Posted by Nishi on 1 April 2025
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. Or you can specify a particular user to whom all the emails that your organization receives with an unknown recipient have to be forwarded. Or you can use routing to increase security against spam.
You can configure Email Routing, Inbound Gateway, and Outbound Gateway depending on your requirement. To configure routing to your account,
When you add configurations for email routing, it's set at the disabled condition by default. To Enable or Disable your routing configuration, follow these steps:
You can choose different types of delivery to route your emails in a specific way. To choose an email delivery type, follow these steps:
Note:
With the help of Criteria based routing, you can set certain conditions following which the emails will be routed. To enable criteria based routing, follow these steps:
Now, only the emails that satisfy the respective criteria (condition) you have configured will be routed.
The Incoming and Outgoing gateways are generally used when you use third-party systems for services like Email Archival, Backup, or Retention for corporate policies. The third-party service will provide you with the MX records or IP Address, to use with their services and the IP address from which the copy will be routed to Zoho Mail.
You need to configure the IP address provided by the third-party service as 'Incoming Gateway'. Similarly, to route your outgoing emails through the third-party service, you need to configure the MX or IP address where the service accepts email for backup, as Outgoing Gateway. You can refer here for details about backup options available in Zoho Mail.
An inbound gateway is a server that routes the emails to the Zoho Mail Servers. If the MX records of your domain are pointed to a legacy server or a backup server, you may configure email routing from your legacy server to Zoho, where the MX is not pointed to Zoho. In such cases, you need to provide the IP addresses of the servers, which relay emails to the accounts here. This will ensure that the configured IP addresses are considered legitimate and whitelisted for your organization.
To add IP addresses to your Inbound Gateway,
Below are some of the other options available in the inbound gateway section:
An outbound email gateway is another server that is configured to relay the outgoing servers of various domains of your organization. You can configure an outbound gateway when you want to relay all the outgoing emails from your server to another SMTP server. The other server will deliver the emails to the respective accounts specified for recipients. The other server may archive emails for backup or email retention purposes.
To configure Outbound Gateway, follow these steps:
Your Outbound Gateway will be configured upon successful verification. You can change the Authentication email address by clicking the Update button next to the email address used for authentication.
You can also change the preference of users' emails that you want to relay through the gateway. Confirm that you want to change the users configuration in the pop-up while changing the users preference.
While choosing the For selected users or Except selected users choices you'll have the following options to add users:
After making the necessary changes click Update. The users selected will be listed below the Selected users section. You can Add/ Import users to the list. You can also remove users from the list by hovering over the respective user in the table and clicking
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