Moderation lets an approved person review messages before a Zoho group distributes them. It is useful for announcements or a public contact group that attracts unwanted mail. The group needs an active moderator and an agreed review schedule to avoid delaying legitimate enquiries.
IN THIS ARTICLE
01 Set and operate moderation
- Open Groups in Zoho Mail Admin Console and select the relevant distribution list or shared mailbox.
- Check the members and moderator roles. Confirm that at least one responsible person can access the moderation work.
- Review the group's sender restrictions and moderation options. Apply the narrowest rule that meets the group's purpose.
- Send a clearly labelled test from a sender subject to moderation. Open the group's Moderation area and inspect the queued message.
- Approve the test and confirm delivery to a member. Send another test and reject it to verify the rejection handling your users will experience.
02 Review messages consistently
Check the actual sender address, requested action and attachment type before approval. A familiar display name is insufficient. Keep payment-change requests or credential requests for independent verification, even when their wording looks routine. Approving one message should not automatically justify broad permission for an entire sender domain.
What should I check when Zoho group moderation behaves unexpectedly?
If approved mail still fails, inspect organisation policy and recipient-level filtering. Group settings do not override every organisation restriction. If no message appears in moderation, check whether it was rejected before reaching the group, delivered through an allowed route, or addressed to a different alias.
Use the group's recent activity to identify changes when behaviour suddenly differs. Record the intended rule, test results and responsible moderator. During holidays, arrange a second authorised moderator instead of disabling filtering for the whole group.