Email Policies/ Rules

Customize Email Policies 

Email Policies help the administrators to control the organization email sending and receiving parameters. In Zoho Mail, you can define multiple email policies and apply them to various sets of users. You can define email policies to restrict email access from other devices, other networks and also add account restrictions in the email policies.

It also helps the administrator to define and apply different privilege levels and restrictions to users based on their role, requirement, and permissions in the organization. The policies that can be set using Email Policy can be classified as below:

Table of Contents

Zoho Mail Suite applies the default email policy to the users on creation. You can create new policies by clicking on the Add Mail Policy link from the Mail Policy page. Once you create a new policy, the created policy will be applied to your organization members by default.

You can create any number of policies and apply them to different sets of users. At any given time, you can apply only one email policy to a particular user.

Steps to define New Mail Policy:

  1. Login to http://mailadmin.zoho.com
  2. Click Control Panel, choose Mail Policy, and then select Add New Policy
  3. Specify a policy name and press enter to save the policy
  4. Click Mail and select Add new mail restriction from the drop down, to define new mail restrictions.
  5. You can also select any predefined mail restriction from the drop down.
  6. Click Account and select Add new account restriction from the drop down, to define new account restrictions.
  7. You can also select any predefined account restriction from the drop down.
  8. Click Account and select Add new access restriction from the drop down, to define new access restrictions.
  9. You can also select any predefined account restriction from the drop down.
  10. Click Mail Forward and select Add new Mail Forward restriction from the drop down, to define new Mail Forward restrictions.
  11. You can also select any predefined Mail Forward from the drop-down. 
  12. Once you set up the restrictions, you can proceed to apply the Mail Policy to the users

Email Restrictions

In this section, you can define the allowed or blocked domains, email addresses, attachment types and the subject text for incoming and outgoing emails.

Steps to define new email restrictions:

  1. Select the Mail Policy for which you want to define new email restriction
  2. Click Mail and Select Add New from the drop down
  3. Provide a name and press Enter
  4. Click Incoming/ Outgoing under the restriction type (Domain/ Email Address/ Subject/ Attachment).
  5. Select the relevant options and provide values for Allowed/ Blocked

Domains

The options available under domain restrictions are:

  • No restrictions
  • Org Domains only - To allow emails only within organization
  • Blocked domains
  • Allowed domains

You can define the restrictions for Incoming, Outgoing or for both.  You can allow or block certain domains for incoming and/ or outgoing emails.

Allow: When you specify a domain as allowed domain for outgoing, the users for whom the policy is applied will be able to send emails only to those domains. When they send emails to other domains, the outgoing server will reject them and bounce the email back to the sender.
Block: When you specify a domain as a blocked domain, the emails can be sent to all the domains, other than the ones listed in the blocked domain.
Org Domains only: You can also allow email send/ receive within the organization domains only. When this restriction is applied, emails cannot be sent outside the organization domains or received from external accounts.

You can choose no restrictions to allow sending and receiving of emails without any domain restrictions.

Email Address

The options available under email address restrictions are:

  • No restrictions
  • Blocked Email Addresses
  • Allowed Email Addresses

You can define the restrictions for Incoming, Outgoing or for both.  You can allow or block certain email addresses for incoming and/ or outgoing emails.
Allow: When you specify an email address as allowed email address for outgoing, the users for whom the policy is applied will be able to send emails only to those email addresses. When they send emails to other email addresses, the outgoing server will reject them and bounce the email back to the sender. The same can be applied to incoming also. When the restriction is applied for incoming, the incoming emails are delivered only from the allowed email addresses. Any email from the other email addresses not specified in the list will be rejected (bounced back). 
Block: When you specify a domain as blocked email addresses, the emails can be sent to all the email addresses, other than the one listed in the blocked email addresses.

You can choose no restrictions to allow sending and receiving of emails without any email address restrictions.

Attachment

The options available under email address restrictions are:

  • No restrictions
  • Blocked Attachments
  • Allowed Attachments

You can define the attachment type restrictions for incoming, outgoing or for both. You can allow or block certain attachment types for incoming and/ or outgoing emails.
Allow: When you specify some attachment types as allowed type for outgoing, the users for whom the policy is applied will be able to send emails only with the attachment. When they send emails with other attachment types, the outgoing server will reject them and bounce the email back to the sender.
Block: When you specify a type as blocked attachment, the emails can be sent with any other attachment, other than the ones listed in the blocked attachment.

You can choose no restrictions to allow sending and receiving of emails without any Attachment restrictions.

Subject

The options available under email address restrictions are:

  • No restrictions
  • Blocked Subjects
  • Allowed Subjects

You can define the restrictions for incoming, outgoing or for both. You can allow or block certain subjects for incoming and/ or outgoing emails.
Allow: When you specify some subjects as allowed email address for outgoing, the users for whom the policy is applied will be able to send emails only with that subject. When they send emails with other subjects, the outgoing server will reject them and bounce the email back to the sender.
Block: When you specify a domain as blocked subject, the emails can be sent with any other subject, other than the ones listed in the blocked subject.

Ex: If you specify the word "pharmacy" in the subject, it will block the emails irrespective of where the word appears in the Subject. 

You can choose no restrictions to allow sending and receiving of emails without any subject restrictions.

Account Restrictions

You can define the account-based restrictions in this section. In this section, you can provide permissions to add external accounts as POP in Zoho and options to customize their signatures in Zoho Mail. You can also restrict the import/ export of emails by the users. The restrictions defined here will be applied to the users to whom the policy is applied.

External Accounts Access

By default, Zoho Mail allows the users to configure their external accounts via POP. As an administrator, if you do not want the users to access their other accounts via POP, you can turn it off in this section.  When turned off, the users for whom the policy is applied, will not be able to add the external accounts via POP. 

Signature Customization

Zoho Mail allows the users to configure and use multiple signatures for their accounts. As an administrator, you can turn off the feature. When the option is turned off, the users for whom the policy is applied, will not be able to customize their Signatures, from the webmail console. 

Import/ Export emails

In the webmail, the users have a feature to migrate emails in eml or zip format using Import/ Export Emails. For security and access reasons, you can turn off this feature for the users through Mail Policy. 

When turned off, the users will not be able to import emails into Zoho Mail or export the emails from Zoho Mail. 

Attach from Cloud/ Add to Cloud

The users can save incoming attachments to Zoho Docs and also other cloud services like Google Drive/ Dropbox etc. However, the administrator can turn off the attachment option using the Mail Policy to not allow users to save attachments to cloud storage and vice versa. 

Steps to define new account restrictions:

  1. Select the Mail Policy for which you want to define Account restrictions
  2. Click Account and Select Add New from the drop down
  3. Provide a name and press Enter
  4. Click On/ Off to turn on or Turn off the corresponding account-related options

Access Restrictions

You can define the access restrictions in this section. You can provide permissions to access the account via POP, IMAP, and/or Active sync. Additionally, you can also decide whether the user can set up email forwarding from the account or not. The restrictions defined here will be applied to the users to whom the policy is applied.

POP Access

Zoho Mail allows the users to enable their POP access, and retrieve emails via POP in email clients like Outlook, Thunderbird etc. If you want to enable any access restrictions, you can turn off the POP access for the specific set of users. When turned off, the users, for whom the policy is applied, will not be able to access the Zoho account via POP. If they try to enable POP in webmail, they will receive an error message.

IMAP Access

When turned off, the users for whom the policy is applied, will not be able to access the Zoho account via IMAP in other clients like iPhone, K9 etc. Once turned on, the IMAP access will automatically be enabled for all the users in the organization.

Active Sync

When turned off, the users for whom the policy is applied, will not be able to access the Zoho account via Active Sync in other clients like iPad, Android etc.

Email Forwarding

When turned off, the users, for whom the policy is applied, will not be able to configure email forwarding from the Zoho accounts to external accounts.

Display POP/IMAP Settings

The POP/ IMAP options will be visible to the users in their Settings Page. However if the admins turn off the Display in Mail Policy, the users will not be able to change their POP/ IMAP status. Only the admins will be able to enable/ disable POP/ IMAP access for the users' accounts

Display Email Forwarding Settings

The Email Forwarding options will be visible to the users in their Settings Page. However if the admins turn off the Display in Mail Policy, the users will not be able to change their Email Forwarding settings. Only the admins will be able to add or remove the Email Forwarding for the users' accounts.

You can also specify the IP restrictions if any for the users to whom the policy is applied to.

Steps to define new Access restrictions:

  1. Select the Mail Policy for which you want to define access restrictions
  2. Click Access and select Add New from the drop down
  3. Provide a name and press Enter
  4. Click On/ Off to turn on or turn off the corresponding options
  5. Provide the IP address ranges if any, to add IP restriction to the Access restrictions

Enabling Outgoing Email Forward

The outgoing emails sent by the users for whom the policy is applied will be forwarded to the address chosen here. The outgoing emails can be forwarded only to another organization account and not to any external account.

Steps to enable Outgoing Email Forwarding:

  1. Select the Mail Policy for which you want to define Outgoing email forwarding
  2. Click Mail Forward and select Add New from the drop down
  3. Provide a name and press Enter
  4. Once you start typing a few letters, the list of email addresses in the Organization will be available in auto fill.
  5. Click to select and add the email addresses to which the outgoing emails need to be forwarded.

Associate Policy with Users

In this section, you will add the users for whom the policy will be applied.

Steps to associate Mail Policy with users:

  1. Select the Mail Policy for which you want to associate users
  2. Click Users
  3. In the search box, click to search and add users to the Policy.

You can also apply policy for the users in the Mail Accounts section. Select the list of users for whom the policy needs to be applied. Select Apply Policy and select the policy to be applied from the list of policies.

Share this post :

FacebookTwitter

Still can't find what you're looking for?

Write to us: support@zohomail.com