Choose the Zoho Mail plan that works best for your business from the range of available options.opens in new window
If your organization uses multiple domains, select the domain that you would like to use to sign up with Zoho Mail initially.
Verify ownership of your domain using one of the suggested methods.opens in new window
Select two or three users and add them to your Zoho Mail account.
Have them use Zoho Mail to check if they're able to send and receive emails.
If you want your trial users to receive emails both on your legacy server and in Zoho Mail, configure Dual Delivery.opens in new window
In case you permanently want to retain some users on your legacy server, and the rest of your users to use Zoho Mail, add the relevant users to Zoho Mail and configure Split Delivery.opens in new window
If you do not want to add users for trial or configure split delivery you can skip this step.
Use the Zoho Mail platform and identify how the changeover to Zoho Mail impacts your users.
Rectify any issues to ensure a smoother transition when you roll out to all users.
Either add your users manually or import them to your Zoho Mail account using a .csv file.opens in new window
Choose the role that you want to assign to each user as you add them.opens in new window
If you are importing your users, you can specify the roles that you want to assign in a separate column in the .csv file.
Add the Zoho Mail-specific MX records to ensure that emails are delivered to you correctly.opens in new window
Select a migration option from the available options to migrate data from your old email account.opens in new window
If the migration option that you choose does not support migrating contacts or calendar data, you can export it from your old account and import it to Zoho Mail.opens in new window
Set up an email address to receive all emails sent to addresses that do not exist in the domain.opens in new window
Create groups with varying levels of access for mass communication within your organization.opens in new window
Customize the settings for each group with the Advanced Settings.opens in new window
Choose whether to enable emailing and streams when you create the group.
You can also import groups from your previous email provider using a .csv file.opens in new window
Define a compliance standard for your organization by setting up an email policy.opens in new window
Apply the email policy to the relevant users.
Add any extra email addresses such as support@companyname.com or sales@companyname.com as aliases to your existing email address.opens in new window
Make sure that your email routing is configured if you are using any third-party archival or email retention systems.opens in new window
Enable email forwarding to forward emails from users' accounts to other email addresses either inside or outside your organization.opens in new window
Configure digital signatures and assign them to the relevant email addresses.opens in new window
Add a vacation reply to autorespond when you are away from work.opens in new window