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Managing your Zoho Mail/ Zoho Workplace Subscription

Posted by Nishi on 24 January 2025

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. In the case of Zoho Workplace, you can also opt for the mix and match plan to have a tailor-made subscription. The payment can be made online using your credit card or other local payment options available in your country. After you subscribe to Zoho Mail, you can allow automatic renewal which will be charged based on your date of upgrade. You can also change your plan or purchase addon storage anytime require it.

Zoho Workplace

Zoho Workplace is a bundle of communication, productivity, and collaboration apps along with a file management application to fulfill the business needs of an organization. The applications available in different Zoho Workplace plans are Zoho Mail Suite, Zoho Cliq, Zoho Connect, Zoho Workdrive, Zoho Meeting, Zoho ShowTime, Zoho Writer, Zoho Sheet, and Zoho Show.

Plans available under Zoho Workplace

  • Free plan: Using this plan you can add up to 5 users to an organization, host one domain for free with web-only access. And each user gets up to 5 GB of free storage (for both Zoho Mail and Zoho WorkDrive included).
  • Standard plan: In this plan, each user gets up to 30 GB storage for all Zoho Mail requirements including IMAP and POP accounts (ie. mail account storage), and 5 GB for the WorkDrive team storage. You can purchase any number of user accounts you require under this plan.
  • Professional plan: In this plan, each user gets up to 100 GB storage for Zoho Mail account storage, e-discovery, IMAP and POP accounts, and more, and 100 GB for the WorkDrive team storage. You can purchase any number of user accounts you require under this plan.

And in case you are looking for custom plans for enterprise (1000+ employees) organizations, reach out to us at sales@zohocorp.com for a detailed quote.

Zoho Workplace - Trial plan

You can try out our features and the user interface before purchasing a subscription by taking a commitment-free 15 day trial of the Professional plan. You don't have to provide your credit card details or any type of payment details during the trial signup. You can choose to upgrade to any of the paid plans before the trial ends if you want to continue using our services. If the admin does not upgrade, your account will be automatically moved to the free plan and the exclusive features of the paid plans will no longer be available.

Zoho Mail

Zoho Mail is an application for business emailing purposes. But Zoho Mail is a suite of apps including Mail, Calendar, Contacts, Tasks, Notes, and Bookmarks. You can choose from the available plans according to the needs of your organization.

Plans available under Zoho Mail

  • Free plan: You take the Zoho Workplace Free plan which comes with Zoho Mail. Using this plan you can add up to 5 users to an organization, host one domain for free with web-only access. And each user gets up to 5 GB of free storage (for both Zoho Mail and Zoho WorkDrive included).
  • Mail Lite plan: In this plan, each user gets up to 5 GB or 10 GB (depending on your plan) storage for all Zoho Mail requirements including IMAP and POP accounts (ie. mail account storage). You can purchase any number of user accounts you require under this plan.
  • Mail Premium plan: In this plan, each user gets up to 50 GB storage for Zoho Mail account storage, e-discovery, IMAP and POP accounts, and more. You can purchase any number of user accounts you require under this plan.

Zoho Workplace Professional and Zoho Mail Premium features

Some of our features are exclusively available only to our Professional Plan users.

  • Archival - Zoho Mail's Archival solution will help retain all the outgoing and incoming email along with any attachments and metadata. These emails are preserved and indexed for any future use. This is useful to protect critical data and in case of any accidental deletion.
  • eDiscovery - The eDiscovery feature allows you to search and obtain information from archived emails. You can create investigations on specific emails based on your requirements. Storage of emails retained under default and custom retention policies of eDiscovery alone with the account storage is based on the plan allocated for the user. 
  • S/MIME - Secure/Multipurpose Internet Mail Extensions (S-MIME) provides high-level security to your Organization's emails. This encrypts the content of the email using keys and curbs any misuse. It ensures that only authorized personnel can access your data. Zoho Mail's S/MIME is well protected against EFAIL attacks.

Few other features exclusive to paid plans include IMAP access to configure external clients in your mailbox, Email Forwarding, Email Routing, ActiveSync, SAML-based SSO integration, and White labeling.

Mix and Match Plan details

An organization will require different tools for different users. For example, you might not want to provide premium features to your contract employees. To overcome this, you can mix and match the available Workplace and Mail plans and allocate the plans depending on the user requirements and their suitability. 

If you feel that your organization will benefit from using a mix of the available plans, drop an email to sales@zohocorp.com. The Flexible plan can be purchased only offline through our support channel and is not available online as of now.

Note:

  • When you are opting for the Mix and Match plan, you can choose to use both the Workplace and Mail plans. In this case, you can only opt for the yearly subscription.
  • Features that are available in a specific plan will only be available to the users that come under that plan.
  • While making the purchase for the Mix and Match plan, make sure you provide the exact license count that exists in your organization currently.
  • If you are moving from one of the paid plans, all users will be moved to the free plan initially. The admin will have to choose and allocate the plan for each user from the Admin Console.
  • If you are moving from one of the paid plans, ensure that users do not have more than 5 GB of storage. This will ensure that the account doesn't get blocked.

Upgrade to a paid plan

An admin can upgrade their organization's subscription—from the free plan to a paid plan or from the Lite or Standard plans to Premium or Professional—in case the requirement arises. To upgrade:

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription page in the left pane. The details of all the plans available under both Zoho Mail and Zoho Workplace will be displayed.​
  3. Choose the plan of your choice and click the Upgrade button under the plan of your choice.
  4. When you upgrade from the free plan, you will have to purchase licenses for all users present under your organization. Click Proceed.
  5. You will be redirected to the Zoho Payments page. Enter the number of user licenses you want to purchase. That is, ideally the number of users should be equal to the number of licenses you purchase. There can not be any free users or free licenses. If you have 6 users added to your organization, then you must buy 6 licenses to keep all user accounts.
  6. You can also purchase units of storage as add-ons in case you require more storage. You can assign these add-on units later in the Admin Console to the users in need of more storage space.
  7. After entering the number of users and add-ons, you will be shown the split up and the total estimate of the amount you will be required to pay. Click Continue.
  8. You can review your order again before continuing with the payment. If you are sure about the number of licenses and units, click Confirm.
  9. Enter your billing details and then click Make Payment. 

Your bank may reject the transaction if the data provided by you to Zoho Payments does not match their records. You can either change the required data at your bank or use a different card to overcome payment failures. The basic card details you entered will be stored in the Payment Gateway for easy upgrades and renewals in the future. If you want to change the billing address or want to use a different card for the subsequent renewals, you can change your credit card details.

Buy additional licenses for new users

When you subscribe to a paid plan, the number of users should be equal to the number of licenses. To add more users, you need to purchase licenses. The Admin can purchase licenses anytime, from the Zoho Mail Admin Console. When you are in annual renewal mode, the additional licenses purchased will be charged on a pro-rata basis. 

Suppose you have 6 user licenses and you go for 1 new license after 6 months, you will be charged for the additional license, only for the remaining 6 months based on the date of renewal. The upgrades/ additional licenses subscribed in the middle of a payment cycle will be charged rounded off from the date of purchase, and up to the immediate renewal date.

Steps to add new licenses: 

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane.
  3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.You can also directly access the subscription page from your mailbox. Click on your profile picture on the top right corner of your mailbox, and click the Subscription button.
  4. Next to your subscription details, select Upgrade User/ Add-Ons.
  5. In the additional user section, specify the number of additional (new) licenses you need. Once done, click Continue.
  6. The pro-rata amount for the licenses you purchase based on your renewal date will be displayed. After reviewing your order, click Proceed to Pay.The renewals for the organization occurs on a single date. Hence, the charges for your current purchase will be based on the next renewal date. 
  7. If your transaction was successful, your account will reflect your new licenses. In case the transaction could not be completed, check your card details and retry.

Additional storage

Email is not just a mode of communication but serves as a track of previous important communications that you may have to refer to from time to time. The storage requirement for each user varies based on the user's email behavior, the nature of the job, and other communications. Zoho Mail provides various basic storage options, based on the license type and plan allocated for the users. This basic storage allotted per user in Mail Premium and Workplace Professional plan includes the storage used by email retained under eDiscovery and the custom retention policies. However, some users may need more space for email due to their job requirements or their nature of work.

The admin can choose to buy additional storage units—5GB, 25GB, 50GB, 100 GB, and 200 GB and allocate to selected users, who need more storage for their email data.

Buy add-on storage units

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane.
  3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.You can also directly access the subscription page from your mailbox. Click on your profile picture on the top right corner of your mailbox, and click the Subscription button.
  4. Next to your subscription details, select Upgrade User/ Add-Ons.
  5. In the add-on options available, specify the number of units you would like to purchase. For example, if you want to purchase 100 GB for one user and 25 GB for another, you can purchase one 100 GB unit and one 25 GB unit.
  6. After selecting the required units of storage, click Continue.
  7. The pro-rata amount for the licenses you purchase based on your renewal date will be displayed. After reviewing your order, click Proceed to Pay.The renewals for the organization occurs on a single date. Hence, the upgrades/ additional licenses subscribed in the middle of a payment cycle will be charged only for the time remaining up to the immediate renewal date.
  8. If your transaction was successful, your account will reflect your new add-ons. In case the transaction could not be completed, check your card details and retry.

In case a user needs more than 200 GB, the admin can buy multiple add-on storages and allocate it to the same user.

In case a user needs more than 200 GB, the admin can buy multiple add-on storages and allocate it to the same user.

Allocate additional storage

  1. Login to Zoho Mail Admin Console.
  2. Navigate to the Users section in the left pane and click on the user you want to allocate additional storage units. You can also use the universal search bar to find the respective users at ease.
  3. On the user page, click Storage from the top menu.
  4. Enter the number of additional storage units you want to allocate to that user. There is no limit to the number of units you can assign to a single user.This storage space is for all mailbox data such as—but not limited to, POP clients, IMAP clients, email retention, e-discovery, trash emails, among others.
  5. This storage space is for all mailbox data such as—but not limited to, POP clients, IMAP clients, email retention, e-discovery, trash emails, among others.
  6. Once done, click Update.

You have successfully assigned additional storage to the user. You can also view the summary of all add-ons you purchased and used by clicking Show allocation summary.

Auto Allocation of additional storage units

Usually, in larger organizations, the admins can easily purchase storage units but can find it difficult to assign those units manually to users in need. In such cases, the auto allocation feature might come in handy. When Auto-allocation is enabled, storage units will be automatically allocated to users with mailboxes reaching its maximum storage limit. This makes sure that the user's in need gets timely storage units and can also prevent their account from getting automatically blocked.

To switch on Auto-allocation of storage units,

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane. You can view view your plan details along with the list of licenses and add-ons you own.
  3. Toggle the Auto-allocation button to enable the feature.​

Note:

Auto-allocation of storage is possible only when the admin has already purchased storage, and has not used it.

Switch to yearly plan

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane.
  3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
  4. The complete plan details will be displayed. Next to the plan details, in the Manage Subscription section, select Switch to Yearly.
  5. After you've chosen this, in the Confirm Order screen, you will be shown a summary of your bill amount. Click Proceed to Pay and finish your payment.

You will now be moved to the yearly plan and renewal cycle.

Change Credit Card Details

You can modify the credit card details stored with us, for other future upgrades or renewals. To change your card details,

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane.
  3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
  4. In the top right corner, click Your Store Details and then click Payment Method.
  5. Under Payment Method, navigate to the card you want to update and click Change.
  6. Provide the new card details and click Save.

You have successfully updated your card. You can also update your billing address and add more recipient addresses via the Billing Address and other info, and the Email recipients sections.

View Payment history and download Invoices

You can view the details of your past payments like upgrades, renewals, and more from the Payment History section. The invoices for each payment made are also available on the same page. 

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane.
  3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
  4. In the top right corner, click Your Store Details and then click Transaction History.
  5. On the transaction history page, you can view and download all past payments and renewals.

You can search the transactions or filter the details from the list of transactions. Hover over the PDF icon to view or download the invoice in the pdf format.

Payment Modes

Zoho Workplace/ Zoho Mail supports multiple payment modes and offers secure transactions. Our billing system is transparent without any hidden costs or charges for the administrators. You can pay through any of the following cards:

  • Mastercard
  • Visa
  • American Express
  • JCB
  • Discover

Note:

  • In addition to the above card options, you can also pay via Paypal. However, the cards listed above are not supported for payment in all countries.
  • For queries related to online payment options, reach us at payments@zohocorp.com. For Bank transfer or offline payment queries, drop an email to sales@zohocorp.com.

Cancel or downgrade Subscription

You can choose to cancel and downgrade your subscription and stop the further renewal. To cancel or downgrade your subscription,

  1. Login to Zoho Mail Admin Console as an admin.
  2. Navigate to Subscription in the left pane.
  3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
  4. From the Manage Subscription section, select Change Plan to view your current plan and the other options available.
  5. You can downgrade to the plan of your choice or scroll down the plan details displayed, to view the Cancel Subscription link. Click the link to cancel your subscription. 

Once you cancel your subscription, you will be moved to the free plan.

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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.

Have a query or want to discuss ?

Email:

sales@fgrade.com

Call us:

+917569743290