Configure POP Accounts in Zoho Mail
You can add your external accounts as POP in Zoho Mail. Different accounts can be managed from the same window, but with individual settings for Signatures, Vacation Reply etc. Zoho Mail supports the configuration of external accounts only via the POP protocol.
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To add your other POP Mail accounts in Zoho Mail, you need to check whether your Mail server supports POP3 protocol for retrieving emails. If your Mail server supports POP access, get the server details from your Administrator.
Incoming Server Details for Receiving Email:
- Login to Zoho Mail
- Go to Settings
- Navigate to Mail Accounts >> Add POP3 Account
- Specify the preferred Account Name, default from address and Reply-to for the Account.
- Click Next.
- Provide the POP3 Incoming server name & Port number (Refer to your Email service provider Help/ Support for these details). Zoho Mail supports standard ports 110 and 995 for Incoming server.
- Specify the User name and Password for the account, used in your server.
- Select the checkbox 'Use SSL', if the Incoming server requires SSL. We do not support servers with self-signed certificates.
- Select the desired option under the 'Delete emails from the server'.
- The deletion provided in the option works based on your Mail server Behavior. Check with your Email service provider before you set this option.
- Click Next to proceed to Outgoing Server Configuration.
Make sure you update the 'Password' details in Zoho when you change in the actual account. If you fail to do so, the account will be disabled and you need to update the 'Password' and enable it. Once the Test Account succeeds, you will see the section to update your Outgoing Mail server details for sending email from the account.
Outgoing Server Details for Sending Email:
- After the Incoming POP server details are successfully verified, you will be prompted to enter Outgoing SMTP server details.
- Specify whether you want to send an email via the Custom SMTP server Zoho SMTP.
- You may refer here for detailed information regarding adding Outgoing servers.
Once both Incoming and Outgoing server details have been verified successfully, the account will be listed in the POP Accounts page. If the Outgoing server details could not be authenticated directly, you will receive a verification email to the address provided. Only after the verification, you will be able to send emails using that particular email address.
When you configure your POP account with a different Reply To address, you need to verify the Reply To address to start sending emails. A verification email will be sent to the Reply To address during configuration, with a confirmation code.
Steps to verify the Reply-To email address:
- Login to Zoho Mail
- Go to Settings
- Navigate to Send Mail As
- Click the ‘Verify’ icon corresponding to the email address.
- A dialog box requesting the confirmation code appears.
- In the specified email address, you would have received a confirmation email from Zoho.
- Provide the confirmation code in the text box.
Once you add the POP accounts, the accounts will be added in the left pane. Select the particular POP account to switch to the account and view the emails in the account.
You can switch to any of the POP accounts by clicking on the Switch accounts icon displayed on the account card in the Mail Accounts settings page.
- Once you have set up your account, the server will be connected to retrieve the emails.
- The emails will be retrieved, as per the emails provided by the server and based on your retrieval settings.
- If you have a huge mailbox, it may take some time to download the emails from the Server.
- The POP client cannot retrieve emails based on folders/ dates/ status.
- By default, all the emails will be retrieved unread and sorted as per the 'Sent Date' available in the email.
The following are the common configuration errors that occur during POP account Setup:
The server which you have added could not be connected to the given port number. You need to check with your Email service provider Help or Support for the exact Incoming POP server and Outgoing SMTP server details and port numbers.
The Server you have provided can be connected without any issues. However, the server does not accept the credentials which you have provided. Verify if the 'User name' or 'Password' is misspelled. Some providers expect you to enable POP access at their end. If you are confident about the credentials you provide, you may need to contact your Email service provider for further steps.
If your server supports SSL but provides an invalid certificate, you may get an 'Invalid Certificate Error'. You may need to contact your Email service provider, to check if the server has a valid registered SSL certificate from a certified vendor.
Generally, for any errors during configuration, check the following details.
- Check the Incoming Server name, port number details you use with your provider.
- Confirm with your Email Administrator whether you have the permission to retrieve emails via POP in Zoho Mail and the format of 'User name'.
- If your Email service provider allows POP access via non-standard ports, you need to contact your provider to get that corrected.
- If your server has a self-signed certificate, you need to get a standard and valid SSL certificate from a vendor, without which you will not be able to configure your account in port 995.
- If your provider uses a standard SSL certificate, and you still receive Certificate Errors during configuration, please contact email@example.com with your Mail server Details and port number.