Creating a Distribution List

Overview

A Distribution List is an email address solely used for sending emails out to multiple email addresses. For example, instead of entering every councillor's email address in the To field, you can create a distribution list called councillors@yourparishcouncil.gov.uk and it'll send the email to all of them.

Video

Create a Distribution List

1. Open the Zoho Mail Admin Console https://mailadmin.zoho.eu/

2.  Select Groups then select "Distribution List"

3. To add a new distribution list, select create

4. Fill in the name of your group into the "name" box.  This will automatically fill in the email address box but you can change this at this stage if you would like.  

5. Select who can use this group and whether you want to use Streams or not - if you're not sure, select "no"!  Finally click "proceed" at the bottom.

6. Now it's time to add people to your distribution list - click add to bring up the drop down menu.  If you choose "search and add organisation users" this will bring up a list of your Councillors and any staff email addresses; you can select who you want to add from this list.  If you want to add all organisation users, choose this option from the list.

7.  Once you've created a distribution list, you can go in and add additional users and change permissions and settings. Select the list you wish to edit.

8.  You will now see the list of the members; you can add members using the   or use the bin icon over to the right to delete a member (this only appears when you hover over the member you wish to delete)

9. To avoid emails being held for moderation, go to Advanced Settings, choose Permissions from the drop down menu and select everyone, unless you want to restrict who can send emails to this group, in which case you can choose to restrict this to organisation members, group members or only moderators.  If you choose to restrict who can send emails to the group, you will be asked whether you wish to "hold email for moderation" or "bounce the emails".

10.  Now, whenever an email is sent to this distribution list, the emails will go into the members' inboxes.  

11. If you're wanting to send an email to your new distribution list immediately, you'll need to refresh the page first so that it shows up in the list of email addresses.

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