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Organization Settings for Email

Posted by Nishi on 21 November 2022

The administrator can control organization-wide parameters under the Organization section. Settings for the entire organization such as the org name, logo, templates for the welcome email and signature, format for the display name and email address, and the different locations for the organization can be set up here.

Organization Profile:

You can set up your organization's basic profile from this section in the Admin Console. Here, you can change your org's name, super admin and upload a logo for your organization.

Changing the organization name:

Generally, if you don't edit the name of the organization after creating the organization account, the domain name gets added as the name of the organization. The super administrator can later change the name of the organization from the Admin Console.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Profile section.
  3. Under Organization Info, you will find the Name menu.
  4. Click on the Edit icon across the name, and enter a name of your choice to change the organization's name.

Changing the organization logo:

The super admin has the privilege to upload a logo for the organization account. This logo will be displayed in the custom login page, and also in the webmail page of all the users in the organization.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Profile section.
  3. Hover over the logo on the right side, and select Change logo.
  4. Click on Browse files, and select the file that you'd like to use as the organization's logo.

Welcome Email Template

When a new user is added to your organization, the Admin or Super Admin can configure a customized welcome email which will be sent to each user. The template for this email can be edited in the Admin Console.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Welcome Email Template option.
  3. Click Configure Template.
  4. Enter the template and format it according to your necessities, and click Save.

The email content that you enter here will be sent as a welcome email to all new users.

Note:

This feature will be available only for organizations that are using one of our paid plans.

Signature Template

The admins and the super admins can configure a signature template for the organization. A signature, based on the template configured, will be added for all the users in the organization. The signature configured here by the admin cannot be overwritten by the signatures that the users configure for themselves. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Signature Template option.
  3. Click Configure Template.
  4. Enter a name for the signature, and select from the placeholders that you would like to apply. The values for the placeholders will be replaced by the respective values entered in the user's profile section. 
  5. You can also add any text or website links that you'd like to add to the signatures, and click Save.​

Note:

This feature will be available only for organizations that are using one of our paid plans.

Preferred Display Name Format

The admin can choose the preferred format for displaying a user's name from the Organization Settings section in the Admin Console. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Display Name Format section.
  3. In this section,
  • If you want the First name to be displayed followed by the Last name, select the First Name, Last Name option.
  • If you want the Last name to be displayed followed by the First name, select the Last Name, First Name option.

The names of your organization's users will be displayed in the preferred order in the User Details section.

Preferred Email Address Format

The admin can choose the preferred format for creating a user's email address from the Organization Settings section in the Admin Console. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Email Address Format section.
  3. In this section, select the relevant options from the dropdown lists. 

While creating a new user, when you enter the First Name and Last Name, an email address will get auto-populated in the email address field based on the format chosen.

This format will also be taken into account if you're importing user details into your organization account. If the First Name and Last Name fields are given, but the Username field is not given, an email address will be created for each user based on the given format.

Organization Locations

You can add different work locations to your organization. After adding the user, the respective location can be mapped to each user. Only the Super Administrators and Administrators can add and map the locations.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Locations section.
  3. Click on Add.
  4. Enter the location, address and choose the correct time zone from the dropdown, and click Add.
  5. You can select the Edit or Delete options across each location to edit or delete them.

Changing Members' Location

You can change the location of the organization members from the Users section.

  1. Login to the Zoho Mail Admin Console.
  2. Go to the Users section.
  3. Select the checkboxes to the left of the users to whom you'd like to change the location.
  4. Select Locations from the top menu, and select the relevant location from those listed.

Customized Login (mail.yourdomain.com)

The administrator can configure Custom Login URL for the organization members to remember and access Zoho Mail easily. The users will be able to use the URL mail.yourdomain.com to log in to their respective email accounts. You can configure a custom login link from Zoho Mail Admin Console.

  1. Login to the Zoho Mail Admin Console as an administrator.
  2. In the Organization menu, go to the Customized Login section.

Note:

  • The Custom login URL feature is available only for paid organization account users.
  • After you log in to the account using the Custom URL, all the internal pages will be redirected to the Zoho Mail URL and will not have custom domain support.

Federated Sign In

Zoho allows users to log in to their Zoho accounts using Apple/Google/Microsoft/LinkedIn/Twitter/Facebook logins. This is called federated sign in.

You can choose whether you want to provide Federated Sign In for your custom login page or not. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Customized Login section.
  3. Using the Federated Sign In toggle, choose to turn ON or OFF the Federated Sign In option for your login page.

Partner Details

In case your organization is a Child Org under a Partner Admin, your Admin Console will include a Partner Admin Details section under the Organization menu. This section displays the name and email address of the Partner Admin of the Child Organization. The Partner Admin can access the Admin Console of the child organization from the Partner Admin Console. The Admin of the Child Organization can click the Revoke Access option to disable this access. The Partner Admin will no longer be able to access the Child Organization Admin Console once the access is revoked. 

In order to revert the Revoke Access action, the admin of the child organization can contact support@zohomail.com.

Delete Organization

If you want to delete your organization account, there are three steps to follow before deleting the organization:

  1. Deleting all your organization users except yourself.
  2. Deleting all your domains.
  3. Cancelling your subscription.

  Refer this help page for detailed instructions.  

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