Creating Shared Inboxes for Team | Zoho TeamInbox

Creating inboxes


Create inboxes under your teams, channel your communications to them, and manage all your internal and external communications from Zoho TeamInbox. Add people to your inboxes and assign them with definite roles. 

Below are the steps to create an inbox: 

Login to Zoho TeamInbox , click the Plus icon in the top-right corner of the left pane and select  Create inbox
  1. Enter the basic information

    1. Enter a name and description for your inbox.

    2. Select the team under which you want to create the inbox.

    3. Click Next.


  2. Select inbox channel  

    You can create an email inbox either via email forwarding or via POP. If you hold Microsoft accounts, you can connect them easily via oauth verification. Select your channel, fill in the information and click Next.


  3. Associate sender address

    To send out emails from your inbox, you should associate sender addresses. You can associate the source address and other addresses also. Select from the list of sender addresses added to your organization or create new.

    Note that you cannot send out emails unless you associate a sender address with your inbox.


    We highly recommend that you use the source address of your inbox as its sender address. If you're adding other addresses as your sender address, and using it while composing an email, we suggest that you CC your source email address. This will ensure that the replies made by your recipients are received in this inbox, provided they've hit 'Reply-all'.
  4. Add members to inbox   

    • If you want to add members who are already added to the organization, you can just select them from the list of users. Members belonging to the team are select by default. You can deselect them if needed.
    • If you want to invite new users, enter their email addresses and click Invite. These users will be sent an invitation email and will be added to the inbox once they've accepted the invite. They will also be added as members to the team.
    • 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.



    The users you've added will have "Member" role for this inbox by default. You can change roles anytime from inbox settings You can also skip this step here and add members later from inbox settings.

  5. Inbox settings 

    Here you'll find the following options:

    • Automatically add new teammates to this inbox . Enable this option so every new member added to the team will be added automatically to this inbox.
    • Automatically assign thread upon reply . Enable this option to assign unassigned threads to the member that makes a reply.
    • Automatically set source address as CC . Enable this option to set the source address of your inbox as CC for every outgoing thread of that inbox. This is to make sure that the replies made by your recipients are received in this inbox, provided they've hit 'Reply-all'
    • Set display name for outgoing emails . You can choose to have a common display name for all outgoing emails of your inbox. Enable this option and enter the display name. If this option is not enabled, senders name will be automatically set as the display name.



    Click Save . After you've created the inbox, it will be listed in the left pane under its team. Click the inbox to view all the messages received in it. 

Assign roles for inbox members  

There are three default user roles that an inbox admin can assign to the team members. 

  • Observer
  • Member 
  • Admin 

The permissions given to these roles are as follows: 

Observer 

An observer in an inbox can 
  1. View and follow threads 
  2. View and add comments


Member 

A member in an inbox can 
  1. Compose message, save message as draft, forward message and reply in a thread 
  2. View threads
  3. Assign, follow, archive and thrash threads 
  4. Mark email as spam 
  5. Apply and remove tags
  6. View, add and delete own comments





Admin 

In addition to the activities a member can perform in an inbox, admins can Delete a thread permanently. 


If you do not assign specific roles to users, they will be "Members" by default. You can change the role of users anytime from the inbox settings. 



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