| If you have a business with a number of different
departments, you can use Mail Groups as a means to contact
certain departments only. You just set up Mail Groups for
each individual department and add in the users as in the
above example.
If the manager of the company decided he needs to e-mail
all departments, he can set up another Mail Group. This
time, however, rather than entering each employee’s e-mail
address all over again, he can select the e-mail addresses
from each of the department’s Mail Groups and do it that
way. Then when he mails the “allgroups@yourcompany.com” or
whatever he named it, the message will go to all
departments.
As you can probably tell by now, the possibilities that
arise from the use of Mail Groups are endless. But how do I
use Mail Groups? I hear you ask. Below is a simple tutorial
on how you can set up your own Mail Group.
The first step involved logging into your control panel
and reaching the main menu. Once you are at the main menu,
click “Mail”.
On the mail screen, look for the “Mailname” box under
“Create a new mail name”. In this box, type the name you
want for your Mail Group. This name will from the e-mail
address you send mail to (eg. mail name@yourcompany.com) so
make sure it is in lowercase and has no spaces etc. When you
have entered in the details requested, click “Add” and wait
for the next screen.
This screen is where you choose what sort of e-mail
address this mail name will be. If you scroll down, you will
see a checkbox with Mail Group next to it. Check this box.
Now you need to add addresses to this Mail Group. To do
this, click “Add” in the Mail Group section. A small popup
screen will appear. There will be a blank box and a list of
addresses below it. The list shows all the mail accounts
that have already been set up for your domain. If you want
to add those to your Mail Group, simply hold down “ctrl” and
click each address you want to add. Once you have all those
addresses selected, click “Add” and that window will close
and the main screen will refresh.
If you want to add more addresses that aren’t part of
your domain, simply click “Add” again in the Mail Groups
section and in the blank field at the top of the little
window, simply enter the e-mail address you want to add to
the group and click “Add”.
When you have finished adding in all your addresses, go
to the very bottom of the main window and click “Update”
this will take you back to the mail screen and you will then
see that your new Mail Group appears in the list of mail
accounts.
To use your Mail Group, all you have to do is send an
e-mail as normal to “groupname@yourcompany.com”, sit back,
put your feet up and relax knowing your e-mail is on its way
to everyone in your Mail Group.
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