Toolkit by Zoho Mail
Posted by Nishi on 24 January 2025
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, analyze message headers, make use of encoding/ decoding functions, perform reverse lookups and check if certain port numbers are open for specific hosts.
Domain Details
In the Domain details section of the Toolkit, you can see all the records that have been configured for your domain name.
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Go to the Domain Details section.
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Enter the domain name for which you'd like to see the records and click Dig.
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You can view each of the records associated with the domain under the relevant fields.
A brief explanation of each of the records has been given below:
MX Record
MX Records or Mail Exchanger Records define the server to which a respective domain's emails need to be routed. The MX Records for each domain have to be added as suggested by the server in which their email is hosted. A domain can have multiple MX Records each with varying levels of priority. For example, if you use Zoho Mail, you will be adding the 3 MX Records suggested by Zoho Mail, and if emails cannot be delivered to the record with the lowest priority, the record with the next priority is tried and so on.
TXT Record
TXT Records contain any text information that might be required for external sources. It can be used for a number of purposes. Zoho Mail uses TXT Records in multiple instances such as configuring SPF, DKIM, DMARC or to verify domain ownership.
CNAME Record
CNAME or Canonical Name is a DNS record that is used to map an alias name to the canonical domain name. Zoho Mail uses the CNAME method for domain ownership verification and in the process of customizing the login URLs.
A Record
An A Record or Address Record maps a specific domain to the physical IP address of the computer on which the domain is hosted. The A Record maps the IPv4 of the respective computer.
AAAA Record
Like the A Record, the AAAA Record also maps the IP address associated with a domain name, but AAAA Records map the IPv6 IP address (Version 6) of the computer that is hosting the domain.
NS Record
The NS Record or Name server record is used to delegate your domains or subdomain to a different name server. If you want the DNS for a domain to be resolved by a different name server, that can be mentioned here.
SOA Record
SOA or Start of Authority Record holds administrative information about zone transfers for any particular domain.
In case you want to view all the records that have been added for a domain in one view, Dig the records and go to the All tab. This will display all the DNS records that are associated with a particular domain.
Registry Details
You can find details regarding who has registered the domain and the provider from which a specific domain was purchased.
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Go to the Registry Details section.
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Enter the name of the domain and click Get Details.
All the registration details for this domain will be displayed.
Registered to refers to the organization or the individual who has bought the domain. The Registered by parameter refers to the DNS provider with whom the domain has been registered. You can also find details about the date when the domain was registered, the date it expires and the Last modified time which refers to the last time any change was made to the domain's WHOIS information.
Domain configuration checks
In the Run Checks section, you can view if the important configurations for every domain, such as the MX, SPF, DKIM etc. have been configured.
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Go to the Run Checks section.
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Enter the domain name.
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Enter the DKIM selector value, if you want to view the DKIM details for the domain, and click, Run Checks.
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Now you can view whether the MX, SPF, DKIM and DMARC records for the domain have been configured.
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If the records are configured correctly, you will find a tick against that particular record, and you can click View records across each field to take a look at the records.
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If the records are configured incorrectly, you will find an exclamation against that particular record. This means that you have to update the record to the correct value.
Message header analyzer
If you have the header of an email, you can view the related details in separate sections for easy understanding. Email headers usually contain a lot of information about the email. This analyzer parses the email content and presents it in an easy-to-read format. Follow the instructions on this help page to view the email headers for an email that you have in your Zoho Mail account.
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Go to the Message Header Analyzer section.
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Enter the email header in the relevant field and click Analyse.
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In the Message Details tab, you can view the basic details about the email such as the Message ID, From and To details, the Email Subject etc.
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In the Received Headers tab, the entire trail of the email, if has gone through a chain can be viewed, along with the Protocol, Delay etc.
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The Other Headers tab will have all the detailed, technical information regarding the email such as the DKIM, DomainKey signatures, the MIME Version and other such details.
Reverse Lookup
If you have the IP address of a computer and want to find out the domain name that is associated with this IP address, you can use the Reverse Lookup option.
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Go to the Reverse Lookup section.
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Enter the IP address whose associated domain you'd like to find, and click Lookup.
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If there is any domain that is hosted from this physical IP address, it will be displayed on the screen.
Port Check
In case you want to check whether a specific port is open for a particular host, you can make use of the Port Check option.
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Go to the Port Check section.
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Enter the hostname and the port number that you want to perform a check for, and click Check.
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A message will be displayed on screen, with details about whether the port is open or closed.
Encode/ Decode
If you would like to encode URLs or text before sending it out to someone, or if you would like to decode encoded text or URLs, you can make use of the Encode/ Decode section.
There are 4 options available:
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Base 64 encode
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Base 64 decode
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URL encode
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URL decode
To use any of these options, follow the instructions below:
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Go to the Encode/ Decode section.
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Enter the text or URL that you would like to encode or decode.
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Select the function that you would like to perform, and click Submit.
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The encoded or decoded value will appear on the screen.
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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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