Beginner's Guide To Setting up Custom Email Address With Zoho Mail

Signing up for Zoho Mail

  1. Go to https://www.zoho.com/mail/ page and click on "Sign Up now" option which will lead you to the "Pricing & Sign Up" page. This page gives a complete overview of the pricing plans. Take a look at it all, select the plan that best fits your organization's requirements and click " Sign Up". zohomail-tutorial-2
  2. We give you two options to set up your e-mail with us. You can either "Sign up with a Domain you already own" OR "Buy a new Domain for your Business". In the example below, we show you how to register with an already existing domain name "zohoworkplace.in". Fill in all the necessary details and click "Sign Up". zohomail-tutorial-3
  3. Enter the unique verification code sent to your mobile number. This process helps to verify your account with Zoho. zohomail-tutorial-4

Setting up Zoho Mail

Once you're done with the above steps, the message should read that you have verified your domain with Zoho.

  1. Select your domain's DNS Manager from the drop down box which gives a list of popular DNS Hosts. For example, if your DNS is hosted by "GoDaddy" , Zoho will provide instructions accordingly. zohomail-tutorial-6
  2. Login in with your username and password in your DNS host page (below, we have used GoDaddy as the DNS Manager). Go to My Accounts >> Domains >> Manage DNS. The DNS Manager opens with a set of DNS record information. zohomail-tutorial-7
  3. Copy the "zb******** code" (unique for each domain) generated in your Zoho account and paste it in the "Host" field. Enter "zmverify.zoho.com" under the "Points To" field in your DNS Records, and click the "Save" button. zohomail-tutorial-8
  4. Once you've saved the record, the CNAME will be added successfully. Click on "Proceed to CNAME Verification" and click "Verify Now". For more information on domain verification, click here zohomail-tutorial-9
  5. Now, you can create your respective business e-mail id(s) with your domain by clicking on "Create Account". zohomail-tutorial-10
  6. You can "Proceed to Add Users" from your organization or skip this step for later. Users can be added later by logging into mailadmin.zoho.com as the Administrator or Super Administrator.

    Refer this help page for more details on adding users.

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  7. Creating Groups to seamlessly co-ordinate within the organization is an easy task thereafter.

    Learn more about Groups in Zoho Mail from this help document.

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  8. Configuring Email Delivery can be done by adding your MX Records.You will be able to receive emails in your Zoho mailbox only after you add the MX Records., zohomail-tutorial-13
    • Login to your GoDaddy DNS Manager >> My Accounts >> Domains >> Manage DNS.
    • In the DNS records information page, click the "Add" button. Select the type as "MX" from the "Type" drop down menu.
    • In the "Host" field, enter "@", in the "Points To" field, enter "mx.zoho.com", and in the "Priority" field, enter "10", and click "Save".
    • Similarly, add another MX Record by hosting it to "@", pointing it to "mx2.zoho.com", set the priority to "20" and click "Save".
    • Add a third record and host it to "@", pointing it to "mx3.zoho.com", set the priority to "50" and click "Save".
    • Ensure that you have deleted all the MX records related to your previous email provider, as it will conflict with Zoho Mail and affect email delivery.

    Learn more about configuring email delivery from this help document.

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  9. After you're done adding the record, your page for "Configure Email Delivery" should read that your MX Records are pointed to Zoho servers. zohomail-tutorial-21

Essential Configurations

Once you're done with the above steps, the message should read that you have verified your domain with Zoho.

  1. After you're done adding the record, your page for "Configure Email Delivery" should read that your MX Records are pointed to Zoho servers. zohomail-tutorial-21
  2. SPF Records for GoDaddy Domain Manager

    • Login to your GoDaddy DNS Manager >> My Accounts >> Domains >> Manage DNS.
    • In the Records section, click the "Add" button.
    • In the Type drop down, select "TXT", specify "@" in the Host field and in the TXT value field, enter, "v=spf1 include:zoho.com ~all", and click "Finish".

    Refer this help page for more information on configuring SPF Records.

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  3. Adding DKIM signature for your domain:

    To configure your DKIM, you'll have to add a TXT record generated in your Zoho Mail account to your domain's DNS manager. An example for adding the TXT record in GoDaddy domain manager is given below.

    Refer this help page for more details on adding DKIM signature.

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  4. You can proceed to configure SPF and DKIM to ensure the credibility of your emails by following the simple steps given ahead. zohomail-tutorial-23
  5. Under Email Migration, you can migrate emails from other service providers (using IMAP or POP). You can Click "Proceed to Migrate" and to view the instructions for migration to be followed. For more information, refer this help page on POP/IMAP migration. zohomail-tutorial-16
  6. The next screen contains the links for Mail Client Configuration. You can refer them for detailed information on the configuration methods for diverse email clients. zohomail-tutorial-17
  7. Zoho Mail can be accessed via mobile through various apps. zohomail-tutorial-18
  8. When you follow all these simple steps for Email Migration, Mobile Access and Mobile Client Configuration, voila! your basic setup will be complete. zohomail-tutorial-19
  9. You and your organization users can now send and receive e-mails with your "@registered domain" account (ex: @zohoworkplace.in) using Zoho Mail. zohomail-tutorial-20

Adding Migration

IMAP/POP Migration

To add a new migration, you need to add the source server from which the emails should be migrated. You can also perform migration in batches, and also from different servers if you have multiple domains hosted with different providers and want to migrate everything to Zoho Mail.

  1. Log in to https://www.zoho.com/mail
  2. Launch Control Panel » Mail Administration » Email Migration
  3. Select Add Migration, to provide server details for migration
  4. Provide a title for the migration
  5. Select the Migration Protocol as IMAP or POP based on your preference. 1new-migration
  6. Provide the Host-Name of the server, the SSL type and the port number for migration.
  7. Select if your migration is going to be done from Gmail or other services. Migration from Gmail follows a slightly different process, as described here.
  8. Provide the maximum connection limit for your server.
  9. Exclude Folder List - The list of folders that need not be migrated during the migration.
  10. Select Add Migration to save the server details.
  11. You will be taken back to the Migration Home page.
  12. You need to add the account details to be migrated as the next step.

Source User Account Details for Migration

After you have added the Server details, you will be taken back to the Migration Home page. Click the Migration, to add the source accounts to be migrated.

migration-process2

You can add the accounts manually or import the details from a CSV file. However, make sure that you have the source and the destination account details ready. For each user added, the source credentials are checked with the server and the user gets added only if the source authentication is successful.

Steps to add user accounts for Migration:

  1. Select the Migration Name to which you want to add the source and destination details. migration-process2a
  2. Select Add Accounts to add the account details manually
  3. Provide the Source username/ Password and the Destination to which the emails should be migrated to.
  4. In case of IMAP migration, you can choose to skip any folders during migration.
  5. The skip folders will be handy when the admins rerun migrations for the same set of users for some new emails or missed emails.
  6. This will be authenticated with the source server provided, once you click Add. 2add-accounts

Steps to Import users from CSV file:

  1. Prepare an excel file or a Zoho Sheet with the headers Source, Password, Destination. You can optionally include a column Priority, which specifies the order in which users accounts needs to be migrated.
  2. Fill in the details under the respective columns for the user accounts to be migrated.
  3. Save the file as a CSV file.
  4. Click Upload Accounts link in the Migration Accounts page. upload-accounts
  5. Choose the respective file and Click Ok to upload the accounts.
  6. The accounts added will be listed in the section. 4accounts-migration
  7. You will be able to modify the Server details or the Migration type, before you start the migration.
  8. Check whether all the Accounts to be migrated has been listed in Accounts section.

Start Migration Process

In the Control Panel, navigate to Migration under Mail Administration. Ensure that the source passwords are not changed after adding the users for migration. The password should be the same until the entire migration process is completed.You can add multiple migrations from different servers or from the same server for different sets of users to have a phased and planned migration.

  1. The list of migrations you have added will be listed in the Migrations page.
  2. Click 'Start' link, across the migration you have just added to start the migration. migration-process2

Troubleshooting

Gmail Migration Behaviour

In Gmail accounts, the emails are organized under labels and the labels act like folders when accessed via IMAP. Gmail allows an email to be under more than one label, as per its behavior. During migration to Zoho Mail, the same email is migrated into different folders based on the labels applied to that email in the Gmail account. i.e. An email which has 4 labels, will be migrated 4 times, and will occupy 4 times its size because of the duplication.

Let’s say that the Gmail account has an email of size 10 MB under the labels Inbox and Work. During migration, the email would get copied to the Inbox and Work folders over here at Zoho Mail and it takes up 20 MB of space, leading to usage of more space than you anticipated initially. Apart from that, Gmail also has a label called 'All Mails' which it applies to all the emails. Hence the email can actually take up 30 MB of space in the place of 10 MB.

This in turn might lead to your migration getting suspended, in case the account does not have required storage. You can request your users to remove the labels from Gmail, in case they have too many labels and multi labelling practices. In other cases, you can just ignore the 'Gmail' folder during migration.

Authentication Errors

  • Make sure that the user has not changed the password of the source account when you run the migration.
  • The access to the old server is still in place for the account, until the migration is completed.
  • In case you are migrating from Google Apps servers, you may require to login via Web once to authenticate the IMAP activity in your account. In this case, request the user to login to the Google Apps account from web and follow the steps listed in this help page for the error 'Web login required': https://support.google.com/mail/answer/78754
  • Similarly, even in Outlook.com, your source account access may be blocked on detection of activity from new IP Addresses. We request you to login and allow access to the Zoho Mail IP addresses, listed there under Recent Activity. Select 'This was me' to trust the Zoho Mail IP addresses and proceed with the migration.

In case of some failures like Internal Error, the administrator can migrate only selective folders instead of entire migration. This will optimize the run time for the migration, by removing the duplicates and the check for duplicate emails.

Monitor Your Migration Progress

  1. The Migration will be scheduled and the status will be 'In Progress' for the migration that is currently running.
  2. You can view the overall migration status in the listing, and detailed migration status in the Accounts section. migration-stats
  3. For IMAP Migration, detailed statistics along with folder information will be available.
  4. Click the 'Total' link to view the detailed information about the folder-wise migration details. migration-accounts
  5. Under each account, the errors, if any, will also be listed with details. Click Failed to view the number of emails not migrated and the reason.
  6. The common reasons include:
    • Email Size Exceeded - If the size of the email in the source server exceeds the maximum size defined in the users email policy, such emails will not be migrated.
    • Mail already present - Duplicate - If the email is a duplicate of an email already in the users account in Zoho, the duplicate emails will not be migrated.
    • Too many addresses - If the email has the number of To addresses which exceeds the allowed limit in Zoho Mail, those emails will not be migrated.
    • Invalid Message - If the email format is not as per the RFC definitions, with incorrect header or email format, such emails will not be migrated.
    • Unable to Process - In case there are any internal processing errors during the migration of a particular email, such emails will be skipped during migration. migration-failed-stats
  7. Apart from the migration statistics, the administrator and the users will receive a summary of migration information after the completion.

Migration Tool

Migration Tool

Setting Two Factor Authentication

Two factor authentication is an additional security process to secure your account by the combination of a password and a mobile device. This reduces the chance of your account being hacked into and protects your data with extra secure measures.

To enable TFA for your organization follow the steps below:

  1. Login to mailadmin.zoho.com using your Admin credentials.
  2. In the Dashboard, switch the toggle bar to "On" to enforce TFA for all users. tfa-user1a

Once you enable TFA, the users will choose the TFA Mode the next time they log in.

Learn more about Two Factor Authentication here.

Setting up Application Specific Passwords

The users need to generate and use Application Specific Passwords when accessing the email account via POP/ IMAP or Active Sync if Two Factor Authentication is enabled for the account.

Follow the steps below to set up ASP:

  1. Login to accounts.zoho.com using your credentials.
  2. Select Two Factor Authentication >> Manage Application specific passwords. tfa-user1
  3. Provide the device name, your current web login password in the page and click "Generate". tfa-user2a
  4. The generated password will be displayed only once. Make sure you save it for future reference. This password needs to be used without spaces in the respective device. tfa-user2
  5. You can click the "Show generated passwords" link to view the past generated time and device names. tfa-user3

Learn more about Application-specific passwords from this help page.

Accessing Zoho Mail via Custom URL

You can configure a custom login URL for your domain, using which your users can login. Instead of logging into mail.zoho.com, users can login using the URL mail.yourdomain.com (eg: mail.zohoworkplace.in)

Follow the below steps to configure the custom login URL:

  1. Go to My Accounts >> Domains >> Manage DNS.
  2. Click the "Add" button in the DNS records page.
  3. Select the Type as "CNAME". zohomail-tutorial-custom-url-1
  4. Enter "mail" in the "Host" field, and "business.zoho.com" in the "Points to" field and click "Save". zohomail-tutorial-custom-url-2

To know more about setting up a custom URL, click here.

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