Advanced Delivery Options

Email Routing

With Zoho Mail, you can redirect or send a copy of an email automatically by configuring Email Routing. Email Routing is helpful in many situations like if you want to automatically send a copy of one user's email to another. Or you can specify a particular user to whom all the emails that your organization receives with an unknown recipient have to be forwarded. Or you can use routing to increase security against spam.

Configure Email Routing in Zoho Mail

You can configure Email Routing, Inbound Gateway, and Outbound Gateway depending on your requirement. To configure routing to your account,

  1. Login to Zoho Mail Admin Console
  2. Navigate to Mail Settings in the left pane and go to Email Routing
  3. In the Email Routing section, click Configure Routing or Add.
  4. Select the domain for which you want to enable Routing from the drop-down list.
  5. Enter other relevant details and click Add. This verification process may take a while before the routing configuration gets added.

When you add configurations for email routing, it's set at the disabled condition by default. To Enable or Disable your routing configuration,

  1. Navigate to Mail Settings in the left pane and go to Email Routing
  2. Select the routing configuration you want to enable from the list.
  3. Under Routing Details, enable or disable it by toggling the Status.

Parameters required:

  1. Destination Host
    The destination host is a domain name, MX record, or the IP address of a valid email server that can receive emails directly. When a domain name is provided in the destination, the routed emails will be delivered to the MX records of the domain which has been provided as the destination. In case MX records are provided directly in the destination, the emails will be directly routed to the provided servers.
  2. Verification Email Address
    Before email routing can be enabled, a verification email will be delivered to the routed server to confirm the validity of the chosen destination server details. You need to provide a valid email address to which a verification email will be sent. Only if the email has been successfully delivered, the email routing can be enabled.
  3. Change domain to match the provided destination
    By default, the domain of verification email address will be set to the domain for which you configure routing. But you can also change your verification email address' domain to the destination host's domain. For example, if you want to enable routing for the domain 'Zylker.com' to destination 'gmail.com' and your verification email is zylker@gmail.com, you can enable this option.

Email Delivery type

  • Split Delivery: Deliver Emails to Non-existing accounts only
    You can configure Split Delivery when you have a set of accounts in Zoho Mail and the remaining accounts on the other server. When you choose this option, the emails that arrive at the accounts that exist in Zoho are delivered in Zoho. When an email arrives at an account, that does not exist in Zoho, the email will be redirected to the selected destination server, instead of bouncing back the email.
  • Dual Delivery: Parallel email delivery for existing accounts only
    You can configure Dual Delivery when you want the email delivery in both servers for all the existing accounts in Zoho. In case an email arrives at a nonexistent account, the email will be bounced back directly from Zoho servers and will not be checked in the destination servers. Essentially, Dual Delivery can be configured when you have an email backup or archival service elsewhere or want both the systems to co-exist due to various reasons.
  • Email Routing: Route all emails irrespective of account in Zoho
    You can configure the Email Routing option in Zoho Mail when you want all the emails addressed to your account to be routed irrespective of whether the account is set up in Zoho or not. The emails will be delivered to Zoho accounts if it is set up.
  • Custom Routing: Route all emails for specific accounts
    You can configure the Custom Routing option when you want all the emails addressed to specific accounts to be routed.

Configure Email Delivery type

You can choose different types of delivery to route your emails in a specific way. To choose an email delivery type, 

  1. Login to Zoho Mail Admin Console
  2. Navigate to Mail Settings in the left pane and go to Email Routing
  3. Select the routing for which you want to configure the delivery type from the list.
  4. On the routing configuration page of the selected routing, click Basic settings.
  5. Select the routing type you want from the drop-down list.

Note:

  • If you choose Custom Delivery, you can upload a CSV file with the accounts for which you want all the emails to be routed.
  • You can also choose to not retain the routed emails in Zoho Mail by checking the Do not retain Zoho Mail copy option.

Criteria based routing

With the help of Criteria based routing, you can set certain conditions following which the emails will be routed. To enable criteria based routing, 

  1. Login to Zoho Mail Admin Console
  2. Navigate to Mail Settings in the left pane and go to Email Routing
  3. Select the routing for which you want to configure the delivery type from the list.
  4. On the routing configuration page of the selected routing, click Advanced settings.
  5. Enable the Criteria based routing option by toggling it on.
  6. Select the condition type—AND, OR, NONE.
  7. Select the criteria from the drop-down and enter the respective criteria value.
  8. To add more criteria, click the + icon.

Now, only the emails that satisfy the respective criteria (condition) you have configured will be routed.

Other routing configurations

  • Send Bounce Message
    When you enable routing to the destination servers, mail to the destination may fail due to various reasons. If you enable the Send bounce option, the bounced email will be sent to the sender. You may enable or disable the bounce emails to the sender by navigating to the Basic settings at the configuration page of the respective routing and toggling this option.
  • Routing for Group Members
    Generally, when an email is routed to a group email address, the email is delivered to the group address alone. If the Routing for Group Members option is toggled on from the Basic settings of the configuration page, the email will be delivered to the mailbox of each of the group members.
  • Recipient username change
    When enabled under the Advanced settings, you can route emails received by one user account to a different user account. This option is ideally used for spam filtering or email retention. For example, say your organization recipients rebecca@zylker.com, paula@zylker.com, and steve@zylker.com receive emails. You can automatically route any emails received by anyone in your organization to backup@zylker.com by configuring the username as "backup."
  • Recipient domain name change
    When enabled under the Advanced settings, you can route emails received by a user at one domain and server to the same username hosted with a different domain at a different server. For example, say your domain is zylker.com and you configure zylkertravels.com as the domain part for the routed emails. In this case, when user@zylker.com receives an email at Zoho Mail, it will be automatically routed to user@Zylkertravels.com at the other server.

Configuring Third-Party Email Archival/ Retention Systems

The Incoming and Outgoing gateways are generally used when you use third-party systems for services like Email Archival, Backup, or Retention for corporate policies. The third-party service will provide you with the MX records or IP Address, to use with their services and the IP address from which the copy will be routed to Zoho Mail.

You need to configure the IP address provided by the third-party service as 'Incoming Gateway'. Similarly, to route your outgoing emails through the third-party service, you need to configure the MX or IP address where the service accepts email for backup, as Outgoing Gateway. You can refer here for details about backup options available in Zoho Mail. 

Inbound Gateway

An inbound gateway is a server that routes the emails to the Zoho Mail Servers. If the MX records of your domain are pointed to a legacy server or a backup server, you may configure email routing from your legacy server to Zoho, where the MX is not pointed to Zoho. In such cases, you need to provide the IP addresses of the servers, which relay emails to the accounts here. This will ensure that the configured IP addresses are considered legitimate and whitelisted for your organization.

To add IP addresses to your Inbound Gateway,

  1. Login to Zoho Mail Admin Console
  2. Navigate to Mail Settings in the left pane and go to Inbound Gateway under Email Routing.
  3. On the Inbound Gateway section, enter the IP address and select the subnet mask.
  4. Once done, click the + icon.

You can also reject the emails that do not come from the inbound gateway IP addresses you have configured by enabling Reject non-inbound gateway emails option.

Outbound Gateway

An outbound email gateway is another server that is configured to relay the outgoing servers of various domains of your organization. You can configure an outbound gateway when you want to relay all the outgoing emails from your server to another SMTP server. The other server will deliver the emails to the respective accounts specified for recipients. The other server may archive emails for backup or email retention purposes.

To configure Outbound Gateway,

  1. Login to Zoho Mail Admin Console
  2. Navigate to Mail Settings in the left pane and go to Outbound Gateway under Email Routing.
  3. Enter the destination host IP address or MX record and the verification email address.
  4. Once done, click Add.
     

Share this post : FacebookTwitter

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

Write to us: support@zohomail.com