1. Decide the address, business owner, members and permitted senders. A public sales address needs different rules from an internal management list.
2. In Zoho Mail Admin Console, open Groups > Distribution List and choose Create.
3. Enter the group name and email address. Set who can send to the group, such as organisation members or external senders, according to the agreed purpose.
4. Add the intended members and appoint an appropriate moderator. Check external addresses individually before including them.
5. Review reply and sending permissions. Membership alone should not be treated as permission to impersonate a department address.

Send from an authorised internal member, an authorised external sender where applicable, and an unrelated external address. Confirm each message is delivered, moderated or rejected as intended. Ask two members to check their copies so one person's inbox rule does not hide a configuration problem.

Give the group an owner who will review membership when staff join or leave. A group containing former employees or personal addresses can expose ongoing business conversations. Consider whether recipients should see the membership list and whether replies should go to the group or original sender.

Your operations team needs a department list for internal notices. In Zoho Mail Admin Console, open Groups > Distribution List and choose Create.

1. Use the name Operations updates and address [email protected].
2. Add the agreed staff members and appoint the person responsible for maintaining membership.
3. Restrict permitted senders to the organisation for this internal purpose.
4. Review reply behaviour and the members' sending permissions.
5. Send an authorised internal test and an unrelated external test, then check the resulting delivery or rejection.

Expected result: members receive the intended internal notices and outside senders do not gain an unintended route into the list. A customer-facing sales list would need a different, deliberately tested external-posting policy.

Check moderation before resending, then inspect member status and organisation email policy. If some members receive the message, investigate their individual spam settings and forwarding. If nobody receives it, review permitted senders and group delivery settings. Provide the original sender, recipient, time and message identifier when escalating.

• Reviewing and releasing moderated Zoho group messages
• Applying a Zoho email policy to the right users
• Delegating a Zoho mailbox to a colleague
• Adding a user to Zoho Mail with the correct policy and licence

• Zoho: Creating Groups
• Zoho: Collaborative Inbox Settings

• Creating a Zoho Mail distribution list for a team