Configure Email Delivery - Update MX records

Once you have verified the domain and created the users, you will be able to send emails from the domain-based accounts. But you will not be able to receive emails in your Zoho Accounts until you configure the MX records for the domain. MX Entries are special records of DNS Servers that designate the recipient email servers for your domain. MX Records are the resource entries in your domain’s DNS, which transmit the email server information to the other DNS Servers on the web, which send emails to your domain.

Once you have added the MX records, you can verify the MX records using the third party tool www.mxtoolbox.com. You can try sending a test email from your external accounts to see if you are able to receive emails and to check if the MX records are properly added.

About MX Records

MX entries are special records of DNS Servers that designate the recipient email servers for your domain. MX Records are the resource entries in your domain’s DNS, which transmit the email server information to the other DNS Servers in the web and route emails to the correct servers. To know the current MX records of your domain, provide your domain name in the third party tools like www.mxtoolbox.com.

You can change the MX records (to start receiving emails to your Domain) after you have created all the user accounts and required email addresses in Zoho. You may set up a Catch All address initially to avoid any loss of emails, in case you have missed creating some aliases or Group accounts. Once you have verified the creation of all the accounts, you can change the MX Records of your domain.

The step by step instructions to add the MX records for some domain providers are available on this page. Select your domain provider from the list, or follow the 'General instructions' which provides the guidelines for changing MX Records. If you are not sure about DNS Settings, you can also get the assistance of your DNS provider support. Get in touch with them, along with the MX record details of Zoho (this page URL) and ask them to update it for your domain on your behalf.

General Instructions to change the MX records

Follow the steps below to change the MX records for your domain. The terminology used here is generalized and may vary according to your provider.

  1. Log into your domain registrar's web portal.
  2. Launch the 'DNS Manager'/ 'Domain Management Page'/ 'DNS Control Panel' for your account, which lists all the domains you have registered.
  3. Locate the option which specifies 'MX Records'/ 'Email Servers'/ 'Email Settings' (Consult the help pages of your provider or get support from the registrar).
  4. If you have any existing entries, remove those entries.
  5. Locate the option to add a new record and select that.
  6. Specify the 'Name'/ 'Host' as '@' or leave it 'Blank'.
  7. Specify the Value as 'mx.zoho.com' for the first record.
  8. Select the priority to 10 or any lower number as supported by your registrar.
  9. Follow the same steps to add another MX record for your domain.
  10. Only the MX records provided below should be listed, to ensure correct email delivery to your domain.
     

    Host/ Domain

    Address/ Mail Server/ MX Entries/ Value

    Priority

    @/ Blank/ Domain name

    mx.zoho.com.

    10

    @/ Blank/ Domain name

    mx2.zoho.com.

    20

    @/ Blank/ Domain name

    mx3.zoho.com.

    50

    Note:

    The period/ dot (.) at the end of the MX record is optional and depends on your DNS Provider. Some DNS providers expect the records to end with a period, while other DNS providers do not accept the dot. We highly recommend you to go through the DNS providers documentation and support for the exact process to be followed to add the correct MX Entries.

  11. If the TTL is editable, provide the lowest possible value for the changes to effect as early as possible.
  12. Select 'Save Zone File' or 'Save' or 'Add Records' to save the changes.

Multiple MX Records - Why and How they work:

Multiple MX records do not deliver emails to multiple servers. Irrespective of the number of records configured, the emails are delivered to the MX record with the lowest priority as returned by the DNS server of the domain. In case the server with the least priority is offline or not accepting emails, only then the next server is reached for delivering emails.

The additional MX Servers are redundant MX records, serving as a backup, for the service administrators to make architecture or configuration changes, whenever required.

Troubleshoot Email Delivery

Unable to receive emails even after changing MX Records:

You will start receiving emails only if the MX records are correctly configured. In case you have added the MX records but not able to receive emails, check the following:

  • Check the MX records of your domain in www.mxtoolbox.com.
  • The MX records that should be returned should be
    • 10 mx.zoho.com
    • 20 mx2.zoho.com
    • 50 mx3.zoho.com
  • If there are other MX entries with lower priority (ex: 0 or 5), then emails will not be delivered to Zoho Mail.
  • Ensure that you have deleted all the other MX records related to your previous email provider.
  • Ensure that you have turned off 'Local email delivery' in the web host and DNS host settings
  • In case your DNS provider does not allow you to specify the priorities, you need to make sure that

Unable to receive specific emails:

If you are unable to receive any specific emails, you need to check if the email server that sends emails, does not relay any email to Zoho Mail, or only to your domain account. In some cases, if you have set up local email delivery settings in your previous host, then the emails sent from your earlier email server alone would be delivered internally, and hence will not be delivered to your Zoho mail accounts.

When you switch the email service from the previous provider, you need to update the Incoming and Outgoing Email server settings in the email clients like Outlook/ Thunderbird/ iPhone/ Android mobile devices, as per the recommended Zoho Server names and ports.

Unable to receive emails from the website's contact forms:

When you use the 'Contact us' forms or 'Webforms' in the websites, the Submit option is typically designed to send emails. The emails are triggered from your Web Host (Website Hosting Provider). In most of the cases, the domain name on the website matches the domain name in the email address to which the emails are addressed to. Ex: www.yourdomain.com/contact.html page will submit the details to contact@yourdomain.com. 

In this case, the Web Host or the email server which triggers the email wrongly assumes that the emails should be delivered locally since the domain name is the same. Hence in the WebHost (Website Provider) settings, you need to choose the option 'Remote Email Server' to denote that the emails should be delivered externally. You need to check for any 'Local Email Delivery' configuration and switch off the Local Host settings of the Web Hosting Provider. This will ensure that the emails from the Contact us or Web forms reach the Zoho Mail servers and delivered to the correct email accounts.