Setting up Personal Inbox
Setting up Email Signatures
An email signature displays professionalism and helps in maintaining an identity every time you send out an email.
Create signature templates for your Personal Inbox and choose the relevant signature to be sent out while composing an email.
Steps to create an email signature
- Login to Zoho TeamInbox.
- Click the Settings icon in the top right corner.
- Click More Settings.
- Click Signatures under Personal tab.
- Click Create Signature.
- Enter a name for your signature.
- Enter the signature content into the editor.
- Click Save.
While composing email, click Insert Signature and choose your signature from the list.
This signature will be private to your Personal Inbox and won't appear in your shared inboxes.
Setting up personal response templates
Canned Responses help you save time from writing the same content repeatedly while responding to emails. Pre-compose and save email templates using Response Templates to ensure consistency in the emails that you send.
Steps to create a personal response template
- Login to Zoho TeamInbox.
- Click the Settings icon in the top right corner.
- Click More Settings.
- Click Response templates under the Personal tab.
- Click Create now.
- Enter the name and subject for your response.
- Enter the content into the editor.
- Click Save.
While composing email, click Insert Template and choose your response from the list.
The templates you create under your personal space are private to you with no access to your teammates.
Setting up personal rules for automation
'Rules' let you automate actions that you might perform repeatedly. Define the workflow, automate it and you're all set.
Every rule consists of three parts.
- Trigger - Defines what should initiate the rule.
- Conditions - Defines the criteria that should be met for the rule to take actions.
- Action - Defines the actions that are to be performed when the condition is met.
Let's assume a scenario to understand 'Rules' better. Let's say you want to archive every incoming email that you are CCed or BCCed. Then, your rule should be as follows.
Trigger - Inbound message
The rule will trigger every time a new message is received in your personal inbox.
Conditions - Select 'Match Any' radio button; click 'CC' from the dropdown box; select 'contains'; 'enter your name'.
Click '+ Add OR Conditions'.
Select 'Match Any' radio button; click 'BCC' from the dropdown box; select 'contains'; 'enter your name'.
The rule will now check if the message received has your name on CC or BCC..
Action - Archive
When the above condition is met, the message will be archived.
Steps to create a personal rule
- Login to Zoho TeamInbox.
- Click the Settings icon in the top right corner.
- Click More Settings.
- Click Rules under the Personal tab.
- Click Add Rules.
- Enter the name for your rule.
- Define the Trigger. The following are the triggers you can choose from:
- Inbound message - when a message is received; This message can be a reply in an existing thread or a completely new message.
- Outbound message - when a new message is sent out; This message cannot be a reply in an existing thread.
- Outbound reply - when a reply is sent in an existing thread.
- Comment - when a new comment is made on any thread.
You can select more than one trigger. - Define the Condition that is to be met for the rule to perform actions. You can add any number of conditions. Following are the conditions you can choose from:
- Inbox is - the thread should belong to the inbox you select.
- From - the thread will be filtered based on the sender of the message.
- To - the thread will be filtered based on the receiver of the message.
- CC - the thread will be filtered based on the people CC'ed in the message.
- BCC - the thread will be filtered based on the people BCC'ed in the message.
- Subject - the thread will be filtered based on the subject line of the message.
- Message body - the thread will be filtered based on the content of the message.
- Has attachments - the thread should contain attachments.
- Has no attachments - the thread should not contain attachments.
- Received on day - the thread will be filtered based on the day the message is received.
- Received on date (range) - the thread will be filtered based on the time period the message is received.
If you've selected Comment as the trigger, then the following are the conditions you can set:
Inbox is - the thread should belong to the inbox you select.
Comment text - the thread will be filtered based on the content of the comment.
Commented by - the thread will be filtered based on the member who made the comment.
Mentions - the thread will be filtered based on the members @mentioned in the comment.
Received on day - the thread will be filtered based on the day the comment is made.
Received on date (range) - the thread will be filtered based on the time period the comment is made. - Inbox is - the thread should belong to the inbox you select.
- Select the actions to be performed when the above mentioned conditions are met. Following are the actions you can choose from:
- Archive - the thread will be archived.
- Trash - the thread will be moved to trash.
- Unarchive - the thread will be unarchived.
- Apply tag - the tag you select will be applied to the thread.
- Remove tag - the tag you select will be removed from the thread.
You can add any number of actions as needed. - Click Create.
Once you create, the rule is active. You can stop the rule anytime by clicking Disable next to it. The rules you create under your personal space are private to you with no access to your teammates.
Setting up personal tags
Tags let you organize your threads based on topics. Create tags and apply them to threads to access information with much ease.
Steps to create a personal Tag
- Login to Zoho TeamInbox.
- Click the Settings icon in the top right corner.
- Click More Settings.
- Click Tags under the Personal tab.
- Click Create Tag.
- Enter a name for your tag.
- Choose a colour for your tag.
- Click Save.
The tags you have created under your personal space are private to you with no access to your teammates.
After you've created the tag, it will be listed on the left pane under the title 'Tags'. Click on the tag name to view the threads listed under it.
You can apply tags to any thread from the top bar. Click on Tags and select the tag you want to apply. You can create tags from here also.
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