Our Zoho Mail team has been continuously pushing updates to the app. In the latest round of updates, we added several goodies which you might find useful.
Email archiving in Zoho Mail
How often do you go back to look up some old email? I assume, not so often. When the active part of your inbox is small, there are some innovative things that can be done. So keeping this in mind, we have enabled auto archiving for your emails. This archiving feature kicks in when you have more than 75,000 emails in your mail account. When you cross this count, you'll notice a new 'Archive Folders' section below your email folder tree where all the archived mails are displayed. The archive folder structure is similar to your regular folder structure, except that older emails are moved to archive folders.
Emails older than 3 months are automatically archived under the 'Archive Folders' section. We don't archive emails that are flagged. If you don't want some of your emails to be archived, we also added an
'Unarchive' option to move emails back to your active folders.
When you search in Zoho Mail, the results are displayed from your active mail folders by default. You can however include the contents of archive folders in your search results by enabling this under search options.
Apart from keeping your inbox light and clean, there are several advantages to this auto-archival feature. Search is much faster, for example, so is sorting based on sender (when you click on the sender name). This also makes IMAP sync (coming soon) easier especially with traditional mail clients like Outlook where storage space is limited.
Email Templates
If you send canned messages to multiple people, this new feature can be very useful. When you compose an email, you'll notice the new 'Save Template' option. The contents of your email draft will be saved as a
template under the (new) Template folder.
To compose an email from an existing template, click on the mail from the template folder, and the compose window launches in an application tab.
Additional Options
Last week, when we launched Zoho Mail integration with Zoho CRM, we added a new option in Zoho Mail to add a contact directly from Zoho Mail to Zoho CRM with a single click. This 'Add to CRM' feature is available under 'More Options' when you view an email. This adds sender information as a contact in Zoho CRM if it doesn't exist already. You also have option to create a task for that contact in Zoho CRM right within Zoho Mail.
Under 'More Options', you'll also notice a new 'Add Filter' option that conveniently lets you easily create a filter based on the info from the selected email.
There are many other tweaks in the system, but these are some of the key changes in our recent update. As always, we look forward to your feedback and suggestions on how to improve the app further.
We're using email CRM integration. Problem with deleting and archiving email is that it deletes those emails from the contact history which should never happen. I think the archiving is great but it can't delete it from the contact email history. Also if a user is terminated and we deactivate the user, what happens to all the emails in the contact history logged by that user that is now deactive?
We're using email CRM integration. Problem with deleting and archiving email is that it deletes those emails from the contact history which should never happen. I think the archiving is great but it can't delete it from the contact email history. Also if a user is terminated and we deactivate the user, what happens to all the emails in the contact history logged by that user that is now deactive?