Maximize Your Productivity With Zoho Mail For Business

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As Business-Owners or Professionals, we’re constantly looking for ways to enhance our work productivity by accomplishing more in lesser time. A recent article at GigaOm, titled ‘15 Tips For Accomplishing More In Less Time‘ gives some advice on how this can be achieved. Many of the tips mentioned in the article talk about how email can affect your productivity. With the right features, of course, email can be transformed into a powerful Business tool that helps you maximize work productivity. This was also the main objective with which we recently launched Zoho Mail for Business, a powerful hosted email solution that includes several inbuilt productivity-oriented features.

Today, we’d like to highlight Zoho Mail’s Business features that go hand in hand with GigaOm’s productivity tips:

  1. To start with, Zoho Mail can help you stay focused on the important work with its integrated Tasks app. ​The Tasks app lets you add or assign tasks with options to include start/end times, not just dates and set reminders by pop-up or email. Task-tracking is made highly effective with features such as color-coding, status-tagging and a compact graphical report of the overall status of tasks. Here’s what one of our users, Angela had to say about the Tasks app..”I have been searching for a task management software and found some really expensive ones that are not nearly as effective a tool as the Zoho email task app. I love this system!

  2. Using Keyboard shortcuts for 35 commonly-used actions in Zoho Mail can save you quite a lot of time from not having to maneuver your mouse around, enabling you to check, read and respond to messages faster. You can even customize these shortcuts with your own keystroke definitions in the Mail Settings section.

  3. Unlike many other webmail interfaces, Zoho Mail supports multi-level folders and its Filters feature includes additional options such as ‘Begins with’, ‘Is not’, ‘Ends with’, etc. By being able to filter incoming messages and automatically organizing them into specific folders or sub-folders, you can spend more time focusing on critical stuff.

  4. More often than not, as you tend to respond to messages one at a time, the most important messages get lost in the Inbox pile, which builds up to an unmanageable scale. With Zoho Mail, you can take immediate action on every email by assigning flags and labels, moving them to archives or other folders with a simple drag & drop. By effectively utilizing the three types of flags, that is Info, Important and Follow-up, you can greatly simplify categorization of your messages.

  5. The Integrated Calendar app with shareable calendars helps to keep people together and up to date with important events, within teams or with customers. The app includes features such as the ability to check when people are free / busy while scheduling events, a smart add that automatically fills in available slots in your calendar with a single line input as well as email reminders for events. Together, these features help ensure that you can be in control of your calendar and stay organized while handling events.
  6. Ever been overwhelmed with situations where you had to interact with individuals from different teams or projects within a particular company? With Zoho Mail, you can now work in chunks and focus better by creating a main folder with the company name and sub-folders within this folder with the team names. Then, you can filter and organize incoming messages to these sub-folders and manage them more efficiently, one team at a time. Additionally, you can create email templates for different situations, common questions and insert relevant template chunks at compose time.

  7. When it comes to keeping it simple, Zoho Mail is equipped with features that simplify many otherwise complex tasks down to a click of a button. The best example of this is the ‘optional’ conversation view that unveils the history of a thread in a neat tree format, saving you the burden of manually searching for related messages. Also, the ‘Edit as new’ feature, that makes it easy to pick up and edit a previous email. Zoho Mail includes many such easy-to-use but powerful shortcuts for important actions.

So, those are 7 tips / features that make Zoho Mail an ideal choice for your Business communication needs. We hope you found these tips and features handy. If you haven’t already looked at Zoho Mail for your Business, now would be a good time to give it a try! To receive more updates and productivity tips, connect with Zoho Mail on Facebook and Twitter.

Zoho Mail is Now Open For Business!

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Two years ago, we made Zoho Mail public for free personal use and we are happy with the reception and feedback we have gotten so far. For example, we recently won the Reader’s choice award for The Best Free Email Service 2011. Now, we are taking another big step in our quest to bring the best hosted email to our customers.

Today, we’re opening Zoho Mail for businesses. What took us so long? We wanted to make sure the product was right. Business and professional users have come to expect the rich functionality from their desktop email client and the no-hassles, fast, accessible-anywhere convenience of web-based email.

Now, you no longer have to make a choice between the lesser of two evils: either burning a hole in your wallet with a full-featured, expensive email solution or settle for a web-based, affordable email service with bare minimum features. Zoho Mail gives you the best of three worlds: feature-rich business email, no-hassle email hosting and an affordable price. For example, here are some of the rich features that make Zoho Mail’s web interface ideal for business users:

    • Supports both Folders & Labels, making it all the more easier to organize and access messages
    • Helps you to tag incoming messages with

      Labels & Flags

      and directly move them to appropriate folders using

      Rules & Filters

    • Powerful search

      functionality that can search even inside attachments
    • Comes with a sleek

      instant chat

      interface for better communication
      amongst your colleagues and customers
    • Optimized

      mobile web interface

      for anywhere, anytime access on iPhone, Android, Blackberry and other mobile devices 

    In addition, with integrated Calendar, Tasks, Notes and Contacts apps with features exceeding even those of popular desktop clients you are able to share calendars, set reminders, assign tasks, take notes on the fly and always have your most important information handy. And, for those users who are accustomed  to desktop email clients, Zoho Mail synchronizes seamlessly with the most popular ones (Outlook and Thunderbird), through POP / IMAP.

    Zoho Mail - Webmail Interface

    Of course, we realize that having rich, flexible administrator options is just as important as having a rich product for end users. If you are a business mail administrator, the powerful Control Panel makes it simple for you to manage all aspects of business emailing. For example:

    • Define

      email policies

      with respect to mailbox quotas, access privileges etc., and even assign different policies to different groups of people
    • Create and

      manage groups

      and group related polices, spam control and moderation
    • Set up 

      customized email addresses

      and aliases
      for your business users 
    • Add and manage

      multiple domains

    • Assign roles

      to other users, streamline administration and more.
    Zoho Mail - Control Panel

    With Zoho as your email host, you do not have to worry about maintaining complicated mail server infrastructure. You can leave that part to us since it is in our business as a company offering services on the cloud to manage state-of-the-art data centers with multiple layers of security. In fact, your data is safer in our data centers!

    What about the affordable price? Our plans start at just $2 per user/month ($24 per user/year). And may be the best part about our pricing plans is that you need not buy an entire year upfront. Of course you get a slightly better price with a yearly commitment, but we know businesses sometimes need the flexibility that only monthly plans can give them.

    So, if you are a new business looking for an email host or currently paying an arm-and-a-leg for managing your business email, Zoho Mail is now open for Business!