Mailbox delegation - A secure way to enable collaboration
Mailbox delegation - A secure way to enable collaboration
Admins often encounter scenarios where a user needs another team member to access and manage their mailbox during extended leave, role transitions, or while handling high email volumes.
In such situations, ensuring business continuity without sharing login credentials or compromising security is critical.
Before enabling access, admins should consider:
Sharing mailbox passwords creates serious security and compliance risks.
Emails may be missed or delayed if access is not provided promptly.
Delegates usually require specific permissions, not full account access.
Administrators need visibility into delegation mappings and access controls.
To address these needs, the Mailbox delegation feature in the Zoho Mail Admin Console allows users to securely access and manage emails on behalf of a mailbox owner within the organization.
When a mailbox is delegated:
The delegate can read, respond to, and manage emails.
No password sharing is required.
The delegate does not need to log in as the mailbox owner.
Admins can define the level of permissions granted.
Why use mailbox delegation?
Executive assistance & shared responsibility
Executives and key employees often require assistants or team members to manage their inbox. Mailbox delegation enables delegates to read, respond to, and organize emails on their behalf, without sharing passwords, ensuring secure and structured collaboration.
Team-based email handling
For departments handling high volumes of emails (such as support, sales, or operations), delegation allows multiple authorized users to manage a single mailbox efficiently. This ensures faster responses while maintaining clear access control and accountability.
Temporary coverage during absence
When an employee is on leave, traveling, or temporarily unavailable, delegation allows another user to manage their emails seamlessly. This prevents missed communications and ensures business continuity without compromising security.
Steps to enable mailbox delegation
To enable or disable mailbox delegation in an email policy:
Admins often encounter scenarios where a user needs another team member to access and manage their mailbox during extended leave, role transitions, or while handling high email volumes. In such situations, ensuring business continuity without sharing
As an administrator, ensuring uninterrupted email communication is critical when a role-based employee is unavailable due to extended leave or a temporary role change. Emails from customers, partners, and internal teams must continue to be received and
Consider this scenario: An organization has its primary domain as administrator.com. Now it wants to shorten its domain to admin.com because it's simpler and easier to remember. However, changing the domain completely can cause the following problems:
Have you ever wondered why your legitimate emails are landing in the recipient’s spam folder? Or been surprised to see emails sent from your registered domain getting rejected by recipient email servers? Why does this happen? In most cases, this happens
Greetings to all the admins out there! This announcement is exclusively for you. As we step into the New Year, we’re excited to start a dedicated series of admin-specific tips curated to support you. These posts will help you overcome everyday challenges
Dear Sir/Madam, I would like to know if it is possible to nest notebooks. It would be very helpful when there are too many, as it would improve organization. Thank you for your response. Best regards.
I have moved my domain from one provider to another and after that zoho mail stopped working (expected). Problem is, zoho mail admin panel still shows (10 hours after move) that all records are correct while I haven't changed anything in my domain DNS
Hello Zoho Desk Team, Greetings, and hope you’re doing well. We would like to submit a feature request aimed at improving agent awareness and efficiency when handling tickets in Zoho Desk. Use case When an agent opens a ticket (new or existing), it is
Seems like the ticket resolution fields is just a text field. Any plans to add the ability to add links, images...the same functionality in the problem description box? I would like to send the customer a link to a KB article, a link to our Wiki, embed
The resolution field only allows plain text at the moment. Many of our resolutions involve posting screenshots as evidence, it would be great for us to be able to have rich text formatting, be able to paste screenshots and add attachments in the solution
Howdy Tech Wizards! Welcome to a fresh week of kaizen. This week, we will look at how to create a dashboard widget that displays the most recent blog post of your preferred products/services, updated daily at a specific time. We will leverage the potential
Currently, there is only a convert lead action available in workflow rules and blueprints. Also, there is a Convert Lead button available but it doesn't trigger any automations. Once the lead is converted to a Contact/Account the dataset that can be fetched
When I click "Yes, associate," the system displays an "Oops!! Something went wrong" error message. I have attached a screenshot of the issue for reference.
Since Zoho Docs is now available as a desktop app and offline, when is a realistic ETA for Sheet to have the same functionality?I am surprised this was not laucned at the same time as Docs.
L.S. Marketing Automation is and has always been part of the Zoho One bundle - according to the information provided on the Zoho Website. Why when I open Marketing Automation do I get the following message?: "Your trial has expired. We hope you enjoyed
Hello Users! We are starting the year with a strong lineup of updates, marking the beginning of many improvements planned to enhance your analytics experience. Explore the latest improvements built to boost performance, simplify analysis, and help you
Hi friends, The newly added language for translation. https://www.zoho.com/deluge/help/ai-tasks/translate.html "zh" - Chinese "zh-CN" - Chinese (Simplified) "zh-TW" - Chinese (Traditional) my original text: 郑这钻 (and it is zh-CN) translated traditional
Social media isn’t just about posting some random content. It’s about why certain content works, how brands stand out, and what makes people pause mid-scroll. The Social Playbook is a monthly community series where we break all of that down. Through real
Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to use custom fonts in the Zoho Recruit Career Site and Candidate Portal. Currently only the default fonts (Roboto, Lato, and Montserrat) are available. While these
How to add bank-related information to the contact while creating it using API? The account number needs to be encrypted before sending it through API but not sure how to encrypt and get those values. Please guide me in this.
Dear Zoho Mail and Workplace Community, With the latest update of macOS Sequoia and macOS Tahoe, there has been font breakages in the email preview of Zoho Mail Desktop Lite application for Mac. This breakage is due to the corruption of the System fonts
I need to be able to show the items on the sales orders, currently the item image shows really small and no way to resize it, need the ability to make the image larger to showcase the product on the pdfs
¡Hola Comunidad! ¿Te gustaría obtener respuestas en directo sobre Zoho CRM, Zoho Desk u otra solución dentro de nuestro paquete de CX (Experiencia del Cliente? Uno de nuestros expertos estará disponible para responder a todas tus preguntas durante nuestra
Hello Folks! In Zoho Projects, you can notify external issue reporters via email when an issue is marked as Closed. This helps the users avoid manual follow-ups and keeps the reporter updated. In this post, we’ll walk through a simple setup using a Web
When a Guided Conversation fails, it's usually not because the logic is wrong. They fail because the conversation stops moving. A customer starts a chat with a clear goal: report an issue, check a status, or confirm something. At first, the flow does
I'm trying to create a schedule that will 'reset' a single field to 0 every morning - so that another schedule can repopulate with the day's calculation. I thought this would be fairly simple but I can't work out why this is failing : 1) I'm based in
Hello, I am editing the Quote Template and added ${Products.Product Image} to the line item and the image comes up but it is very tiny. Is there anyway that you can resize this to be larger? Any help would be great! Thanks
We have customers with multiple locations, I setup the HQ as an account, then I setup the different sites marking the HQ as the parent to that location. If I then do a Deal for one of the locations, is there a way to show by looking at the parent account
Currently i am working on a Learner Transcript app for my employer using Zoho Creator. The app is expected to accept assessment inputs from tutors, go through an approval process and upon call up, displays all assessments associated with a learner in
Some clients like keeping tabs on the developments and hence would like to be notified of the progress. Continuous updates can be tedious and time-consuming. Zoho Sprints has now introduced a Client and Vendor Portal where you can add client users and
In our business, goods listed on an invoice are packed in separate boxes and shipped off. for e.g. an invoice may have 10 items. each item could then be packed in different boxes depending on qty of each item. this packing list is as important as the invoice for purposes of shipping documents. Request you to add this feature asap.
With Zoho People, absences need not keep employees waiting with their approval requests. When you are not available at work, you can delegate approvals that come your way to your fellow workmate and let them take care of your approvals temporarily. Learn more!
As an admin, you may need separate domains for different departments such as sales, support, and marketing. While this approach offers flexibility, creating and managing multiple domains can quickly become overwhelming, especially since each domain requires
Please add the ability to quickly copy the name of a column in a Table or Query View. When you right-click the column there should be an option to copy the name, or if you left-click the column and use the Ctrl+C keyboard shortcut it should copy the
Hi Zoho Social Team, How are you? We would like to request an enhancement to Zoho Social that enables users to edit YouTube video details after the video has already been published. Your team confirmed that while Zoho Social currently allows editing the
I am unable to find a delte option on a datasource that i put in the system as an error. On teh web it refers to a setup icon but I do not see that on my interface?
Hello Zoho People Product Team, Greetings and hope you are doing well. We would like to submit a feature request to enhance the Zoho People Shift module by adding employee availability management, similar to the functionality available in Zoho Shifts.
Hot on the heels of Apple’s latest OS updates, we’ve rolled out several enhancements and features designed to help you get the most from your Apple devices. Enjoy a refined user experience with smoother navigation and a more content-focused Liquid Glass
When my user opens a SignForm url, the title that is presented is always "SignForm signer Information" and a form is displayed asking for the username and email address. This can be confusing to the end user. How can I change the title at least (Or at
Hi all, We’re configuring our Accounting department to handle tickets from both customers and vendors (our independent contractors). Right now, ticket association seems to be built around linking a ticket to a Customer / Customer Contact, but for vendor-originated
Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In these
Hi Zoho One Team, We would like to raise a concern about the current overlap of core functionalities across various Zoho applications. While Zoho offers a rich suite of tools, many applications include similar or identical features—such as shift management,