Zoho Mail - Q&A

Zoho Mail - Q&A

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Questions From Kim Berry - 

Fix Blocked Emails

First, the most important issue is that Verizon emails are not forwarding, which I think you already know about. I've tried playing with the blocked/allowed emails and domains but it looks like we'd have to type in every single email there and there are so many people from VC who might email and when I did try to add one, it gave me an error and didn't add it.  I'm hoping you're able to find a way to force this server to allow them. The good thing is for the people from Verizon who do have my direct email, those emails have been going through.
We can approve an entire domain. (ie. verizonconnect.com, attrenue.com, etc.). Please forward an email from Verizon or any other company that might be experiencing this issue to kriss@drigusa.com and explain that you need the domain approved to receive emails. This should not be a normal occurrence. Verizon was flagged for spamming and has been placed on some blacklists.

Archiving & Conversation View

Archiving - It seems like you have to archive each individual email in a "conversation". Is that correct?  I keep finding myself archiving but the thread stays in my inbox.  I changed my inbox view so an open email goes to another tab and that has helped a little but it still seems like I have to click on each individual email in the thread and click on archive instead of being in the last one and it archiving the entire thread at once. Am I doing something wrong or is there a trick to it so you don't have to archive each individual email? The only way I've been able to move the entire thread to archive is by going back to the inbox, finding that thread, check-marking the box, then choosing archive. This is an extra step though and takes time to find the one you were in, so not very convenient. 
In Zoho Mail, archiving an entire conversation thread can be streamlined using the following steps:
  1. Enable Conversation View:
    1. Ensure that your inbox is set to Conversation view, which groups emails with the same subject line into a single thread. This can be done in the settings under the "Mail View" section.
    2. Make sure you have "All emails across folders" selected within the "Conversation" settings. Go to the gear icon in the top right corner. Click on "Conversations" in the settings to the left.
    3. Search, Sent or Otherwise: If you are not in the entire conversation for some reason, you can click on the conversation icon in the top right hand corner to pop into the entire conversation thread. 

  2. Archiving from the Inbox:
    1. In your inbox, locate the conversation you want to archive.
    2. Click the checkbox next to the conversation to select the entire thread.
    3. Click the "Archive" or "Move To" button in the toolbar. This will move the entire conversation to the archive or custom folder.
  3. Archiving from an Open Conversation:
    1. If you have a conversation open and want to archive it, you will still need to return to the inbox to select and archive the entire thread. Zoho Mail currently does not support archiving the entire thread directly from within an open email view.

Tags & Folders

Flags - Are we able to create more flag colors or other symbols to mark emails with? Right now I see a red flag as Important, blue for Information, green for Follow up.  Can this be customized at all or are there others that we can make usable. Gmail has this in their settings, they have some default colors and then when you go to your Settings, you can add more including other symbols, etc.  I do see and have been trying out the "Tags" feature, some questions about those below. 
In Zoho Mail, the customization of flag colors or adding new symbols for marking emails is limited. Currently, Zoho Mail provides a few default flag colors: red for Important, blue for Information, and green for Follow-up. Unfortunately, there is no built-in feature to create additional flag colors or symbols beyond these defaults.

However, Zoho Mail offers an alternative through the "Tags" feature, which can be used to categorize and prioritize emails more flexibly. Tags can be customized with different names and colors, allowing you to organize your emails effectively according to your needs.

To add or manage tags in Zoho Mail:
  1. Creating Tags:
    1. Open Zoho Mail and locate the "Tags" section in the left pane.
    2. Click on "Add Tag" and choose a name and color for your new tag.
  2. Applying Tags:
    1. Select the email(s) you want to tag.
    2. Click on the "Tag" icon in the toolbar and select the appropriate tag from the list.
While this method does not extend the flagging system, it provides a similar functionality through a more versatile tagging system.


Labels vs Folders - In Gmail you can choose to label an email with a folder name but keep it in your inbox, or file it in that folder also.  If someone replies to an email that has already been filed, when it shows back up in your Inbox, it has that label showing already (as long as you have conversation view turned on). In Zoho, it doesn't look like you are able to add a label or folder name to an email thread without actually moving it there and if it moves back to the main inbox, it loses the label (or only the one email you designate the folder to is showing, the rest of the thread does not). Does that sound right? 
I do see that you can add a "Tag" but this doesn't seem to correspond with the Folders so if you flagged an email, it wouldn't also be in the folder, correct? How would you recommend using the Tags option here?  I played with creating some Tags but I can't find where to remove a Tag that I created or where to edit it.  Do you know where to edit those?
Is there anyway to hide or move or change the preset folders that Zoho has created?  For example, "Starred" as a folder, has a bunch of emails in there.  Like the "Important" folder, I can't tell why they were chosen to go in there and my ocd brain would just like to hide that folder instead of trying to move them all out of there.  I don't see a way to move them out of there if I wanted to so can I hide the folder from the list? 
Labels vs. Folders in Zoho Mail
  1. Folders:
    1. Functionality: Emails moved to a folder are no longer visible in the main inbox. Inbox is considered a folder.
    2. Behavior: When a new reply is received, the entire thread will return to the inbox folder, until you move it back to its respect folder.
  2. Labels (Tags):
    1. Functionality: Tags act like labels in Gmail, allowing you to categorize emails without moving them from the inbox.
    2. Behavior: Tags can be applied to any email or thread, and these emails remain visible in the inbox with their respective tags.
Customization and Management
  1. Adding Tags:
    1. Process: You can add tags by selecting the email(s), clicking on the "Tag" icon in the toolbar, and choosing or creating a new tag.
    2. Editing/Removing Tags: Tags can be edited or removed by navigating to the left pane (where your folders are), scrolling down, selecting the "Tags" section, and managing the tags from there. You right click on the existing tags to edit them, same as folders.
  2. Preset Folders:
    1. Managing Preset Folders: To alter, preset folders like "Starred" and "Important", navigate to them in left pane, right click on them and you can delete them. If you want to save the emails that are in there, select them all and move them to your inbox folder. To select them all, click on the checkbox next to "Views" and then click on "Select all messages in this folder".
  3. Recommendations for Using Tags:
    1. Flexibility: Use tags for flexible categorization of emails without physically moving them out of the inbox. This allows you to maintain visibility of important emails while categorizing them for better organization.
    2. Visibility: Tags do not correspond to folders, so tagged emails will not move to a specific folder but will be marked with the tag for easy identification. To view all emails with a specific tag, locate it in the left pane, click on it and you will only see those emails with that tag.

Recall Sent Email

Delayed Send - I see that it does allow for a delayed send but there doesn't seem to be an easy way to catch it before it goes out.  In Gmail, there is a little pop up that allows you to grab it within that 30 second delay to stop it from sending. That pop up stays up for about 30 seconds and it also allows you to just view the message after it sent which is really handy if you need to forward it to someone else right away.  Is there a way for this to do that? 
Since typing this question out, I did learn that if you go to the Outbox quickly enough you can stop the send and correct the email before sending again. It's a few extra steps and you need to remember that it is there so not the most convenient.  But there doesn't seem to be a way to accomplish the other part of what gmail does with that pop up, which allows you to grab that email to forward it, instead of having to go to your Sent folder, finding it there then forwarding it. Again just extra steps that take time. 
Unfortunately at this time, the only option it to "Recall" an email. Click here to learn more

Remove Important Folder

Back in March, one of my questions to you was about Zoho automatically marking several emails as Important and putting them in the preset Important folder.  Your suggestion was to "Look for a filter related to marking emails as important (if it exists) and disable or delete it."  I did that back then and there was one filter called Smart Filters and it was already toggled as off.  This question came up for me again when we did the last migration the other day.  I now have several hundred emails in that folder. They were all in my archive in Gmail, and there doesn't seem to be any rhyme or reason for how it chose them.  I have it resolved for myself now but is there a way to avoid this for the rest of the team, some will have the same questions I did.
It would be best to select all of those emails and move them to the "Inbox", then delete the "Important" folder (Right click on folders for additional options). There is no filter I have found either. From there, you can choose to organize them in folders or keep them in the inbox and tag them.

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