User-specific Admin Console settings

User-specific Admin Console Settings

You can use user-specific mail settings in the Admin Console to perform actions such as adding email alias to users, routing incoming emails of a user to a different account, configure out of office replies, put in signatures, and more.

Email Policy

Zoho Mail's Email Policy is for the administrator to give sets of privileges and/or restrictions to different sets of users depending on your requirement. If you want to assign an Email Policy to a particular user at a time, you can follow the steps below.

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to assign an Email Alias.
  3. On the user page, click Mail Settings from the top menu.
  4. On the Mail Settings page, click Email Policy.
  5. In the Email Policy section, choose the policy you want to apply to the user.
  6. If you are sure about the change, click Change in the pop-up.

You have successfully changed the email policy of the particular user. To apply an email policy to a bulk of users, refer here. You can also click the pop-up icon, next to the drop-down, to reach the Email Policy section on the Mail settings page.

Email Aliases

Email Alias can be understood as nicknames of a user's primary email account. With the help of an email alias, a user can have multiple email addresses within one mailbox. That is, all the emails sent to the alias account will be delivered in the same mailbox as the primary account. Email aliases are handy for small and medium-scale organizations or organizations with multiple domains where a single person might be performing multiple operations. 

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 the 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 unless the first created one gets deleted.
  • Once added, the email alias can be used to login into 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.

For example, say David is the marketing head of Zylker Inc. and his primary email account is david.r@zylker.com. While he uses his primary address for communication with his colleagues, he wanted to have a much more generic and memorable email address for performing external operations like sending newsletters. But instead of creating a new mailbox where he will have to log in to a completely different account, his administrator gave him an email alias, marketing@zylker.com. Now all the emails marketing@zylker.com receives will be forwarded to his primary mailbox david.r@zylker.com. 

Create an Email Alias

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to assign an Email Alias.
  3. On the user page, click Mail Settings from the top menu.
  4. In the Mail Settings page, either scroll down or click Email Alias to navigate to the Email Alias section.
  5. Enter an Alias username and then choose the domain using which you want to create the alias.
  6. Once done, click the  button.
 Are you thinking about Domain Alias? You can create aliases for all your employees with another domain. Refer here to learn more.

Change the Default Mailbox Address

The default email address or mailbox address of an account is usually the email address given by the administrator during the creation of a user's mailbox. But you can change the default mailbox address to a different one.

It can be due to spelling errors or any mix-ups during the time of creation. For example, say David's (the marketing head of Zylker Inc) email address was created as daviid@zylker.com with a spelling mistake. You can rectify the problem by simply,

  1. Create an email alias with the desired email address.
  2. Change the default mailbox address to your desired email alias.

If you want to provide a different email address for the same user, this option is better than deleting the current address and providing a different one because all the current settings, contacts, emails, and so on of the user can be retained. 

Set Email Alias as the default address

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to change the default mailbox address.
  3. On the user page, click Mail Settings from the top menu.
  4. In the Mail Settings page, either scroll down or click Email Alias to navigate to the respective section.
  5. You will all email aliases created for that user in the Alias Addresses table.
  6. Navigate to the Alias address you want to mark as default. And then, click the star icon to make it default.
  7. In the pop-up, click Change.

Set any other email address you own as the Login Address

Apart from using the email addresses you created under your organization, you can also use other email addresses you own from different providers as your Default Address or Login Address. For example, if you have a personal email address you would like to use as the login address in Zoho Mail, you can do so by configuring that address under the Login Email Address section.

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to add an existing email address.
  3. On the user page, click Security from the top menu.
  4. And on the Security page, either scroll down or click Login Email Address to navigate to the respective section.
  5. Click the  icon and enter the email address you would like to add and the Admin Password for authentication.
  6. Once done, click Add.

A confirmation email will be sent to the email address you added and after you confirm the validity and ownership of the email, the address will be available as a login address.

 

You also make one of these email addresses as your primary email address by clicking the Star icon.

Email forwarding from Admin Console

Email forwarding, when configured, forwards all emails received by a user to the given forwarding email address. Email forwarding can be performed by users for themselves from their mailbox, or by administrators from the Admin Console. It is usually configured by the Administrator for delegation/ back-up purposes. 

For example, say David, the marketing head of Zylker Inc., is on leave for a month. His work was piling up and the Associate marketing head, Rebecca was pulled in to take over temporarily. For Rebecca to respond to messages from clients or customers, the administrator configured email forwarding from David's account. Now, Rebecca's mailbox will receive a copy of all emails sent to David. 

Steps to configure Email Forwarding:

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to configure email forwarding.
  3. On the user page, click Mail Settings from the top menu.
  4. In the Mail Settings page, either scroll down or click Email Forwarding to navigate to the respective section.
  5. Enter the email address you want the user's emails to be forwarded to. Once done, click the  button.
    Note:
    A verification process is required for external email addresses. But, verification will not be required if the email forwarding address is from within your organization.
  6. If you have configured an external email address, you would have received an email with a Verification Code.
  7. In the Admin Console, click the 'Verify now' icon and enter the Verification Code.
  8. After entering the verification code, click Confirm.
    ​​

Enable/Disable Email Services

Mailbox Actions enable Administrators to allow or restrict different services available in Zoho Mail. For example, say David, the marketing head of Zylker Inc., wants to sync his emails, calendar, and contacts from the email server to his mobile device. You, the administrator, can make an exception for David and give him ActiveSync access by simply going to Mailbox Actions. Now, except David, all other users will not have the ActiveSync access. 

To access Mailbox Actions,

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to disable/enable an email service.
  3. On the user page, click Mail Settings from the top menu.
  4. In the Mail Settings page, either scroll down or click Mailbox Actions to navigate to the respective section.
  5. You can toggle the switch next to the feature to enable   or disable   the respective service.
Mailbox ActionDescription
IncomingIf disabled, that particular user can't receive any emails. The Incoming option is enabled for all users by default.
OutgoingIf disabled, that particular user can't send emails. The Outgoing option is enabled for all users by default.
Spam checkIf disabled, Zoho Mail will not process that user's emails for spam. This includes all server-level Zoho Mail spam checks and also the ones configured by an admin. Spam check is enabled to all users by default.
Quarantine checkIf disabled, the 'to-be quarantined' emails of that particular user will not be quarantined and will be sent to the user directly. Disabling Quarantine check will not disable spam check. Quarantine check is enabled to all users by default.
POP accessIf disabled, that particular user can't access his/her email account in other email clients via POP. If you want to provide POP access to the user but want to limit it to emails received after a particular date, you can further customize by clicking the settings icon.
IMAP accessIf enabled, that particular user can access his/her email account in other email clients via IMAP. IMAP access is disabled to all users by default. 
ActiveSyncIf enabled, that particular user can access his/her email account n mobile devices using Active Sync protocol. ActiveSync is disabled to all users by default. 

Note:

All the above-mentioned actions will only affect that particular user you make changes to.

Out of Office response

Out of office replies can be added by users themselves or administrators or both. This option for admins is particularly helpful when the user is unavailable to configure an out-of-office response by themselves. For example, say David, the marketing head of Zylker Inc., is on long leave due to a medical emergency. The administrator, in order to not leave his emails unattended, can configure an out-of-office response until he comes back.

To configure out-of-office reply from Admin Console,

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to add an out-of-office response.
  3. On the user page, click Mail Settings from the top menu.
  4. In the Mail Settings page, either scroll down or click Out of Office to navigate to the respective section.
  5. If there is no Out of Office reply configured by the user, click the Add Out of Office button.
  6. In the Out of Office response composer, choose who you want the response to be sent to. You can choose to send an out-of-office reply to all emails, or only to the emails from your contact list, or only to emails not from your contact list.
  7. Choose the Autoresponse Interval and the dates for which you want to send an out-of-office reply.
  8. Once done, compose your email and click Add.

Note:

The out-of-office reply added from the Admin Console can be viewed by the user from their mailbox.

User-specific signature

The administrator can configure user-specific signatures, individually, for all accounts in the organization. To add a signature for the user,

  1. Login to Zoho Mail Admin Console
  2. Navigate to Users in the left pane, and click on the user you want to add a signature.
  3. On the user page, click Mail Settings from the top menu.
  4. In the Mail Settings page, either scroll down or click Signature to navigate to the respective section.
  5. In the Signature section, click Add new signature to open the signature composer.
  6. In the composer, give a name for your signature and then the content of the signature.
  7. You can associate one signature to different aliases of the same user. To do that, click the  button in the Associated email addresses column. Check all email addresses you want to associate the signature with.
  8. Once done, click Add.

Note:

Users will not be able to edit or change the associated email address of the signature created by Administrators.

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