Zoho Email Hosting Setup
Posted by Nishi on 22 January 2025
Zoho Mail Suite provides enterprise features for email hosting to satisfy the needs of organizations of all types and sizes. Zoho Mail provides custom domain-based email address for all members of your organization in no time.The entire set up process is simple. The steps to migrate your email hosting to Zoho and some of the features available are outlined.
Buy domain | Add Domain | Verify Domain | Create Users | Configure MX Records | Email Migration | SPF Configuration | DKIM Configuration
Once you complete the entire email hosting setup with Zoho, you as the Super admin can access the Admin Console, which is used to administrate the email settings of the organization. There are numerous options to set policies for compliance purposes, to backup accounts, to manage address books, resource booking, and so on in the Admin Console. All the options are menu-driven and hence the administrators do not need to create and execute complex command sets or code files for managing the users and the email service.
Verify the Domain:
You'll need to add and verify the domain you want to set up the email hosting for. The verification process is required to ensure that you have Administrator privileges for the domain and are entitled to set up and use the domain with our services. If you have registered your domain through Zoho, then you can skip this step.
Add Users:
After your domain is verified, add or import users and create their mail accounts. Set up Groups for common accounts that are used by more than one user. You can create multiple email addresses for a single user, by creating multiple email aliases for the same user account.
Setup MX Records/ Configure Email Delivery :
Once you have added the mail accounts, you'll need to change the MX Records of the domain. After the MX Records are set up, emails will be delivered to your Zoho Mail account. Click here to learn about the advanced Email Routing options available in Zoho Mail.
IMAP or POP migration:
Migrate email accounts from your previous servers via POP or IMAP protocols. You can also opt for a PST Migration or Exchange migration if you have your emails in your Exchange Server or as PST files.
SPF configuration:
Sender Policy Framework (SPF) Records are recommended to validate the emails sent from your domain. SPF Records are also used to prevent email spoofing (messages sent by spammers with forged From addresses at your domain) by specifying which IP addresses and mail servers are allowed to send emails on behalf of your domain.
DKIM (DomainKeys Identified Mail) configuration:
DKIM is a common email authentication system, that includes a unique signature in the header, generated by a private key configured for the specific domain in the server. The public key published in your DNS is used to validate the DKIM signature by the receiving server. Based on the validation results, the mail will be classified as genuine or spam.
Additional set up options
Catch all Setup: A catch-all account is set up to ensure that emails that are addressed to your domain but to an account that's either not set up or misspelled do not get lost. Such emails will be delivered to the catch-all account. For example, if you've set up accounts for manager@thatcompany.com and info@thatcompany.com, but a sender addresses an email to help@thatcompany.com, which you've missed to set up, the email will be delivered to the catch-all account instead of being bounced back.
Dual delivery: Set up dual delivery for your domain by configuring a second mail server for your domain.
Login page customization: You can create a personalized login URL when you add a CNAME alias (pointing to business.zoho.in) to your DNS records. You can customize the page even more by uploading your company's logo using Zoho Mail Suite's Admin Console.
Miscellaneous: Once you have set up the webmail, refer to the POP and IMAP pages for further configuration in POP and IMAP clients like Outlook, iPhone, etc. Zoho Mail also provides domain registration and auto-renewal services. Domains registered through Zoho are designed for seamless use with Zoho Mail. Domain verification is automatic and MX entries are pre-configured.
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Index / Admin Guide
Zoho Mail provides extensive control panel for the administrators to manage their organization users, email accounts and policies.
Email hosting setup
Zoho Mail Suite provides enterprise features for email hosting to satisfy the needs of organizations of all types and sizes. Zoho Mail provides custom domain-based email address for all members of your organization in no time.
Troubleshooting Domain Verification
When you register the domain with one provider, but point the Nameservers to another provider, then the CNAME/ TXT/ MX/ SPF records added in your Domain Registrar is not considered valid.
Zoho Mail plugin for cPanel
cPanel provides a control panel for domain owners to manage the different aspects of web hosting. Zoho Mail Plugin for cPanel helps you sign up for email hosting with Zoho Mail from within cPanel. This plugin is available under the Email section.
Zoho Mail for Plesk
Plesk is a web hosting platform with a control panel that allows domain owners to manage the different aspects of web hosting. Zoho Mail Plugin for Plesk helps you sign up for email hosting with Zoho Mail from within Plesk.
Searching Admin Console
Zoho Mail Admin Console provides a centralized interface from where you can manage critical aspects of an organization - the different domains, users, groups, organizational spam control, email policies, to name a few. However, this wealth of information might make navigating through the Admin Console slightly challenging.
Dashboard
The Admin Console Dashboard is the first thing you will see as soon as you login to the Zoho Mail Admin Console. It is a culmination of important data your admin might need at their disposal. You can enable or disable widgets in your dashboard including data on your organization's Email Traffic Stats.
Users
The user details section, provides the list of users already added to the organization. When you click on each user, you can have a detailed view about the particular user. The Admin can also perform a set of actions on the user. The primary email address of the users are listed in the section.
Roles and Privileges
The roles available in Zoho Mail are Super Administrator, Administrator, and User roles. The members of the organizations can assume different roles in Zoho Mail, based on the requirement. The Super Administrator can provide Administrator privileges to other users.
Groups
Groups or Distribution Lists are common email addresses, shared by a set of users for a specific purpose. When an email is sent to the group account, a copy of the email gets delivered to the mailbox of all the members of the Group.
Organization Settings
The administrator can control organization-wide parameters under the Organization section. Settings for the entire organization such as the org name, logo, templates for the welcome email and signature, format for the display name and email address.
Domain Options
Zoho Mail allows organizations to add domains to their organization accounts or even buy domains through Zoho. Your organization members will further be able to send and receive emails using their custom domain-based email addresses in Zoho.
Autodiscovery Settings
The Autodiscovery service ensures that email accounts can easily be configured using the IMAP protocol or on mobile devices using ActiveSync. The procedure varies depending on whether you want to configure it for IMAP or ActiveSync.
Email Policies/ Rules
Email Policies help the administrators control the organization's email sending and receiving parameters. In Zoho Mail, you can define multiple email policies and apply them to various sets of users and groups.
Advanced Delivery Options
With Zoho Mail, you can redirect or send a copy of an email automatically by configuring Email Routing. Email Routing is helpful in many situations like if you want to automatically send a copy of one user's email to another.
Security and Compliance Dashboard
The security and compliance dashboard in the Zoho Mail Admin console provides an overview of all the recommended security configurations. It displays the overall compliance score.
Organization Security
Organization accounts hold a lot of sensitive data and there's a need for certain security rules to make sure your data stays safe and is not compromised. The administrator can protect their user and organization data with the help of email security features.
Organization Spam Control
Zoho Mail is a secure email service with a spam control system that provides multiple options to customize the settings such that they suit your organization's needs.
Zoho Mail Outlook Add-in
Zoho Mail users can now experience enhanced email security and have better control over their preferences with the new Outlook Add-in while using their email client.
Export User Accounts
The Zoho Mail Admin Console provide options to export or backup users' emails, recover any deleted emails and also retry sending of emails that have failed delivery.
Migration to Zoho Mail
Zoho Mail offers a very simple solution to migrate data from your previous email provider to the respective user accounts in Zoho Mail directly. These user accounts need to be created in Zoho Mail before adding the migration.
Zoho Exchange Migration Wizard
Zoho user and email migration wizard can be used to discover users and migrate their emails from the Active Directory/ Exchange environment to their accounts in their Zoho Mail organization accounts.
Application Settings
The administrator can control the settings for other Zoho apps and third-party applications and integrations from the Other App Settings section in the Zoho Mail Admin Console.
Email Retention and eDiscovery
Email retention is the process of retaining emails in an organization for a specific period in an organized manner based on the policies of the organization.
Email Backup and Recovery
Email backup processes and stores emails in a safe, centralized location that can be retrieved at any point in time. It helps prevent data loss by enabling users to restore email content that has been accidentally deleted or lost.
Reports & Statistics
Zoho Mail has a separate Admin Reports section which comprises of statistics on various aspects of your organization's emailing experience. As an administrator, these reports will help you gain information on all aspects of your organization.
Zoho Toolkit
Zoho Mail provides easy-to-use diagnostic tools to troubleshoot some services. There are options to check the domain and registry details. You can run some basic DNS configuration checks for a specific domain, and analyze message headers.
Subscription
Zoho Mail offers different plans to accommodate different users. One can choose the subscription that would suit their organization from the array of available plans. You can also opt for the mix and match plan to have a tailor-made subscription.
Firewall settings
Configure your firewall settings and allow your organization members to access Zoho Mail without any restrictions. All of the below-mentioned domains have to be whitelisted even if you don't see activity at those addresses.
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