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
Hi there, I am setting up to invoke URL to send infromation zoho bigin > zoho forms with company name pre-fill in the form. however when I use : ${Pipelines.Company Name} field it shows up as a string of number instead of words. Help.
Hi Everyone. I have the following code which is set to run from a subform when the user selects a value from a lookup field "Plant_Key" the URL opens a report but i want the report to be filtered on the matching field/value. so in the report there is
Hi Zoho Community, I'm looking for a way to transfer data from Zoho PageSense to Zoho Analytics, specifically: Behavioral data (clicks, scrolls, heatmaps, etc.) Acquisition data (traffic sources, campaigns, etc.) Polls and forms data As far as I can tell:
Hi Social Team, I have noticed that there is no option to change the date format from US mm/dd/yyyy to others like dd/mm/yyyy. It would be great to see this added as the platform matures. Thanks for considering this feedback.
The issue has been noticed in following: arattai app (Android) arattai app (Window) arattai web While the message posted by me may be deleted, the ones received from others can't be. The item <Delete> change to <Report> when the message is a received
Hello Everyone! In the first half of December, Zoho CRM rolled out auto-invite for portals, smarter CPQ with Zia suggestions and price rules, and Query Workbench for faster query building. We also highlight other noteworthy conversations you shouldn’t
Hi , I would like to ask the reason why every time I added plus credit but few days later I will return back to default? (as below I add credit to 3000 but today It change back to 1000) Most important is, when the credit fully used, not any reminder to
I create custom module in zohoCRM but problem is in custom module when i click send email there in popup To is filling automatic its coming empty which i need to manually add an email there. How can I fix it? I already added the Email field there, but
We are excited to announce the release of Intake Forms, a new feature in Zoho Contracts designed to make contract requests simple, structured, and efficient. Intake Forms allow organization members to request new contracts through a web form instead of
Hi there! It's that time of year when many of us get our ducks in a row. A new year often makes us reassess priorities, and for businesses in the EU, it means taking a closer look at how digital identities and electronic signatures work across borders,
Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevant
Greetings, We hope you are doing well. This feature request is related to Zoho People - please don't move it to zoho one! We are writing to request an enhancement to the Holidays Gallery in Zoho People. Currently, there are several holidays available,
People have been requesting the ability to delete e-mail attachments without deleting the e-mail for more than ten years now. The latest I see is marked "Working On It" and a year ago it was supposedly being added, see here: https://help.zoho.com/portal/en/community/topic/is-there-a-way-to-delete-mail-attachments-without-deleting-the-text
I can't find a way to delete attachments from Zoho mail messages, either individually or in bulk. Searches here are providing conflicting results and often talk about workspace, whereas I am only interested in how to delete attachments that are seen with
I'm trying to set up a Flow to fetch a ticket based on a custom field value. This seems like it should be pretty straightforward, but it's not working for me. I keep getting an error saying Zoho Desk says "Extra query parameter 'cf_creator_record_id'
Hi Zoho Inventory Team, Please consider relaxing the system rules which prevent an assembly items from consisting of a single line item and outputting a quantity of 1. A client I'm currently working with sells cosmetics and offers testers of their products
Hello Customers, The second quarter have been exciting months for Zoho Inventory! We’ve introduced impactful new features and enhancements to help you manage inventory operations with even greater precision and control. While we have many more exciting
Hi there! I just downloaded this app a few moments ago, and I was wondering if there was a way to write things by hand in "Write" mode instead of just typing in the keyboard. It would make things a bit more efficient for me in this moment. Thanks!
I initially configured my domain’s ( https://roblozapk.com/ ) email with Zoho Mail while using Cloudflare to manage my DNS records such as MX, SPF, and DKIM. At that time, all email services were working correctly without any issues. Recently, I removed
One of the challenges with using Zoho Inventory is when bulk edits need to be done via the UI, and each value that needs to be changed is different. A very common use case here is price changes. Often, a price increase will need to be implemented, and
What is the difference between setting up SAML in Zoho Accounts: https://help.zoho.com/portal/en/kb/accounts/manage-your-organization/saml/articles/configure-saml-in-zoho-accounts ... vs SAML in Zoho One?: https://help.zoho.com/portal/en/kb/one/admin-guide/custom-authentication/setting-up-custom-authentication-with-popular-idps/articles/zohoone-customauthentication-azure
Hello Marketers! Welcome back to another post in Marketer's Space! This is the final post in the "open rate series". In the first and second parts, we discussed topics ranging from sender domains to pre-headers—but we're not done yet. A few more important
Hi Deluge Users, We hope this message finds you well. We would like to inform you about a recent update on the Send emails deluge task. If you are using this deluge task (SalesIQ Scripts) for your Zobot, widgets, or form controllers to send emails, please
Hi Social Team, I've come across this with a couple of clients, where they need a role which can review and comment on posts but who has no access to create content. This is a kind of reviewer role. They just need to be able to see what content is scheduled
Hi everyone, Does anyone know if there is a way to update Sales Orders created from a marketplace intigration (Shopify in this case) via API? I'm trying to cover a scenario where an order is changed on the Shopify end and the changes must be reflected
I've noticed that a client has 2 values the same in the Unit field on edit/create Items. This surprised me as why would you have 2 units with the same name. Please consider adding a feature which prevents this as it seems to serve no purpose.
Hello everyone! Welcome back to another instalment in the Kaizen series. This post covers quote-driven deal reconciliation, emphasizing Functions and Automation to address practical sales challenges. Business Challenge Sales organizations often mark deals
Hello! Does anyone know how the Picklist module works? I tried scanning the barcode using the UPC and EAN codes I added to the item, but it doesn’t work. Which barcode format does this module use for scanning?
Hi Inventory Team, I was recently asked by a client to create an automation which updated a Zoho Inventory Sales Order if a Shopify Order was updated. I have created the script but I found that the request is blocked as the Sales Order was generated by
Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product
VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute Expanded
Welcome to the first edition of Let’s Talk Recruit for 2026. We are kicking off the year by revisiting one of the most asked about topics in Zoho Recruit. How our LinkedIn integrations actually work and how recruiters can get the most value from them.
Hi Zoho Team, We would like to suggest an important enhancement to the Zoho Creator Client Portal functionality. Zoho Creator recently introduced the option to set a client’s display name in the Client Portal settings, which is very helpful for creating
so I have successfully added one Whatsapp number like this from this User Interface it seems I can't add a new Whatsapp Number. I need to add a new Whatsapp Number so I can control the lead assignment if a chat sent to Whatsapp Phone Number 1 then assign
Hi I´ve tried to add Emoticons on the Subject line of Email templates, the emoticon image does show up before saving the template or if I add the Emoticon while sending an Individual email and placing it manually on the subject line. Emoticons also show