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:

  1. Log in to Zoho Mail Admin Console.

  2. Navigate to Mail Settings > Email policy > Policies.

  3. Choose the policy for which you want to enable/ disable Mailbox delegation access.

  4. Navigate to General > Mailbox delegation access.

  5. Turn On/ Off the toggle switch to enable/ disable the access.


If you disable the mailbox delegation access, users will not be able to view the mailboxes delegated to them or delegate their own mailbox to others.

Know more about the steps to delegate a user's mailbox.