members cannot be added to a shared mailbox and it does not support streams. The emails sent to a shared mailbox do not appear in the individual user's mailbox thereby reducing email duplication.

Create Shared Mailbox

To create a new shared mailbox, follow these steps:

  1. Log in to Zoho Mail Admin Console and select Groups in the left pane.
  2. Select Shared Mailbox and click   Create. The Add Shared Mailbox page appears.
    create shared mailbox
  3. Enter a group name and email address of your choice. You can also add a description and profile picture.
  4. Select the mailbox type under the Who can send emails to your group section
    • Everyone - Public Group
      • Anyone can send emails to the group.
      • All the emails will be delivered to all the group members.
    • Organization Members - Organization group
      • Only the members of the same organization can send emails to the group.
      • When others send emails to this group, the email can be moderated/ bounced to senders, based on the option chosen in the Email Moderation section.
    • Group Members - Private Group
      • Only the group members can send emails to the group.
      • When others send emails to this group, the email can be moderated/ bounced to senders, based on the option chosen in the Email Moderation section.
    • Only Moderators - Restricted Group
      • Only the group moderators can send emails directly to the group.
      • When others send emails to this group, the email will be moderated. However, the individual member/ moderator permissions can also be customized from the Members section. Refer to Group Moderators to learn more.
  5. Once done, click Proceed. The Select Members page appears in which you can add members to the shared mailbox.
    entering group details
  6. Click + Add and select the preferred method to add members of your organization to be part of your shared mailbox:
    • Search and add organization users
    • Add all organization users
  7. If required, change the role of one or more users to Moderator and click Create.
    add members to shared mailbox

A Shared Mailbox with the desired email address and selected users will be created. Members of the group can see the shared mailbox in their mail account as shown below.

Shared mailbox created

Alternatively, you can also create a shared mailbox from the Groups page.

Export Shared Mailbox

  1. Log in to Zoho Mail Admin Console and select Groups in the left pane.
  2. Select Shared Mailbox and choose the Export option.
  3. Select Export all groups to export all your shared mailboxes. Alternatively, you can export individual groups by selecting them manually and clicking the Export option.
  4. By default, group details such as the name, description, email address, alias addresses, access level, total number of members, and so on will be exported. Although, this does not include the email addresses of your group members.
    • You can export your groups with members by checking the Export with members option. When you export with members, you can Export as multiple files with individual group details (ZIP) or Export as a single file with all group details (CSV).
    • You can also encrypt your download file by checking the Encrypt with password option and entering the password you want to use for encryption.
  5. After selecting the options of your choice, click Export.
    exporting shared mailbox

Once done, your export will be scheduled. Upon completion, you will receive an email with the download link of the export file. You can also select one or more groups manually and export them.

Filter

You can use the Filter option from the top menu to narrow down the groups listing based on:

  • Groups awaiting moderation
  • Blocked groups
  • Domains

filter shared mailbox

Delete

You can either delete a single shared mailbox or multiple shared mailboxes from the Shared Mailbox listing page. To delete a single group, hover over the group you want to delete and click the delete  icon.
Deleting single shared mail box

You can delete multiple groups by selecting them and clicking the  Delete button from the top menu. You'll be redirected to re-authenticate your session and verify your identity before confirming the deletion.

delete shared mailbox

Note:

  • Whenever you want to delete a single Shared Mailbox or multiple Shared Mailboxes from your organization, it is mandatory to re-authenticate your session to ensure that only authorized users can perform this sensitive action.
  • Re-authentication will be done using the MFA (Multi-Factor Authentication) method configured on your account for security purposes. If you do not have MFA configured for your account, you will be prompted to re-authenticate your session using your account password in a new tab or window, depending on your browser preference.
  • Re-authentication is mandated every 5 minutes after you verify your identity. If you try to delete another group within this 5-minute window, you won’t need to verify your identity again. However, if you attempt to delete a group after the 5-minute period from your last re-authentication, you will be required to verify your identity again.

Block/Unblock Shared Mailbox

You can block the incoming and outgoing permissions by selecting the Shared Mailbox and clicking Block. Similarly, select the groups with blocked permissions (you can also use the filter option "Blocked") from the listing and click Unblock from the top menu to allow incoming and outgoing emails for the group. 

block/unblock shared mailbox

Manage Columns

  1. You can customize the columns displayed in the Shared Mailbox section using the Manage columns option. By default, the following columns cannot be removed from the display:

    • Name & Email

    manage columns in shared mailbox

  2. To customize, click on the Manage columns icon on the top right corner and select or deselect the columns from the list,
    • Access Level
    • Moderation

Shared Mailbox Settings

You can view, manage, and modify other preferences of your shared mailbox from the Settings page. Refer to the General Settings help page for detailed instructions.

Looking for a Shared Inbox solution for your team?
Try TeamInbox by Zoho Mail, to make collaboration with your team efficient with shared inboxes.

Still can't find what you're looking for?

Write to us: support@zohomail.com