Notifications

In Zoho Mail, you can customize the notifications you receive based on your preferences. You can set separate notification configurations for emails, Streams, Tasks, and Desktops, and prioritize notifications from specific users.

In addition to Desktop notifications, you can configure the notification settings for the in-app notification for emails, choose to receive push notifications on mobile for new emails when you go idle on the web, etc.,

Mail Notifications

Zoho Mail has various notification configuration options to personalize your notification alerts. To configure Mail notifications:

1. Log in to Zoho Mail
2. Go to Settings > Notification > Mail Notifications.

Here, you can set audio notifications for your emails by choosing a Notification Tone from the drop down. Once configured, an audio notification will sound to alert you of new emails when you are not on the Zoho Mail tab, providing indication of a new email on your desktop.

Folder Notifications 

Using folder notification settings, you can enable or disable notifications for each folder based on its importance or relevance. Click the Customize folder button and hover over the folder name to Mute or Unmute notifications using the Bell icon in the dropdown menu.

Sender-based Notifications 

Sender-based notifications allow you to receive notifications specifically for emails from certain senders, both internal and external. These notifications will alert you irrespective of the folder notification settings. That means, even if a folder is muted, sender-based notifications would still alert you to new mails received from those senders. This provides you with more granular control over your notification preferences, ensuring you never miss important emails from important contacts. 

Select the Enable sender-based notifications checkbox to enable notifications. Once enabled, you can search and add your organization members using the search bar, or enter the email address directly into the search bar to add external members. Once added, you will receive notifications for any emails originating from those senders, irrespective of the folder settings configured. Users can be removed from the list using the Delete icon next to their name.

Streams Notifications

Streams notifications are instant alerts for Streams activities. You receive notifications when someone @mentions you or your group, comments on your post, replies to your comments, or sends private comments. You can customize these notifications according to your preferences in Zoho Mail, such as muting or unmuting groups and selecting the Streams activities for which you want to receive notifications.

In the Streams Notifications section under Notification settings, you can configure a separate notification audio sound specifically for Streams activities by selecting your preferred Notification Tone from the dropdown menu.

Manage Streams Activities

You have the option to customize notification preferences individually for each streams group you're part of. Whether your preference is to receive notifications solely when you're mentioned or to receive notifications for all activities within the streams group, you can set up these configurations here. To configure notifications for streams, follow the below steps:

1. Log in to Zoho Mail
2. Go to Settings > Notification > Streams Notifications.
3. Navigate to the Manage Streams Activities section.
4. Select the streams group from the drop down and use the checkboxes to enable or disable notifications for various stream activities for the selected group:
   • Likes on your post or comment
   • Comments on your post or comment
   • Addition or removal of attachments
   • Archiving or unarchiving of posts
   • Bulk updates or deletions
   • @mentions of you in a post or comment
   • @mentions of your group in a post or comment
   • Addition of a group member
   • Changes in group member roles

Once configured, you will receive notifications only for the stream activities that are enabled here, the activities that are disabled will not be notified or stored anywhere. To mute or unmute notifications for a specific streams group, click the group selection dropdown, hover over the group name, and use the Bell icon to Mute or Unmute notifications.

Tasks Notifications

Task notifications are alerts sent to users to inform them about any activities made in the tasks they are part of, without the need for manual checks. Users can choose to enable/disable notifications for various task activities such as task reminders, assignments, status changes, archival, etc.

Manage Tasks Activities

To configure task activity notifications, follow the below steps:

1. Log in to Zoho Mail.
2. Go to Settings > Notification > Task Notifications.
3. Select the Notification Tone of your choice from the dropdown menu for all task activities.
4. Then, go to the Manage Task Activities section.
5. Choose the streams group from the dropdown menu for which you want to configure task activity notifications.
6. Use the checkboxes to enable or disable notifications for task activities within the selected group:
   • Addition of a subtask
   • Reminders
   • Task updates
   • Task assignment
   • Change in task statuses
   • Change in task priorities
   • Change in task due dates
   • Archival/Unarchive of tasks

Once configured, you will receive notifications only for the task activities selected here, disabled activities will not be notified or stored anywhere. To mute or unmute notifications for task activities from a specific streams group, click the group selection dropdown, hover over the group name, and use the Bell icon to Mute or Unmute notifications.

Priority Users

In the Priority Users notification section, you can designate specific contacts as priority users, for whom you will receive notifications for messages or updates regardless of your other notification preferences. While you may have general preferences for managing notifications, such as muting non-essential alerts during specific times, you might still want to receive notifications from priority contacts. Adding priority users for notifications ensures that you never miss important messages or updates from these users, even if you have muted notifications or set specific preferences for other contacts.

Select the Notification Tone of your choice from the dropdown menu. This tone will be applied specifically to notifications for the priority users you've configured.

To add members to the Priority Users list, follow the below steps:

1. Log in to Zoho Mail
2. Go to Settings > Notification > Priority Users.
3. Navigate to the Manage Priority Users section.
4. Select the Priority access for specific members checkbox. 
5. Search and add your organization members using the search bar.

Once added, you will receive notifications for any emails originating from the users added here as priority users, regardless of the other notification configurations you have set.

Desktop Notifications

Several browsers, like Google Chrome, Firefox, Opera, etc. support desktop notifications from websites and web applications. In case the browser you use supports notifications, you need to configure the browser to allow notifications from the current page/ application you use. Once you configure and enable it, you will receive new notifications, even if the browser is minimized or not active.

These desktop notifications can be customized and personalized based on user preferences in Zoho Mail. This ensures that you are kept notified about important events, such as new messages, updates, or reminders, even if the web application is not actively being used at the moment or is minimized. To customize desktop notifications for Zoho Mail, follow the steps below:

1. Log in to Zoho Mail.
2. Go to Settings > Notification > Desktop Notifications.
3. Use the checkboxes to turn on/off the desktop notifications for new emails, Streams actions, and Tasks.
4. You can choose to display/hide the sender's details and the content of the notification.
5. Click the Push sample notification button to trigger sample notification. 

In the Push Mobile Notification section, you have the option to customize the frequency of notifications you receive on your mobile devices for unread activities. 

For example, once a user sets a time interval, say 10 minutes, if they remain inactive on their desktop beyond that specified period, the notifications will automatically be sent to their mobile device. This ensures that users stay updated on important activities and events related to the web application, even when they are not actively using their desktop.

Quiet Mode 

In Zoho Mail, Quiet Mode enables you to mute the notification alerts for a designated duration. You also have the option to schedule Quiet Mode to maintain a consistent workflow by automatically activating quiet mode during typical work hours or specified time intervals. To enable Quiet Mode in Zoho Mail, navigate to Settings > Notifications > Quiet Mode. Here, you can choose the time period during which you wish to enable Quiet Mode from the default options provided. To disable Quiet Mode, simply click the Off button. 

To schedule Quiet Mode:

1. Navigate to the Schedule Quiet Mode section in the Quiet Mode settings page.
2. Choose the days you want to schedule Quiet Mode from the list.
3. Select the Full week checkbox to enable Quiet Mode for the whole week.
4. Specify the start and end times for Quiet Mode on the selected days.
5. Select the All Day checkbox if you want to enable Quiet Mode for the whole day.

Once done, all the incoming notifications, such as alerts for new emails or other activities, will be silenced during the designated Quiet Mode timeframe, while you'll still receive notifications.

Notification Pane

The notification pane lets you respond to the notification alert instantly. You can view the notification, and further comment or like the post or the comment from the notification panel itself. You can instantly grab a users attention to a particular topic, and/ or respond in a more casual, yet impressive manner. 

You can do all this, without losing the context of what you were already doing. You can also dismiss all notifications from the Notifications pane by clicking Clear All. 

You can also Mark all as read notifications from the Notification pane.

You can delete a specific notification from the notification pane by hovering over it and clicking the Clear (X) icon.

Notification Center

You can click on the Notifications pop-out to view the entire set of notifications and the related activities in the Notification Center. The Notification Center offers a single view of all the notifications in hierarchical order. 

In the notification center, you can infer about the notification from the icon and notification text itself. Further, you can select any notification item, to view the complete post or email related to the notification.  

In some cases, if the original comment or post is removed, you will get an alert that the comment or the post no longer exists. It means that the person who posted it has either deleted the comment or the post. If it is a shared entity, the person has removed the permissions or the corresponding invitations.