Users - Mail Settings | Admin Guide - Zoho One

Configure mail settings for a single user

Mail Settings lets you configure the mailbox privileges of a user. It also lets you set up email policies, mail forwarding, and out-of-office replies.

The steps to Configure Mail settings vary between the three user interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with the steps that follow.

To configure mail settings for a user:

One Experience UI
Spaces UI
Unified UI
One Experience UI
  1. Sign in to Zoho One, then click the Admin Panel icon  on the top-right corner.
  2. Click User Management on the left menu, the Users tab opens by default.
  3. Click on a user. You can also use the search bar to find a specific user. 
  4. Click Mail Settings. 
    Notes
    The Mail Settings option won't be visible unless you enable mail hosting. Also, it will only be available for users with access to Zoho Mail.
  5. Enable/disable the required features for the user from the following: 
    Feature
    		Description
    		Default status
    Outgoing
    		Allow user to send emails
    		Enabled
    Incoming
    		Allow user to receive emails
    		Enabled
    POP Access
    		Allow user to forward emails to other email clients via Post Office Protocol (POP).
    		Disabled
    ActiveSync
    		Allow user to sync emails, calendars, and contacts with their mobile devices via Active sync protocol.
    		Disabled
    Spam Check
    		Process the user's incoming emails for spam filtering.
    		Enabled
    IMAP Access
    		Allow user to receive and sync emails in other email clients via Internet Message Access Protocol (IMAP). 
    		Disabled


  6. To apply an email policy to the user, select the required policy under Email Policy. 
  7. To configure mail forwarding for the user: 
    1. Click  under Mail Forwarding. 
    2. Enter the email address to which the emails should be forwarded. 
    3. Click Add.
    NotesA verification email will be sent to the destination email address. Mail forwarding will be enabled only after verifying the destination email address. 
  8. To configure out-of-the office reply for the user's incoming emails: 
    1. Click  under Out of office. 
    2. Select the duration (of out-of-office) for which the incoming emails should be replied. 
    3. Select the number of days in the Autoresponse Interval field. 
      Info
      Auto response interval is the time interval for sending subsequent replies when multiple emails are received from the same sender.
    4. Select whose emails are to be replied–All/Contacts list/Non contacts–in the Send Out of office to field. 
    5. Enter the subject and message in their respective fields. 
    6. Click Save. 





Spaces UI
  1. Sign in to Zoho One, then click the Directory Settings icon  on the top-right corner.
  2. Click User Management on the left menu, the Users  tab opens by default.
  3. Click on a user. You can also use the search bar to find a specific user. 
  4. Click Mail Settings. 
    Notes
    The Mail Settings option won't be visible unless you enable mail hosting. Also, it will only be available for users with access to Zoho Mail.
  5. Enable/disable the required features for the user from the following: 
    Feature
    		 Description
    		 Default status
    Outgoing
    		 Allow user to send emails
    		 Enabled
    Incoming
    		 Allow user to receive emails
    		 Enabled
    POP Access
    		 Allow user to forward emails to other email clients via Post Office Protocol (POP).
    		 Disabled
    ActiveSync
    		 Allow user to sync emails, calendars, and contacts with their mobile devices via Active sync protocol.
    		 Disabled
    Spam Check
    		 Process the user's incoming emails for spam filtering.
    		 Enabled
    IMAP Access
    		 Allow user to receive and sync emails in other email clients via Internet Message Access Protocol (IMAP). 
    		 Disabled


  6. To apply an email policy to the user, select the required policy under Email Policy. 
  7. To configure mail forwarding for the user: 
    1. Click  under Mail Forwarding. 
    2. Enter the email address to which the emails should be forwarded. 
    3. Click Add.
    NotesA verification email will be sent to the destination email address. Mail forwarding will be enabled only after verifying the destination email address. 
  8. To configure out-of-the office reply for the user's incoming emails: 
    1. Click  under Out of office. 
    2. Select the duration (of out-of-office) for which the incoming emails should be replied. 
    3. Select the number of days in the Autoresponse Interval field. 
      Info
      Auto response interval is the time interval for sending subsequent replies when multiple emails are received from the same sender.
    4. Select whose emails are to be replied–All/Contacts list/Non contacts–in the Send Out of office to field. 
    5. Enter the subject and message in their respective fields. 
    6. Click Save. 




Unified UI
  1. Sign in to Zoho One, then click Directory in the left menu. 
  2. Go to Users, then click on a user. You can also use the search bar to find a specific user. 
  3. Click Mail Settings. 
    Notes
    The Mail Settings option won't be visible unless you enable mail hosting. Also, it will only be available for users with access to Zoho Mail.
  4. Enable/disable the required features for the user from the following: 
    Feature
    		Description
    		Default status
    Outgoing
    		Allow user to send emails
    		Enabled
    Incoming
    		Allow user to receive emails
    		Enabled
    POP Access
    		Allow user to forward emails to other email clients via Post Office Protocol (POP).
    		Disabled
    ActiveSync
    		Allow user to sync emails, calendars, and contacts with their mobile devices via Active sync protocol.
    		Disabled
    Spam Check
    		Process the user's incoming emails for spam filtering.
    		Enabled
    IMAP Access
    		Allow user to receive and sync emails in other email clients via Internet Message Access Protocol (IMAP). 
    		Disabled

  5. To apply an email policy to the user, select the required policy under Email Policy. 
  6. To configure mail forwarding for the user: 
    1. Click  under Mail Forwarding. 
    2. Enter the email address to which the emails should be forwarded. 
    3. Click Add.
    NotesA verification email will be sent to the destination email address. Mail forwarding will be enabled only after verifying the destination email address. 
  7. To configure out-of-the office reply for the user's incoming emails: 
    1. Click  under Out of office. 
    2. Select the duration (of out-of-office) for which the incoming emails should be replied. 
    3. Select the number of days in the Autoresponse Interval field. 
      Info
      Auto response interval is the time interval for sending subsequent replies when multiple emails are received from the same sender.
    4. Select whose emails are to be replied–All/Contacts list/Non contacts–in the Send Out of office to field. 
    5. Enter the subject and message in their respective fields. 
    6. Click Save.