Domains - Enable Mail Hosting | Admin Guide - Zoho One

Enable mail hosting

If you are an existing Zoho Mail user, you can add the Mail app to Zoho One. When you add Zoho Mail, the domains that you have added there will be mapped with Zoho One along with the user's mailboxes. When you add new users, you can provide them with email addresses containing one of the mail hosted domains (i.e., username@domainname), and mailboxes will be automatically created for them.

If you don't have a Mail account already, you can enable mail hosting in Zoho One using the instructions given below.

Steps to enable mail hosting

Prerequisites

  1. The domain must be added and verified in Zoho One.
  2. You must have permission to change the domain's MX records in your domain host.
A. Add Zoho Mail to Zoho One
  1. Sign in to Zoho Mail with your Zoho One credentials.
  2. Select Create Organization, then click Create.
  3. Enter your organization name, then click Proceed.
  4. Go to Zoho One and add the Zoho Mail app.
B. Enable mail hosting
  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Go to Domains, then use the toggle bar to turn on Mail Hosting for the verified domain.
Further steps are split into two based on your requirement:
  1. If you are creating a new mailbox using Zoho Mail
  2. If you are migrating from an existing mail service provider
If you want to create a new mailbox using Zoho Mail

C. Add MX records
  1. Sign in to Mail Control Panel, then click Domains in the left menu.
  2. Click the verified domain, click Email Configuration, then click MX.
  3. Copy the values of the provided MX records (Host Name, Address, and Priority).
  4. Sign in to your domain host. 
    Note: If you face any issue performing the steps in your domain host, consult their help documents or contact support.
  5. Go to the DNS settings page of your domain, and go to the DNS records page.
  6. Locate the option to add MX records.
  7. Remove any existing MX records you may have.
  8. Add all the MX records copied from Zoho One:
    1. Enter '@' or leave it blank in the Host/Name field.
    2. Enter the copied Address in the Address/ Mail Server/ MX Entries/ Value field.
    3. Enter the priority value.
    4. In the TTL field, set TTL to the minimum possible value recommended by your domain host.
    5. Save or add the record.
  9. After adding all the records, wait for an hour or two for the values to propagate.
Info: To check whether the added records are propagated, you can use Toolkit by Zoho Mail, which is a tool for finding information about the DNS records that are added for your domain.
D. Create mailboxes
  1. Create a mailbox for yourself.
  2. Test if MX records are properly configured by sending a test email from an external account to your email address, and check if you receive the email in Zoho Mail.
  3. If you have successfully received the email, then you can start creating mailboxes for your existing users.
When you add new users, you can directly create mailboxes for them by providing them domain-based email addresses. Consider that you have enabled mail hosting with the domain 'zylker.biz'. If you want to add a new user John and create a mailbox for him, you can add him with an email address john@zylker.biz, and a mailbox will be automatically created with this address. You can later add aliases as well.

If you are migrating from an existing instance

C. Migrate data
Before migrating the data, you have to create a mailbox for all your users only after which you can run a migration for them. Try and run a sample migration before the actual migration process. If you have already created a mailbox, then you can go ahead with the migration.

Email migration from current email provider to Zoho Mail: 
  1. Migration from G Suite
  2. Migration from Office 365
  3. Migration from Microsoft Exchange Server
  4. IMAP/POP Migration

D. Add MX records
  1. Sign in to Mail Control Panel, then click Domains in the left menu.
  2. Click the verified domain, click Email Configuration, then click MX.
  3. Copy the values of the provided MX records (Host Name, Address, and Priority).
  4. Sign in to your domain host.
    Note: If you face any issue performing the steps in your domain host, consult their help documents or contact their support team.
  5. Go to the DNS settings page of your domain, then go to the DNS records page.
  6. Locate the option to add MX records.
  7. Add all the MX records copied from Zoho Mail:
    1. Enter @ or leave it blank in the Host/Name field.
    2. Enter the copied Address in the Address/ Mail Server/ MX Entries/ Value field.
    3. Enter the priority value.
    4. In the TTL field, set TTL to the minimum possible value recommended by your domain host.
  8. Save or add the record.
  9. After adding all the records, wait for an hour or two for the values to propagate.
    Info: To check whether the added records are propagated, you can use Toolkit by Zoho Mail, which is a tool for finding information about the DNS records that are added for your domain.
    If you face any problems while enabling mail hosting, please go through our trouble shooting guide detailed document.




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