Signing up

  • Go to the Zoho Mail homepage and click Sign-up for free. Sign-up-home-page
  • Zoho Mail offers different plans to suit your needs. Once you choose the plan you prefer, Sign up.
  • Note:
    Apart from the listed paid plans, Zoho Mail also offers a free plan for business email users. If you want to choose a free plan either click here or scroll down the pricing page.

Add Domain

Using a domain you already own

  • Click the Sign up with a domain I already own radio button and type in your domain address in the text field provided below.
  • Click Add to proceed further. Enter-domain

Purchasing a new domain

  • If you don't own a domain, we can help you with purchasing one. Note that this feature is only available for specific data centers at this moment. If you don't find this option, you can simply buy the domain from a host of your preference and continue further.
  • To purchase a new domain:
  • Click the Buy a new domain for my business radio button and type in your preferred domain name in the text box provided and click the search button.
  • After choosing a domain you are satisfied with, click Proceed. Buy-domain

Account Registration

  • Upon giving your domain name, you will be asked to provide specific personal details, such as your name, mobile number, country, and contact email. Fill in the form.
  • After entering the required details, click the checkbox - I agree to the Terms of Service and Privacy Policy.
  • Once done, click Proceed. Registration-details
  • After clicking Proceed, you will be shown a summary of your details where you can review all your information and make changes if necessary. Once done, click Signup and you will be directed to the mobile number verification page. Summary

Mobile number verification

  • A seven-digit verification code will be sent to the mobile number you provided in the previous step. Enter the code you have received in the text box, then click Verify my mobile. Mobile-verification
  • Note:
    • Any further logins to your Zoho Mail account can be done through this mobile number.
    • In case you want to change the mobile number you entered previously, follow the instructions given on the verification page.
    • If you did not receive the verification code, click Resend code.
    • We do not use your mobile number for any advertising purposes.

Securing your Zoho account

  • Zoho Mail offers multi-factor authentication to secure your account. You may choose:
  • Zoho OneAuth, where you will be required to install a mobile application.
  • To receive code at your preferred mobile number.
  • To use Google Authenticator.
  • Physical security token YubiKey, which will be available to you upon finishing your signup. Secure-account
  • Note:
    You may also choose to do this later after finishing setup in the Control Panel by clicking Remind me later at the bottom of the page.

Payments

  • In the Plan Details section, you will be asked to provide details such as No. of User IDs you would like to procure and any add-ons you might require.
  • Upon providing the details, click Continue.
  • After getting directed to the summary of your order, review the details, and click Confirm.
    Note:
    In case you need to make changes, navigate to Plan Details, and click the Edit Icon and redo the previous steps.
  • Upon reviewing your order, you will be asked to provide a billing address and payment details. Provide the required details, then click Make Payment.
  • After finishing all the above steps and completing your payment, you will be redirected to the Setup page of your Zoho Mail account.

Domain Setup

Verify Domain Ownership

  • Before verifying the ownership of your domain, check if the domain name provided is correct. In case of any misspellings or any required changes, click Edit and make the required corrections.
  • After confirming your domain name, choose your DNS hosting provider from the drop-down list. Domain-verification-page1
  • Note:
    To verify the ownership of your domain, you can use any of the three methods available. Depending on the method you choose, the steps to verify your account changes.

TXT Method

  • In order to verify your account via TXT method, you will need access to your Domain Registrar's DNS page.
  • Click on TXT Method. TXT-Method1
  • Sign in to your Domain Registrar's account.
  • Navigate to the Domain Management Page or the DNS record page.
  • Locate the option to add a TXT record, then click ADD and select TXT from the list. TXT-Method2TXT-Method3
  • To add a TXT record, you will need information for the Host and Value fields (the title of the field may vary depending on the provider). You will find these details on your Zoho Domain setup page. TXT-Method4
  • For the Host field, you can choose to leave it blank or enter "@" or your domain name.
  • For the Value field, copy the value "zoho-verification=zb1*******.zmverify.zoho.***" (unique for each domain) from Zoho's Domain Setup page and paste it in the TXT Value field.
  • If TTL is editable, choose the shortest amount of time to live and get faster verification.
  • Once done, click Save. TXT-Method5
  • Wait for an hour or two before clicking the Verify by TXT button at Zoho's Domain Setup page. 
  • Note:
    The screenshots and processes recorded here are from the domain provider—GoDaddy. Your domain registrar's page may look different.

CNAME Method

  • In order to verify your account via the CNAME method, you will need access to your Domain Registrar's DNS page.
  • Click CNAME Method. CNAME-Method1
  • Sign in to your Domain Registrar's account.
  • Navigate to the Domain Management Page or the DNS record page.
  • Locate the option to add a CNAME record, then click Add and select CNAME from the list. CNAME-Method2CNAME-Method3
  • To add a CNAME record you will need data for the Host and Value field (the title of the field may vary depending on the provider). You will find these details on your Zoho Domain setup page. CNAME-Method4
  • For the Host field, copy the value "zb15*****4" (this will be unique for each domain) from Zoho's Domain Setup page and paste it in your DNS page.
  • For the Points to field, enter "zmverify.zoho.com."
  • If TTL is editable, choose the shortest amount of time to live and get faster verification.
  • Once done, click Save. CNAME-Method5
  • Wait for an hour or two before clicking the Verify by CNAME button at Zoho's Domain Setup page. 
  • Note:
    The screenshots and processes recorded here are from the domain provider—GoDaddy. Your domain registrar's page may look different. For provider-specific instructions find this help document.

Add Users to your organization

  • After successful domain verification, you will be asked to provide a name to create the first user based on your domain. Note that the first user you create will become a super administrator by default. The super admin will have all the privileges across all users in your organization.
  • Upon giving the user name, click Create Account. Add-superadmin1
  • After adding the super admin, you can proceed to add users and create their accounts in your organization.
  • Click Proceed to Add Users to launch the Add User page of the User Details section in the Control Panel. 
  • Note:
    Adding users in Zoho Mail can be done in multiple ways, as per your convenience.
    • Add Users one by one.
    • Import Users via a CSV file.
    • Import Users via CRM
  • When you add a user, you are creating an individual account for them in your organization. You will be providing the user with a unique email address and password using which the user can access their account.

Add User(s)

  • Click the Add User button.
  • Enter the desired username and select a domain from the drop-down list. You will also be required to give a password using which the user can log in.
  • You can also check the Force user to change password during the first login box, according to your security requirements.
    Note:
    If you check the above option, the user will be prompted to change the password of their account when they first login.
  • Click Ok to finish adding the user. Add-user1
  • Redo the above steps to add as many users as you need.

Import User(s) using .CSV file

  • Click the Import User option and then select the .CSV file option. Add-user2
  • You can create the .CSV file using any spreadsheet app like Zoho Sheets or Excel. Download the sample file here.
  • Once your .CSV file is ready, click the Choose file button and select your .CSV file.
  • In the Available Domains drop-down list, select the domain you want to use when you import users.
  • You can also force users to change the password you set during their first login attempt by checking that box.
  • Once the import is complete, click Ok. Add-user3
  • Note:
    This feature is only available for paid accounts.

Import User(s) from CRM

  • If your organization has a Zoho CRM account and you are setting up email hosting for that domain, you can directly import the users you have in Zoho CRM to Zoho Mail.
  • Note:
    You must the Super Admin in both Zoho CRM and Zoho Mail to utilize this option.
  • Click the Import User option, then select the From CRM option in the drop-down list. Add-user4
  • The users in your organization's CRM (with matching domain-based email addresses) will be added directly to your Zoho Mail Suite.
  • Note:
    • Any other users who are not a part of your CRM can be added using the Add user option or the Import using .CSV file option.
    • If the Zoho CRM users you want to import are from the same domain as Zoho Mail, then the users can be directly imported. However, if you want to import users of different domains, those users will have to be invited.
  • Learn more about adding users to your Zoho Mail account here.

Groups

  • Groups or Distribution Lists are common email addresses shared by a set of users with a common purpose. When an email is sent to the group account, a copy of the email gets delivered to all the individual members of the Group. To create a group;
  • Click Proceed to Create Groups to launch the Groups section in the Control Panel. 
  • Click Add Group. Groups2
  • Give the required information, then click Create Group. Groups1
  • Your group has now been created.
  • Note:
    • You can also choose to skip this step and add groups at later stages.
    • To know more about groups, refer to this help document.

Configure Email Delivery

  • This is one of the most crucial steps in setting up your business email. You need to configure the MX records of your domain in the DNS hosting provider (DNS Manager) in order for the users and groups you've created to start receiving email. MX Records (Mail eXchange) are the special entries in DNS that designate the email-receiving server of your domain.
  • Note:
    • The MX records change depending on the data center you are using Zoho Mail from. In order to avoid confusion, refer to the records displayed in your setup screen.
    • For detailed instructions on how to add MX records in your domain registrar's web portal, you can either choose your Domain registrar's name in the Setup, refer their help page, or contact their support.
    • The screenshots attached below are from GoDaddy and it may differ from your domain registrar's user interface.
    • The values mentioned below are generic. For your domain's specific MX values, check your Zoho's Domain Setup page.

Generic instructions on how to add MX records:

  • Log in to your domain registrars web portal.
  • Launch the DNS Manager/ Domain Management Page/ DNS Control Panel for your account (this lists all the domains you have registered).
  • Locate the option which specifies MX Records/ Email Servers/ Email Settings (if needed, consult the help pages of your provider or get support from the registrar).
    Note:
    If you have any existing entries, you will have to remove them or change their priority. Done wrong, your MX information might not point to Zoho servers resulting in your emails not getting delivered to your inbox.
  • Locate the option to add a new record and click that.
  • Specify the Name/Host/Subdomain as @ or leave it blank.
  • Specify the Value as "mx.zoho.com" for the first record and set Priority to 10. MX-Record1
  • Follow the same steps to add the second and third MX records for your domain.
  • For the second record, specify the Value as "mx2.zoho.com" and set Priority to 20. MX-Record2
  • For the third record, specify the Value as "mx3.zoho.com" and set Priority to 50. MX-Record3
  • Only the MX records provided above should be listed to ensure correct email delivery to your domain.
  • If the TTL is editable, select the shortest possible time for the changes to take effect as early as possible.
  • Select "Save Zone File" or "Save" to add the records. MX-Record4
  • After configuring all the MX Records, go to your Zoho Domain Setup page, and click MX Lookup
  • Note:
    • You have to add all three MX Records.
    • It may take an hour or two for the records to get propagated and to be able to receive emails.
    • For provider-specific instructions find this help document.

SPF and DKIM

  • Email spoofing is forging an email so that the email appears to be sent by someone other than the actual source. To ensure valid emails from your domain get delivered to your recipient, and to prevent email spoofing, we recommend you add SPF records and DKIM records for your domain.

Adding SPF record

  • Note:
    • For detailed instructions on how to add the SPF record in your domain registrar's web portal, you can either choose your Domain registrar's name in the Setup, refer their help page, or contact their support.
    • The screenshots attached below are from GoDaddy and it may differ from your domain registrar's user interface.
    • The values mentioned below are generic. For your domain's specific SPF value, check your Zoho's Domain Setup page. SPF1
  • Log in to your domain registrar's web portal.
  • Launch the DNS Manager/ Domain Management Page/ DNS Control Panel for your account (this lists all the domains you have registered).
  • In the DNS Manager, locate the TXT Records and click Add.
  • Specify the Name/Host as "@."
  • In the TXT Value field, "v=spf1 include:zoho.com -all" should be entered.
  • Click Save Zone File, Save, or Add Records to save the changes. SPF2

Adding DKIM Record

  • Creating a DKIM signature involves two major steps—one in Zoho Mail and the next in your domain registrar's web portal. In the Zoho Mail domain setup page,
  • Click Proceed to Configure DKIM. DKIM1
  • Click the Edit icon across from the domain for which you want to configure DKIM. DKIM2
  • Click Add Selector to add a new selector for the domain. DKIM3
  • Provide the selector name for the domain to be used with Zoho Mail. We recommend, Zoho as the selector name.
  • Click Save. DKIM4
  • A cell with TXT Value is displayed with the Public DKIM value. Copy the entire text in the TXT Value field, then continue on to your domain registrar's web portal. DKIM5
  • In your domain registrar's web portal:
  • Log in to your domain registrar's DNS manager.
  • In your DNS manager, locate the TXT record and click Add.
  • Type "selector._domainkey" at the subdomain/title field. Replace "selector" with your selector name. If the name of your selector is "zoho," then your record would be "zoho._domainkey."
  • In the TXT record value, paste the entire content you copied from the text field TXT Record Value in Zoho Mail (directions above).
  • Save the TXT record in the DNS Manager. DKIM6
  • Once done, return to your Zoho Mail domain setup page and click Verify. DKIM7
  • Note:
    • It may take time for the record to reflect. It is advised you wait for at least an hour before clicking Verify.
    • Check the validity of DKIM here.

Email Migration

  • When you switch from your previous email provider, you can migrate your data from the previous service provider to Zoho Mail using one of these available migration methods:
  • IMAP/POP Migration
  • Migration from G Suite
  • Migration from Office 365
  • Migration from Microsoft Exchange Server
  • Zoho Exchange Migration Wizard
  • Choosing the right type of migration to facilitate easy transfer is necessary. Learn more about Zoho Mail Migration. After choosing your preferred migration method,
  • Click Proceed to Migrate to launch the Migration page.
  • Give the required information and click Add Migration. If you're migrating from a G Suite account, you will need to authenticate your account before adding the Migration. Migration1
  • Note:
    To migrate data from your previous email provider to the respective user accounts at Zoho Mail, user accounts need to be created in Zoho Mail before proceeding with the migration.

Mobile Access

  • Zoho Mail has multiple apps designed for administrators on the go and for users to check their email anywhere, anytime. Zoho Mail's apps are,
  • Zoho Mail Admin App
  • Inbox Insight
  • Zoho Mail mobile app
  • Note:
    Learn more about mobile access here.