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Organization Settings for Email

Posted by Nishi on 22 January 2025

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, and the different locations for the organization can be set up here.

Organization Profile:

You can set up your organization's basic profile from this section in the Admin Console. Here, you can change your org's name, super admin and upload a logo for your organization.

Changing the organization name:

Generally, if you don't edit the name of the organization after creating the organization account, the domain name gets added as the name of the organization. The super administrator can later change the name of the organization from the Admin Console.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Profile section.
  3. Under Organization Info, you will find the Name menu.
  4. Click on the Edit icon across the name, and enter a name of your choice to change the organization's name.

Changing the organization logo:

The super admin has the privilege to upload a logo for the organization account. This logo will be displayed in the custom login page, and also in the webmail page of all the users in the organization.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Profile section.
  3. Hover over the logo on the right side, and select Change logo.
  4. Click on Browse files, and select the file that you'd like to use as the organization's logo.

Welcome Email Template

When a new user is added to your organization, the Admin or Super Admin can configure a customized welcome email which will be sent to each user. The template for this email can be edited in the Admin Console.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Welcome Email Template option.
  3. Click Configure Template.
  4. Enter the template and format it according to your necessities, and click Save.

The email content that you enter here will be sent as a welcome email to all new users.

Note:

This feature will be available only for organizations that are using one of our paid plans.

Signature Template

The admins and the super admins can configure a signature template for the organization. A signature, based on the template configured, will be added for all the users in the organization. The signature configured here by the admin cannot be overwritten by the signatures that the users configure for themselves. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Signature Template option.
  3. Click Configure Template.
  4. Enter a name for the signature, and select from the placeholders that you would like to apply. The values for the placeholders will be replaced by the respective values entered in the user's profile section. 
  5. You can also add any text or website links that you'd like to add to the signatures, and click Save.​

Note:

This feature will be available only for organizations that are using one of our paid plans.

Preferred Display Name Format

The admin can choose the preferred format for displaying a user's name from the Organization Settings section in the Admin Console. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Display Name Format section.
  3. In this section,
  • If you want the First name to be displayed followed by the Last name, select the First Name, Last Name option.
  • If you want the Last name to be displayed followed by the First name, select the Last Name, First Name option.

The names of your organization's users will be displayed in the preferred order in the User Details section.

Preferred Email Address Format

The admin can choose the preferred format for creating a user's email address from the Organization Settings section in the Admin Console. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Email Address Format section.
  3. In this section, select the relevant options from the dropdown lists. 

While creating a new user, when you enter the First Name and Last Name, an email address will get auto-populated in the email address field based on the format chosen.

This format will also be taken into account if you're importing user details into your organization account. If the First Name and Last Name fields are given, but the Username field is not given, an email address will be created for each user based on the given format.

Organization Locations

You can add different work locations to your organization. After adding the user, the respective location can be mapped to each user. Only the Super Administrators and Administrators can add and map the locations.

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Locations section.
  3. Click on Add.
  4. Enter the location, address and choose the correct time zone from the dropdown, and click Add.
  5. You can select the Edit or Delete options across each location to edit or delete them.

Changing Members' Location

You can change the location of the organization members from the Users section.

  1. Login to the Zoho Mail Admin Console.
  2. Go to the Users section.
  3. Select the checkboxes to the left of the users to whom you'd like to change the location.
  4. Select Locations from the top menu, and select the relevant location from those listed.

Customized Login (mail.yourdomain.com)

The administrator can configure Custom Login URL for the organization members to remember and access Zoho Mail easily. The users will be able to use the URL mail.yourdomain.com to log in to their respective email accounts. You can configure a custom login link from Zoho Mail Admin Console.

  1. Login to the Zoho Mail Admin Console as an administrator.
  2. In the Organization menu, go to the Customized Login section.

Note:

  • The Custom login URL feature is available only for paid organization account users.
  • After you log in to the account using the Custom URL, all the internal pages will be redirected to the Zoho Mail URL and will not have custom domain support.

Federated Sign In

Zoho allows users to log in to their Zoho accounts using Apple/Google/Microsoft/LinkedIn/Twitter/Facebook logins. This is called federated sign in.

You can choose whether you want to provide Federated Sign In for your custom login page or not. 

  1. Login to the Zoho Mail Admin Console.
  2. In the Organization menu, go to the Customized Login section.
  3. Using the Federated Sign In toggle, choose to turn ON or OFF the Federated Sign In option for your login page.

Partner Details

In case your organization is a Child Org under a Partner Admin, your Admin Console will include a Partner Admin Details section under the Organization menu. This section displays the name and email address of the Partner Admin of the Child Organization. The Partner Admin can access the Admin Console of the child organization from the Partner Admin Console. The Admin of the Child Organization can click the Revoke Access option to disable this access. The Partner Admin will no longer be able to access the Child Organization Admin Console once the access is revoked. 

In order to revert the Revoke Access action, the admin of the child organization can contact support@zohomail.com.

Delete Organization

If you want to delete your organization account, there are three steps to follow before deleting the organization:

  1. Deleting all your organization users except yourself.
  2. Deleting all your domains.
  3. Cancelling your subscription.

  Refer this help page for detailed instructions.  

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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. 

Data Subject Requests

Organizations deal with an enormous amount of confidential data on a daily basis. So, organizations might receive data subject requests to check for some legal or compliance issues.  

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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