Email Forwarding

Email Forwarding

Email Forwarding allows to automatically forward/ route all the incoming emails to an account to another chosen destination account. It is the easiest way to create a backup account, to get a copy of all the emails that arrive in a specific Zoho Mail account to another account. 

Users can also create conditional forwarding, where only some emails can be forwarded to the other accounts based on a set of conditions. The option can be configured using 'Filter based forwarding' from the Filters section. 

If your Organization is Email Hosting with Zoho, the Administrator can enable Auto Email Forwarding from one account to another internal account without any verification process involved. 

 Enable Email Forwarding:

  1. Login to Zoho Mail
  2. Go to Settings 
  3. Navigate to Mail Accounts >> Manage Email Forwarding.
  4. In the Email forwarding Section, under 'Add New Forward', specify the email address to which you want to forward a copy of your email.
  5. A confirmation Email will be sent to the added email address. Email forwarding will be enabled only after you verify the account.
  6. 'Delete Original Email Copy'  - If the option is selected then the original email will be deleted from Zoho Mail.
  7. To retain the emails in Zoho Mail after forwarding, make sure that the checkbox is unchecked. 

Note:

If you have chosen 'Delete Original Mail Copy', for Email Forwarding, the emails will be deleted immediately after forwarding and will not be available for POP retrieval.

Steps for Administrators to enable Email Forwarding within Organization accounts:

  1. Log in to Zoho Mail
  2. Select Control Panel >> Mail Accounts
  3. Select the email account for which you want to enable Email Forwarding
  4. Click Add Email Forwarding and provide another organization account as destination account. 

 Points to remember for Email Forwarding: 

  • Email Forwarding cannot be enabled for POP accounts.
  • While an Admin is enabling email forwarding for a user, a maximum of 3 destination accounts can be added.
  • Similarly, the user can add a maximum of 3 destination accounts for himself.
  • A total of 6 forward addresses, 3 by the Admin, and 3 by the user can be added.
  • Filter based forwarding cannot be enabled to the same email address, which has already been added for Email Forwarding. 
  • If the Email Forwarding fails for ten times consecutively, the email forwarding will be automatically disabled. 
  • If the received email, is an already auto-forwarded email, it will not be will not be forwarded again to avoid looping. 

 Email Forwarding - Verification

Once you add the email address for auto-forwarding, you need to proceed with the verification process. In the destination account, you will receive an email with a verification link to confirm the Email Forwarding process.  

  1. In the destination account, you will receive a confirmation email with a verification code.
  2. Login to Zoho Mail
  3. Go to Settings 
  4. Navigate to Mail Accounts >> Manage Email Forwarding.
  5. Click ‘Verify’ icon corresponding to the email address. 
  6. Provide the verification code in the space provided. 
  7. Click Confirm and save the settings. 
  8. In case you did not receive the verification code, click Resend option to receive the verification code again. 

 Disable/Delete Email Forwarding

  1. Login to Zoho Mail
  2. Go to Settings 
  3. Navigate to Mail Accounts >> Manage Email Forwarding.
  4. Uncheck the box next to the email address to disable Email forwarding, temporarily to the corresponding email address.
  5. You can check the box to re-enable Email forwarding instead of going through the entire process
  6. If you want to remove Email Forwarding to that email address permanently, click on the cross next to the email address.

 Filter based Email Forwarding 

You can forward only some emails based on certain conditions, using the filter-based forwarding feature. You can set up conditions based on senders or subjects and forward emails to another person. This will be particularly useful, when you want to forward only specific emails to another account, based on a specified set of rules or conditions. 

  1. Login to Zoho Mail
  2. Go to Settings 
  3. Navigate to Filters >> New Filters
  4. Provide the conditions or rules you want to specify.
  5. In the Action, select Forward to and specify the email address
  6. In case you are newly adding the email address, you need to verify the email address
  7. Click Save to save the settings. 

For the incoming emails, which match the specified conditions, the emails will be forwarded to the email address, after the verification process. 'Run through Filters' option is not applicable for filters with 'Forwarding' as an action.

Note:

For users in 'Free plan' signed up newly, the Email Forwarding feature will not be available. Refer here for more details.

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