Configure Email Restrictions

    Email Restrictions allow administrators to set up specific conditions based on which users can send/ receive emails. While admins have the option to configure an Email Policy and associate it with a user, Restrictions help to configure a single parameter instead of going through multiple steps to configure a policy. However, if a user is part of both, a restriction and an email policy, the settings in Restrictions take precedence.

    Accessing Restrictions in Zoho Mail Admin Console

    Follow these steps to access and configure Restrictions:

    1. Log in to Zoho Mail Admin Console and select Mail Settings on the left pane.
    2. Navigate to Restrictions. The below restrictions appear:
      • Maximum Email Size - Define the maximum incoming and outgoing email size that you want to allocate for a restriction. The maximum size permitted is 40 MB.
      • Configuring POP Accounts - Choose whether you want to allow or deny POP access for user's accounts. If enabled, users can configure their Zoho Mail accounts in email clients like Outlook, Thunderbird, etc. via POP.
      • Configuring IMAP Accounts - Choose whether you want to allow or deny IMAP access for user's accounts. If enabled, users can configure their Zoho Mail accounts in email clients like Outlook, Thunderbird, etc. via POP.
      • Configuring Active Sync - Configure whether you want to allow or disallow ActiveSync for your organization's users. When enabled, users can configure their accounts in email clients like iOS, Android, etc. using ActiveSync.
      • Display POP & IMAP - Choose whether you want to display or hide POP and IMAP options in your users' Mail Settings page.
      • Configuring External Accounts - Choose to allow or disallow external account access via POP for users in this policy.
      • Attaching from Cloud Services - Choose to allow or disallow users to attach files from cloud storage services like Google Drive, DropBox, etc. to their emails.
      • Attaching to Cloud Services - You can choose to allow or disallow users to upload email attachments to cloud storage services like Google Drive, DropBox, etc.
      • Session Limit - Define the maximum number of simultaneous sessions permitted for a user.
      • Configuring Email Forwarding - Display or hide email forwarding options in your users' Settings page.
      • Display Email Forwarding - All the outgoing emails sent by users to whom this policy is applied will be forwarded to the address configured here. Only organization accounts can be configured here.
      • Importing Emails - Users can import emails into their accounts in the EML or ZIP format. You can choose to allow or disallow email import.
      • Exporting Emails - Users can export emails from their accounts in the EML or ZIP format. You can choose to allow or disallow email export.
      • Display BCC Field - Display or not display the BCC option for users while they are composing emails.
      • Customizing Signatures - Users can configure multiple email signatures for their accounts. You can choose to allow or disallow signature customization.
      • IP Locking - Enter the IP address range from which users can log into their email accounts.
    3. Follow the steps given under the individual restrictions sections.

    Maximum Email Size

    Follow these steps to create an email size restriction:

    1. Navigate to Restrictions and click Maximum Email Size.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enter the maximum permitted size between 1 to 40 MB.
    4. Navigate to the Associated Users/ Associated Groups tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    The mail size restriction gets applied to the selected users/ groups. When inside the Associated Users/ Associated Groups tab, use the change restriction, go-to and delete icons based on your requirement. Clicking the swap icon will display other existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user. You can delete a restriction by hovering over it and clicking the delete icon. Click Delete in the confirmation dialog.

    Configuring POP Accounts

    Follow these steps to create a POP restriction:

    1. Navigate to Restrictions and click Configuring POP Accounts.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable POP Access. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Configuring IMAP Accounts

    Follow these steps to create an IMAP restriction:

    1. Navigate to Restrictions and click Configuring IMAP Accounts.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable IMAP Access. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Configuring Active Sync

    Follow these steps to create an Active Sync restriction:

    1. Navigate to Restrictions and click Configuring Active Sync.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Active Sync Access. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Display POP & IMAP

    Follow these steps to create a restriction to show or hide POP and IMAP settings for users:

    1. Navigate to Restrictions and click Display POP & IMAP.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Display POP & IMAP Settings. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Configuring External Accounts

    Follow these steps to configure external account restrictions:

    1. Navigate to Restrictions and click Configuring External Accounts via POP.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable External Account Access. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Attaching from Cloud Services

    Follow these steps to allow or deny users to attach files from the cloud:

    1. Navigate to Restrictions and click Attaching from Cloud Services.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Attach from Cloud. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Attaching to Cloud Services

    Follow these steps to allow or deny users to attach files to a cloud service:

    1. Navigate to Restrictions and click Attaching to Cloud Services.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Add to Cloud. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Session Limit

    Follow these steps to restrict users from using multiple sessions:

    1. Navigate to Restrictions and click Session Limit.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enter a value in the Maximum Session Count. The maximum allowed limit is 50.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Configuring Email Forwarding

    Follow these steps to configure email forwarding restrictions for users:

    1. Navigate to Restrictions and click Configuring Email Forwarding.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Email Forwarding. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Display Email Forwarding

    Follow these steps to show or hide the email forwarding option for users:

    1. Navigate to Restrictions and click Configuring Email Forwarding.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Display Mail Forward Settings. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Importing Emails

    Follow these steps to restrict users from importing emails into their Zoho Mail account:

    1. Navigate to Restrictions and click Importing Emails.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Import Emails. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Exporting Emails

    Follow these steps to restrict users from exporting their emails:

    1. Navigate to Restrictions and click Exporting Emails.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Export Emails. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Display BCC Field

    Follow these steps to show or hide the BCC field while composing an email:

    1. Navigate to Restrictions and click Display BCC Field.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Display BCC. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    Customizing Signatures

    Follow these steps to restrict users from creating custom signatures for their account:

    1. Navigate to Restrictions and click Customizing Signatures.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. Select the restriction and enable/ disable Signature Customization. By default, the toggle button will be enabled.
    4. Navigate to the Associated Users tab and click Add.
    5. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    6. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

    IP Locking

    Follow these steps to create import restrictions for users:

    1. Navigate to Restrictions and click IP Locking.
    2. Click Create from the top menu, enter a name for the restriction and click Create.
    3. If required, choose the Allow IP Address restriction from other email client checkbox.
    4. Select the restriction and enter the IP range in the From and To fields.
    5. Enter a description if required and click the plus icon.
    6. Navigate to the Associated Users tab and click Add.
    7. Use the search bar and click Add next to the desired user. The user names appear under Selected users on the right pane.
    8. Click Proceed. The users get added to the restriction.
      Note: You will get an error if the selected user is associated with another Restriction.

    When inside the Associated Users tab, use the change restriction, go-to and delete icons to modify the restrictions for the user based on your requirement. Clicking the change restriction icon will display the existing restrictions. Click Change next to the desired restriction and click Proceed. You have now successfully modified the restriction for that user.

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