Email Administration

Email Administration

Email Aliases

When a user has multiple email address for the same account, the additional email address can be set up as an email alias to the account.

Email aliases are particularly handy for handling multiple domains. When an organization has multiple domains, say and, providing multiple email addresses becomes simple by adding aliases to the accounts.

Example:,, can all be the email addresses used by the same person under the same account. The email alias is similar to the base account email address, except that it can be removed and recreated by the admin easily.

Steps to add new Aliases:

  1. Login to the Zoho Mail Control Panel.
  2. Go to the Mail Accounts section.
  3. Click on the user for whom you want to add an alias.
  4. Go to the Mailbox Alias section, and click Add New Alias
    add new alias
  5. Provide the alias you want to add and select the domain from the drop-down if you have multiple domains.
  6. Click Save to update the email alias for the account.
    Save Mailbox Alias

Changing default Email Address (Mailbox address)

When the administrator creates a user account and creates an email address for the user, that email address is set as the default email address or default mailbox address for that account. In case there was any error or mix up during the creation of the account, the default email address of the account can be changed.

To change the default mailbox address, first the admin should create an email alias with the desired email address, and then set it as default.

  1. Login to the Zoho Mail Control Panel.
  2. Go to User Details and select the user for whom you want to change the default Email Address.
  3. Create the desired email address as an email alias, in case it is not present.
  4. Click the Change link, next to the current default Email Address.
    Change mailbox address
  5. In the drop down, select the email alias which should be the default Email address of the account.
  6. Click Save to set the chosen alias as the default email address.

Email Alias behaviors:

  • When you add an email alias, the user will be able to send/ receive using the email alias. 
  • The additional email aliases will be added to the From drop-down, using which the user can select the From address for the particular email. 
  • The email alias can be used for only one user and cannot be reused. 
  • Once added, the email alias can be used to login to the account. 
  • The email alias can also be used to configure email clients. 
  • Email Filters can be used to organize the emails that arrive at different email aliases.
    • Use 'To/ Cc' contains filter condition
    • Apply the action Move to folder/ Apply label for classifying emails.

Email Forwarding from Control Panel (by Administrator)

Email Forwarding, when being configured from the Control Panel, is done for delegation/ backup purposes. When you configure the email forwarding from an organization account to another account within the same organization, set up in Zoho Mail, there is no verification process required for the process when initiated by the admin from the control panel. When the email forwarding is initiated by the user or to an external email address, the verification process is required to enable the email forwarding.

Steps to configure Email Forwarding:

  1. Login to the Zoho Mail Control Panel.
  2. Select User Details. 
  3. Select the user for whom you want to configure Email Forwarding.
  4. Select the Mail Accounts section under Mail Administration.
  5. Click Add Mail Forward to create a new forwarding.
  6. Specify the email address to which you want to configure email forwarding. 
  7. An internal email address will be immediately enabled, and an external account needs confirmation. 
  8. Once enabled, all incoming emails will be forwarded to the specified email address. 

In case you want to forward outgoing emails too, refer Outgoing Forwarding from Mail Policy section. The user will be able to view the configured forwarding. You need to configure Access Restrictions in Mail Policy to hide the Email Forwarding section from the user, to prevent any manual changes by the user. 

Out of Office Response

Out of Office Response can be set by the administrator for the user accounts. By this, the admin can set up automatic responses to certain accounts, which would be discontinued or other reasons, which require an auto-response to the sender. 

Steps to configure Out of Office Reply:

  1. Login to the Zoho Mail Control Panel.
  2. Select User Details. 
  3. Select the user for whom you want to change the settings and select Mail Accounts 
  4. Click Add Out of Office to create an Out of Office response for the user. 
  5. Select the dates for which you want to set this response. 
  6. Select the interval which you want to set for the response. 
  7. Provide the text which you want to add as out of office message for the user. 
  8. Save the changes. 

Once the response has been set, automated replies will be triggered for the emails delivered to the account, based on the sending interval set. 

Enable/ Disable Email Services

The administrator can enable/disable the different email services for a user account. Go to the Mail Accounts section in the Control Panel. Select any user from the listing to open the relevant mail accounts page. ​

The following are the services that can be enabled or disabled for any user account. 

  • POP
    Once you have turned on POP access, you can select whether the user can view all emails in their account or you can set a date range if you want to limit the emails that they can view using POP configuration. 
  • IMAP
  • Active Sync 
  • Incoming Email
  • Outgoing Email
  • Spam Processing 

From the 'User Details', select the account and navigate to the Mail Accounts section. You can click the 'green' icon for any service to disable the service. The service will be shown in red colour. Clicking on it again will enable the service.

With respect to POP Access, you can also set it up such that only emails that were received after a specific date or time have POP access enabled. To customize the access for specific emails, after turning on the POP Access toggle bar, select the emails received after specific date option, and set the date and time as per your requirement. 

User specific Signature

The administrator can configure user specific signatures for all the accounts in the organization.

  1. Login to the Zoho Mail Control Panel.
  2. Select Mail Accounts from the left pane.
  3. Select the user for whom you want to configure signature.
  4. Click Add User Signature in User Signatures section to create a signature for the user. 
    User specific Signature
  5. Enter the signature name and content of the signature. Select the desired email address from the listing to associate the created signature with that email address.
    add signature name
  6. Save the changes. 

The signature will be configured for the selected user. You can decide the position of the signature using the checkbox below the signature name.


Users will not be able to edit or associate the signature created by the Administrator.

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