Add users

IV. Migrate your emails

Once you have set up your domain and added users, you can migrate your data from your previous provider to Zoho Mail.  

Migrating from G Suite, Office 365, and Microsoft Exchange Server 

You should then add users, either manually or by uploading a CSV file with their details. You can also choose to fetch user accounts from the source server and then select the user accounts you want to run the migration for. 
Now you’re all set to start the migration. Once the migration is complete you’ll be shown a detailed report about the data that was migrated, and what failed, along with the reasons for the failure. 

IMAP/POP migration 

You should then add users, either manually or by uploading a CSV file with their details. 
You can now start the migration. You will be able to view a detailed report after it’s finished. 

POP Configuration settings for Zoho Mail

Incoming Server Name: pop.zoho.com
Port: 995
Require SSL: Yes  
Username: username@zoho.com

Incoming Server Name: poppro.zoho.com
Port: 995
Require SSL: Yes  
Username: you@yourdomain.com 

Outgoing Server Settings: 

Outgoing Server Name: smtp.zoho.com
Port: 465, SSL or
Port: 587, TLS
Require Authentication: Yes

Password: Your Zoho account password

You may require  to set up the account in other devices if Two Factor Authentication is enabled for your account. 

Note:

If you are a Federated Sign In user, you will not have a ‘Zoho’ password for your account. Use the Forgot Password link in the accounts.zoho.com page, to generate Zoho specific password for your account in Zoho. The Federated Login credentials will not work for POP/ IMAP/ Active Sync access. 

Using HubSpot extension in eWidget

1. Click on the eWidget  icon on the bottom-right corner of your mailbox.
2. Select HubSpot from the app menu.
3. You will have options to Create Contact or Create Company.

Add a Contact:

1. Navigate to eWidget and select HubSpot
2. Click Add to Contacts  to create a contact from email
3. Fill in the details in appropriate fields and click Save​​

Associate a Task with a Contact:

Once a contact is added you can set deals, add notes, associate tasks, and schedule events with them right from your mailbox.

1. Go to eWidget >> HubSpot
2. If an email from the contact is open their info will be displayed. You can also manually search for a contact’s info with their email address.
3. Select the Tasks tab
4. Click on Create Task
5. Fill in the task description and due date and click Save.

How Streams works:

Streams enables social media style interaction within teams/ groups facilitated by likes and comments for different entities, which can be shared with groups or individuals.

• Status Messages
• Events
• Tasks
• Notes 
• Emails
• Bookmarks

A moderator or an Administrator can enable Streams for the group. Once the group is ‘Streamified’, all the members can view it under Streams Groups listing on the left pane. Once enabled, the members can start posting messages to the groups. The users can also add posts directly to individual members’ walls. Group Streams will have the activities and shares in Streams for the particular group. Any individual posts or shares will be available in the ‘My Streams’ area of the Home.

Likes

The users can ‘Like’ a post or a comment, by clicking the Heart icon of the post/ comment. A like to the post/ comment can be interpreted as an agreement or a positive nod to the post. The owner of the post/ comment will receive notifications whenever someone likes his/ her post or comment. 

Comments

Comments help the users to provide their feedback instantly in a quick and simple manner. Using Markdown option, you can make formatting changes to your comment to emphasize the points. You can  other users in the Comment area to add them to the discussion or to notify them about the discussion. It can also help you to get the feedback from someone in particular or to pass the ball to someone about the particular topic.

II. Add users and groups

You can add users in one of the following ways: 

1. Login to Zoho Mail’s control panel as an Admin, select User Details from the Control Panel and click Add User. Click Create User and enter the user details as required. You will have to set a password for the user and share it with them for their first login. 

2.  

   Login to Zoho Mail’s control panel as an Admin, select User Details from the Control Panel and click Add User. Select Import from CSV option. Download the sample CSV file provided and fill in the user details along with a password for each user. Upload this file and select the domain to which you want to add these accounts to. 

You can also import users from other Zoho Services. . 

Click  to learn how to troubleshoot user addition. 

Search Across Zoho

Search across Zoho from Selected Text

1. In the email you are currently reading, highlight a section of the content.
2. Once you highlight the text by selecting, Smart create menu pops up.
3. Click on the Search across Zoho icon, to start a search in all Zoho Apps with has the highlighted text. 

Filter Options

You can narrow down the search results using the filters available. 

• By email address/ email alias: Click on your email address displayed in the filter bar. A drop down with all your aliases will appear. Choose any one email address to view only the emails sent/ recieved with the chosen email address from the entered contact.
• By folders: Click on the All folder option to view a drop-down of all your Folders. Choose any folder to restrict your search to that folder.
• More filters: Click on the More Option to apply filters such as Date range, Tags, with attachment, flagged and with replies.

2019

Dec

Intergromat, Blendr.io, and Workato integrations in Zoho Mail

Extend your inbox and connect your apps to Zoho Mail with Intergromat, Blendr.io, or Workato integrations.

Learn more

Learn more

Oct

Zoho Mail mobile app is iOS 13 ready

Dark mode, custom fonts, and a document scanner—all the exciting features of the iOS 13 update are now supported on our Zoho Mail mobile app.

Learn more

Enhancement

Sep

Marketplace

Zoho Marketplace is an online platform that offers extensions and widgets that help you enhance your workflow across multiple apps. Connect and access external apps as extensions in your inbox using eWidget in Zoho Mail. You can discover various compatible apps in Zoho Marketplace from the Integrations card in Settings. 

Go to Zoho Marketplace

New

Developer Space

Build your own extensions in Zoho Mail using our Developer Space. You can create custom app extensions with your favorite functionalities and publish it on Zoho Marketplace for other Zoho users to use them too. 

Zoho Mail Developer Space

New

Markdown support in Streams comments

Start expressing your views as comments on streams posts in Zoho Mail. With Markdown support you can now format your comments to emphasize your points.

Aug

Huge Attachments

Overcome your attachment limits with Zoho Mail’s Huge Attachments feature. If your attachment limit exceeds your plan limit you can use this feature in Zoho Mail to send attachments of up to 250 MB each

Learn more

New

HotKeys

Create custom text shortcuts (Hotkeys) to expand and replace your choice of abbreviations with full words and phrases as you type.

Jul

Track and manage your tasks and contacts using Trello and Hubspot integrations in Zoho Mail.

Learn more

Enhancement

Dismiss all your notifications at once with the Clear all option in Zoho Mail.

Chinese Traditional and Simplified

Display language now supports both Chinese Traditional and Chinese Simplified in Zoho Mail. Choose your preferred display language from the System settings in Zoho Mail.

Now you can insert your signatures using the Signature icon available in the formatting options in composer.

​

Jun

Button Labels

Choose how your options appear in Zoho Mail. You now have the option to view them as icons or icons with their titles. You can change it in Zoho Mail Settings >> System >> Button Labels.

May

Out of Office response — Save or Sweep

Now have more control over your out of office reply. You can now choose to Save all the responses in Sent folder or choose to skip them from your Sent folder. This new setting is now available in Out of Office settings, in case you want to change it. 

Learn more

Enhancement

Learn more

Zoho Recruit, Zoho Assist and Zoho Notebook Integrations in eWidget

Forward the resumes, handle remote support, and jot down the notes all without leaving your inbox. eWidget now sports Zoho Recruit, Zoho Assist, and Zoho Notebook extensions in Zoho Mail.

Key in with Zoho Mail

If you are Key-Savvy user, there is more for you in Zoho Mail. Keyboard Shortcuts are now customizable. You can now define your most favorite/ comfortable key combinations for the oft-repeated Zoho Mail Actions done by you. 

Choose your keys

Enhancement

Check it out!

Unusual Activity:

In case the system detects unusual activity in your account, to protect your account from being compromised/ misused, there are some automated actions on your account. These are in place to prevent abuse and to control any potential spam/ fraudulent phishing activities from being done using your account by Spammers or other Illegal Hackers. 

• Sending a large number of undeliverable emails (Bounce emails)
• Sending a large number of emails within a short span of time
• Sending to a large number of recipients per email
• Sending an unusually large size of Outgoing emails in a single day
• Sending emails to an unusually large number of recipients on a single day
• Multiple suspicious login attempts from different locations within a specific period of time. 

Email Composer/ Editor

The composer includes the following:

• From: The From address can be selected from the drop-down which contains the main email address of your account, your email aliases, and the external email addresses configured. The corresponding Display name will also be displayed next to the selected email address. Refer for instructions to configure external email address as a From Address. 
• To: Specify the direct recipients of the email here. The organization email addresses will be available from the AutoFill. Click the To Label, to open the address book and choose an email address from the address book. 
• Cc (Carbon Copy): Specify the recipients to whom the email should be copied. When you add an email address in Cc, other recipients will be able to view the addresses. 
• Bcc: (Blind Carbon Copy): Specify the recipients to whom the email should be copied, without exposing the email addresses to others. The other recipients will not know about the email addresses in Bcc. 
• Subject: Title or a Short Summary of the contents of the email 

Mail Content — Richly Formatted Mail

Here is a list of formatting options available in the Rich Text mode:

• Bold
• Italics
• Underline
• Strike through
• Font Face Options
• Font Size Options
• Font Color Options
• Background Color for text (Text highlight)
• Alignment Options
• List Options
• Indentation for text and Lists
• Line Spacing
• Superscript
• Subscript
• Text Direction
• Quote
• Remove formatting
• Format painter

• Hyperlinks — Directs a selected portion of the text to the linked URL or email address.
• Images — Inserts images either from the disk storage or directly from the web.
• Signatures — Inserts the selected signature in the composer.
• HTML — Provides options to enter content in HTML format, which will be reflected in the compose window.
• Tables — Inserts tables according to the customizations provided. 
• Horizontal Separators — Inserts a horizontal line between text.
• Smiley — Inserts the selected smileys from the list of options.

Plain Text Mail

To revert back to the Rich Text mode, click the same drop-down and choose Rich Text mode. Now you will be able to format the text that you’ve inserted, add tables, images etc. Even if you revert to Rich Text Mode, the prior formatting will not be restored.

Ask Receipt

​

1. Log in to Zoho Mail
2. Click the Settingsicon.
3. Go to 
4. • Select Always Send to always send a Read Receipt acknowledgment to the sender.
   • Select Never Send to never send a Read Receipt acknowledgment to the sender.
   • Select Ask me to ask for confirmation before sending a Read Receipt acknowledgment to the sender.

Searching across entities

Zoho Mail automatically chooses the search entity depending on which application you’re currently using. For example, say you’re using Streams, the search bar automatically changes the search entity to Streams. 

Despite this, if you want to search in a different application, you can pick where you want to search from by clicking the drop-down. Choose the relevant application from the listing, and any query that you enter will be searched for in that application alone. Also, along with each application you can select from the multiple parameters that are associated with each entity.

To search for something, pick the entity in which you want to search, type in your search key, pick the relevant parameter from the listing and hit enter. Similarly, you include multiple parameters in the search to narrow it down.

Note:

• You can clear the search key for a specific parameter by erasing the content within that box.
• To remove a specific parameter from the search, click the close icon next to the box.

Searching in Streams

A Streams post consists of different entities such as Posts, Notes, Tasks etc. In some cases, you will want to retrieve some data from a certain Streams group or from your own Streams wall.

In this case, you can pick Streams from the listing, and type in your search key. Several parameters such as Posted by, Post contains, @mentioned, commented by, in group are available in the Streams search category. 

When you’re sure that the Streams content that you’re looking for is either a Note, Task or a message, you can make use of the Filter by option to select the entity that you want to search in. The filter by option will list all the Streams entities that are available.

Searching for Notes

You can search for personal Notes that you’ve added or Group Notes by selecting the Notes entity.

You can search based on the note content, note color, the group to which it was added or the user who added the note. This helps you filter down and search for specific Notes easily.

Event Search

To keep track of events that you’ve been invited to, meetings or appointments that have been added to group Calendars and to locate specific events, you can search your Calendar based on Title, Location, Organizer etc. You can type in the relevant search key and results from either your personal calendar or the Group Calendars that you’ve subscribed to will be returned as per your query.

Searching in Tasks

You might be a part of several groups and keeping track of the Tasks in the multiple groups might be difficult.

Sometimes, you’ll want to search for a task, but you might not be sure which group it was added to. Or, you might know that a task was assigned to a specific group, but you might not know who assigned it.

In cases like these, the Task search comes in handy. You can search based on any of the Task criteria such as the person who assigned the task, the due date, the group in which it was assigned etc. The search will yield the results based on your search criteria.

Attachment Search

The Attachment Viewer menu in Zoho Mail offers filters to narrow down on the attachment that you’re looking for. In addition to that, you can also filter attachments based on the name, the content of the attachment, the file type, file size, the entity it belongs to, received date, tags, favorites or the user who sent it. 

Bookmark Search

The Bookmarks application lets you save important links to your mailbox, either to a group or your personal Bookmarks. These Bookmarks can later be launched like you would launch any application from your mailbox. You can search for these Bookmarks using parameters such as the Bookmark Title, Description etc. 

Autofill/ Address Book in Compose

Autofill Contacts 

Similarly, if you start typing any particular  name, you can select from among the matching categories that are listed in the Autofill drop down. All the contacts associated with that category will be automatically added as recipients.

Address Book

Adding recipient in Compose

Further, to view and select the contacts from the Address book, click the To/ Cc/ Bcc links in the respective fields. The ‘Address Book’ pops up with your contact details. You can directly select from the listed contacts, or use the ‘Search contact’ option to search and select the corresponding recipients from the address book. Click the relevant contacts, to add them as the recipients. 

Using the drop-down on the left top corner of the ‘Address book’, you can choose to view «All Contacts» or the contacts associated with any of the Personal or Organization Contacts . You can select the desired contacts from the chosen list or use the ‘Select All’ checkbox to add all the contacts in that category as recipients.

The selected contacts will be displayed below the address book. You can remove them from here if needed. Finally, select the Insert option to insert the selected contacts in the corresponding field.  

Contact Suggestions

​

You can also view your CRM contacts from the address book and add them as recipients. Click on the «All Contacts» drop down and scroll to the bottom. Click on the CRM option. You can search for your CRM contacts here. 

Creating Category

You can create directly from the address book. This way you can easily add a group of contacts as recipients. 

1. Open the Address book from Compose window. 
2. Select a minimum of 4 contacts from your the listing.
3. Click on the Create category option that appears below the selected list.​
4. Enter the desired name for the category and click on the tick sign next to it.

A contact category with the entered details is now created.

Close Account

When you close the Zoho Account, this will close the Zoho account across all Zoho Applications like CRM/ Recruit/ Mail/ Docs and so on. You will lose access to all the Zoho Applications.

Steps for Super Administrators to Close the account:

If you are a Super Administrator of an account, you will be able to close the account only after the following actions are completed:

1. — If you are free plan user and have not subscribed to any paid services, you can skip this step. In case you have active Zoho Mail Subscription, you need to cancel the Subscription before closing the account.
2. — You need to remove all the domains associated with your organization and further delete the organization.
3. Once you have deleted the Organization, you can follow the instructions below to close the account.

Steps to Close the account:

1. Login to Zoho Account, the Identity and Access management application for all Zoho accounts. (Or Click on the My Account link)
2. Select Preferences.
3. Under Preferences select Close Account 
4. Provide your current Password.
5. Provide your comments and click Close Account.

2020

MailNew Service

Learn More

Jul

MailEnhancement

Learn more

MailNew

Zoho People Integration in Zoho Mail

Zoho People integration lets you Check-In and Out of work right from Zoho Mail. You can also view the availability status of your colleagues along with their designation and contact details in the Contact card.

Learn more

Jun

Zoho Meeting integration in Zoho Mail

Start a meeting with your colleagues in one click using the Zoho Meeting integration in Zoho Mail. ​

Learn more

May

MailEnhancement

All Unread in Streams

The All Unread section lists all your unread streams posts in one organized view. You also have options to mark all the posts as read or mark the posts of a particular streams group as read from this section.

MailEnhancement

Mar

Extract content from an inline image in Notes

​You can insert inline images into your notes and extract the content in these images into the note. Select the Inline image and click More >> Extract Content.

Feb

New

Zoho Mail Bookmark Extension

This Bookmarks extension lets you save links (web URLs) as bookmarks in Zoho Mail from your browser in one-click. It is available in Google Chrome Webstore and Firefox Add-ons.

Learn more

New

16 New Display languages

Zoho mail now supports 60 display languages! You can select your preferred Display Language from the settings in Zoho Mail.

Enhancement

Educational Resources

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Quick Access

Opening a specific setting, going to a specific folder or Streams group, navigating to a different application, can all be done from the Quick Access option in the search bar. Type in the first few letters of the Streams Group or the Settings page that you want to access, and choose from the options listed. This will directly take you to the required page.

You can also change certain settings options using Quick Access. Enter the following options into the quick access menu and choose the desired option from the listing to apply it to your account:

• Select Theme — To change your display theme
• Select Mail view — To choose how you want to open a new email (Preview, new window, new tab etc)
• Select Compose View — To choose how you want the compose window to open (New tab, inline, new window etc)
• Select Read receipt — To choose when to send read receipts (Always, Never, Ask)
• Load External Image — To choose when to load external images in the emails you receive
• Select Time Format — To choose the time format for your account
• Select Editor Mode — To choose the default editor mode for your mail composer (Rich text mode, Plain text mode)
• Select Text direction — To choose your preferred text direction (Left-to-right, Right-to-left)

​

Categorizing Templates from Email Composer

After the template is saved, you can categorize it from the composer using the Insert template option in the formatting options menu.

Create a category using the ‘+’ option in the pop-up window. Once done, you can simply drag and drop the templates to it (You can select multiple templates to drag and drop into a category). You can also edit or delete a category with the respective options available when you hover over it.

A template can be saved in more than one category. Click the name of the category available in a template’s preview and select the checkboxes of the categories you want to save the template in.

Note: The templates are displayed in list view by default. You can change it by clicking on the ‘Thumbnail view’ icon.

Microsoft Exchange Server accounts:

 Exchange Emails marked as Read after POP retrieval: 

The KB article from Microsoft mentions the Exchange version as 2000. However, the behavior seems to be the same in 2003, 2007 and Office 365 servers also. 

Hence you can check with Microsoft for any recent fix or patch that is available for the issue to resolve this. The users may alternatively use Zoho CRM Outlook Plugin, instead of on Mail Add-on. 

 Google Apps Accounts:

Enabling POP in Google Apps Accounts:

1. Log in to your Google Apps / Gmail account
2. Click the Gear icon to launch the Settings.
3. Locate POP Access.
4. Choose ‘Enable POP from now on’ or ‘Enable POP for all messages’

 Captcha Unblock:

The URL for Captcha Unlock is  https://www.google.com/accounts/DisplayUnlockCaptcha. If you are not yet a transitioned user, you need to use the url and replace your domain name in the url: https://www.google.com/a/<your-gapps-domain.com>/UnlockCaptcha.

Ex: For the domain zillum.org, the URL for Captcha Unlock will be https://www.google.com/a/zillum.org/UnlockCaptcha

 Delete Mails from Server — GApps behavior :

1. Login to Zoho Mail
2. Go to Settings​
3. Navigate to  >> Add POP3 Account
4. Click on the gear icon (settings) in the corresponding Google Apps account to be modified.
5. Select ‘Delete emails from Server’ in the Delete settings. 
6. Provide the Google Apps password.
7. Make sure that you are not in ‘Recent’ mode. 
8. Click Save to save the changes

Steps to switch to ‘Recent mode’ for Google Apps accounts in Zoho Mail: 

1. Login to Zoho Mail
2. Go to Settings​
3. Navigate to  >> Add POP3 Account
4. Click on the gear icon (settings) in the corresponding Google Apps account to be modified.
5. In the username field, specify recent: <your Google Apps username>​
6. Provide the Google Apps password
7. Make sure ‘Leave Messages on the Server’ is checked.
8. Click Save to save the changes 

 Zoho Mail — CRM Integration:

When you recieve an event invite, once you accept the event, it will be added to your calendar. You can choose to add the event you accept to your Zoho CRM Calendar. For detailed instructions, go to this .