1. Open Zoho Contacts and choose the correct personal, organisation or organisation-group area.
2. Use the category controls to create a clearly named category, such as Current suppliers or Project Aurora.
3. Select the intended contacts and associate them with that category. Check the underlying email addresses rather than relying only on names.
4. Open the category and verify its membership. Test finding a contact from a new message.
5. Document who maintains a shared category. Organisation and group categories require the appropriate administrator or moderator rights.

Before sending to multiple contacts, inspect how the composer expands the selection. Use Bcc when recipients should not see one another and the communication is otherwise appropriate. Do not treat a contact category as a subscription-management or bulk-marketing platform.

If colleagues need to receive messages at [email protected], create the appropriate mail group or shared-mailbox arrangement. Categorising external sales contacts does not create that address.

Merge or correct duplicate records after verifying which addresses remain valid. Review membership when a project ends. Retain a contact only where there is a continuing business reason and follow the organisation's handling requirements for personal information.

Check which Contacts area you are viewing and whether your role permits edits. A read-only shared entry should be corrected by its owner, not copied repeatedly into competing shared lists. If autocomplete offers an old address, inspect both the stored contact and any other entries with the same name before replacing the correct record.

• Importing and cleaning contacts in Zoho Mail
• Creating a Zoho Mail distribution list for a team
• Assigning administrator roles in Zoho Mail
• Creating a maintainable business email naming policy

• Zoho Help: Organize
• Zoho Help: Overview Contacts
• Zoho: Contacts