Zoho Mail Roles and Privileges
Posted by Nishi on 22 January 2025
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 Email Super Administrator is by default the user who signs up and sets up the domain in Zoho Mail. The users are end-users, who just need to access the Mail, and do not need any admin capabilities like adding users and so on. The Administrator is a role provided to a user, who needs to manage users in the organization, in addition to the Super Administrator.
The Super Administrator can provide Administrator privileges to other users or change the Super Administrator of the organization to another Administrator in the Organization.
Change Role of a Zoho Mail member
You can change the Role of any user to admin and admin to a user.
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Log in to Zoho Mail Admin Console
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Navigate to Users in the left pane, and click on the user you want to change from User to Admin.
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Under the Role option, click the Edit icon and select the role you would like to assign.
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Once done, click Update.
Change Super Admin
Even though the Super Admin, by default, is the user who initially set up your organization, it can be changed.
Things to note:
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There can only be one super-admin for an organization.
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The Super Admin role can be assigned only by the Super Admin.
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The member you want to make as Super Admin should already have the Admin role (custom Administrators are not eligible).
To change an Admin to Super Admin
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Log in to Zoho Mail Admin Console
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Navigate to Security & Compliance in the left pane, and go to Roles and Privileges.
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Navigate to Roles and click Super Administrator
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Click Change Super Admin.
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A pop-up window will list all the Admins under your organization. Click Make Super Admin next to the member you would like to assign as super-administrator.
Once you choose a different super admin, the previous super admin's role will change to Admin.
Note:
If you are a Zoho One user, refer to Zoho One's Managing Admins help page.
Privileges
Super Administrator
By default, the user who signs up first and creates the organization will be assigned as the Super Administrator. There can only be one Super Administrator and has the utmost privileges across the entire organization.
Exclusive privileges of Super Administrators:
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Change the role of a User to Admin and vice versa
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Change an existing administrator to be a Super administrator
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Change your Organization's Logo and Name
Administrators
The members with the Admin role can manage all aspects of the organization except for the exclusive privileges of the super administrator. There's no limit on the number of administrators.
Apart from general Administrators, you can also have special administrators who will have access to manage only specific parts of your Zoho Mail Admin Console.
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User Management AdminThe User Management Admin has the privilege to delete your organization's users, configure user settings, and change passwords.
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Spam Control AdminThe Spam Control Admin can manage your organization's spam settings like adding Allowed List and Blocked List, action to be taken in case of SPF, DKIM, DMARC, and DNSBL failure, among others.
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Helpdesk AdminThe Helpdesk Admin can access Audit Logs, Block/Unblock accounts, send or delete bounced emails, add email recovery options, and so on.
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Marketplace DevelopersMarketplace Developers of your organization can build applications using Developer Space. Super Administrator will have the Developer rights by default.
Group Privileges
You can allow or restrict privileges on Organization Groups and Personal Groups depending on your enterprise policy. To access Group privilege settings,
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Log in to Zoho Mail Admin Console
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Navigate to Security and Compliance in the left pane.
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Go to Privileges under Roles and Privileges.
You can set the restriction levels separately for both Organization and Personal Groups.
Organization Group
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Allow organization group creation: When disabled no member (admin or super admin) of your organization can create an Organization group.
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Who can create organization group?Super Administrator only: No one apart from the super admin of your organization can create the group.Administrator only: No one apart from the admin and super admin can create the group.All users: Anyone—super admin, admin, or members—from your organization can create the group.
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Super Administrator only: No one apart from the super admin of your organization can create the group.
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Administrator only: No one apart from the admin and super admin can create the group.
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All users: Anyone—super admin, admin, or members—from your organization can create the group.
Personal Group
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Allow personal group creation: When disabled no member (admin or super admin) of your organization can create a personal group.
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Allow personal groups with external users: When enabled, external members who are not part of your organization can be added to the personal groups.
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Who can create personal group?Super Administrator only: No one apart from the super admin of your organization can create the group.Administrator only: No one apart from the admin and super admin can create the group.All users: Anyone—super admin, admin, or members—from your organization can create the group.
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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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