Admin guide: Handling Mailbox Settings for better user management

Admin guide: Handling Mailbox Settings for better user management

Managing day-to-day email scenarios, such as supporting users with multiple email addresses, ensuring uninterrupted email access during employee absences, enabling secure mailbox sharing, and enforcing organizational security and compliance, can be challenging for administrators.

The Mailbox Settings section in the Zoho Mail Admin Console brings these controls together in one place, allowing admins to configure aliases, set up email forwarding and delegation, apply email policies, manage out-of-office responses, standardize signatures, and perform essential mailbox actions for their organization's users.

Let's take a deeper look at each mailbox setting.

Email Alias

Instead of maintaining separate mailboxes for different roles in an organization, the administrator can configure email aliases for a single user’s primary mailbox.

This approach consolidates all incoming emails into a single, unified location while preserving distinct professional identities for context-specific email communication.

Know the steps to configure Email Alias from Zoho Mail Admin Console.

Email Forwarding

Administrators can configure email forwarding from the user’s mailbox. Once enabled, all incoming emails to the original user’s address are automatically forwarded to a designated mailbox. This ensures uninterrupted communication, allows timely responses, and maintains secure, controlled access in cases like user unavailability, or role transitions.

Learn how to enable Email Forwarding from Zoho Mail Admin Console.

Email Policy

Zoho Mail’s Email Policy enables administrators to define and assign specific sets of privileges and restrictions to users and groups based on their roles or requirements. By applying appropriate policies to different user groups, admins can enforce security and compliance standards while allowing teams to work efficiently within controlled email boundaries.

Know how to set an Email Policy in Zoho Mail Admin Console.

Mailbox Delegation

The mailbox delegation feature allows access and managing of emails on behalf of others within the organization. When a mailbox is delegated by the user or an admin, the delegate receives permission to read, respond to, and manage emails in the mailbox owner's account without needing to know their password or log in as that user. This plays a vital role in executive support, team collaboration, temporary coverage, and shared responsibility scenarios.

Learn the steps to delegate a mailbox from Zoho Mail Admin Console.

Mailbox Actions

Zoho Mail allows administrators to enable or disable services such as incoming and outgoing mail, spam and quarantine checks, POP and IMAP access, and ActiveSync on a per-user basis. This gives admins the flexibility to tailor email service availability based on user roles or requirements, while maintaining security, compliance, and efficient email operations across the organization.

Know how to set Mailbox actions from Zoho Mail Admin Console.

Out of Office

Zoho Mail allows out-of-office responses to be configured by users, administrators, or both. When necessary, administrators can set up the out-of-office response from the Admin Console on behalf of the user, ensuring senders are notified appropriately and communication remains clear until the user resumes work.

Learn how to configure Out of Office from Zoho Mail Admin Console.

Signature

Zoho Mail supports configuring multiple signatures, allowing users to assign different signatures to individual accounts or email aliases. From an administrative standpoint, this helps maintain brand consistency, enables role-specific communication, and minimizes inconsistencies in email footers when users manage multiple identities.

Know how to set your signature from Zoho Mail Admin console.

Stay tuned to this post series as we will cover detailed use cases for each mailbox settings in the weeks ahead.

    Nederlandse Hulpbronnen


      • Recent Topics

      • Global Choice List share ownership

        I have created several forms that use one or more Global Choice Lists. These lists have been published to Org. I would like to allow one or more admins to edit the choices in these lists. Any help appreciated. Geoff
      • Setting up property management in Zoho Books

        Hi, I run a property management business that manages property complexes. There are multiple owners, some owning more than one property on the same complex. My role is to manage the fees they pay for maintenance of common areas, such as the swimming pool
      • How to prevent users from switching price lists in an order?

        Hi, I have Zoho Finance integrated with Zoho CRM. My team will be placing orders through the CRM using the Finance module. When creating a new customer I will assign it a price list, I don't want the sales rep to switch to a different Price List, other
      • Unable to Change Display Name for my outlook mail ID

        Hello, I recently added my personal outlook mail to Zohomail (in the web interface) using POP3 options. I tried to change the display name of the outlook account, but it changes for a brief moment and reverts back to the old name. Kindly help me with
      • Mollie Connect in Zoho Books

        Have noticed that Zoho Books is missing the most popular payment provider in Europe: Mollie. Knowing that Mollie has a solid Java SDK, why is this not yet implemented in Zoho Books for European customers?  More info: https://docs.mollie.com/oauth/ov
      • Unable to change Lookup field from Multi Select to Single Select

        I am trying to change a Lookup field in my Zoho Creator form from Multi Select to Single Select, but I am unable to find any option to do this.
      • Simple Callback Notifications Needed

        My team are terrible at remembering their CRM callbacks, often due to how long in the future they are set for. Is there a way i can set an e-mail notification for when a callback is due? For example we set it for 9am one day and five minutes before they
      • Personal Data (RODO), Cookies / Trackers - ePrivacy

        I have noticed several issues that should be addressed on the customer support page. Zoho Desk provides the support portal, but it currently lacks the following options: A GDPR and personal data processing consent checkbox before logging in, located in
      • How to set a multi-lookup field as mandatory?

      • Allow Multiple Scheduled Appointments with Zoho Support

        Dear Zoho Team, I hope you're doing well. First, thank you for introducing the option to schedule support calls via the Zoho CRM booking link. This has been a fantastic enhancement, eliminating the need for back-and-forth coordination when scheduling
      • Audit Log for Zoho One Admin Panel

        Dear Zoho One Team, We would like to request the addition of an Audit Log feature in the Zoho One Admin Panel. This log should provide visibility into any changes made within the Zoho One admin panel and directory, including but not limited to: Adding,
      • Bug: OAuth 2.0 State Parameter fails with Pipe Delimiters (RFC 6749 Non-Compliance)

        I've discovered a bug in how Zoho's API Console handles the OAuth 2.0 authorization flow when the state parameter contains pipe characters (|), and I'm hoping the Zoho team can address this in a future update. The Issue Zoho's OAuth 2.0 implementation
      • Custom Function to increment a value by one

        Hi, I'm trying to find a solution to set up a counter on CRM records that tracks how many times certain actions have taken place. As a specific example: We have a field on Deals called "Times Close Updated". This starts at 0 on record creation. I'd like
      • Access token generate from the refresh token not working for API

        Dear Sir/Madam, When I use my refresh token to obtain new access_token, that token return INVALID_TOKEN when the same API is called. I made sure that my api site is correct and match the auth web site. However the original access_token work fine.
      • why does my campaign move back to draft?

        Every time I try to send my email campaign, it reverts back to Draft status.. this has happened three times in a row..how do i find out what the problem is? Thanks
      • Service and Parts Line Item Limitations

        Hi FSM Team, We work with clients who deliver large-scale field service projects. In many cases, a single work order can contain 200+ service and parts line items. Currently, Zoho FSM limits work orders to 30 service and parts line items. While this works
      • 【Zoho CRM】やりとりの要約機能リリースのお知らせ

        ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中から、新機能のやりとり要約機能をご紹介します。 Zoho CRMのやりとりの要約は、Ziaが生成する機能で、データに関連付けられた最近のやりとりを簡潔にまとめて提供します。 メール、通話、ミーティング、メモなどを1つの明確な要約にまとめ、重要なポイント、過去の話し合いの要点、結果、次のステップを表示することで、日常的な課題に対処します。 Ziaの強みは、単なる要約にとどまらず、内容の解釈も行える点です。やりとりの要約では、顧客との会話に潜む遅延、フォローアップ漏れ、約束、期限、感情、意図を特定します。
      • Recent post analytics not very useful

        Hi, I'm enjoying some aspects of the Zoho Social. like being able to schedule posts to multiple channels. However, the recent posts analytics is disappointing. For example, I put up a reel on Instagram and Facebook yesterday. Instagram insights shows
      • What happens to the files created by user, whose account is deleted.

        Hello, I created a folder in the My folders names "Quote" I shared the same with my colleague. She created some files and folders in that folder over the period of 1 and half year. Now she left company, and I deleted her account from Zoho. What happens
      • Internal Error When Accessing Team Inbox.

        All our users are seeing this error in teaminbox. Because its a critical tool kindly resolve this issue ASAP.
      • Sharing URLs and direct access

        Hello, I am storing my team's email signature images on Workdrive. I am creating a public image download share and adding “?directDownload=true” so that the image can be accessed without the Workdrive interface. A few questions: 1) Can we generate friendly
      • Zoho Mail Android app update: Calendar enhancements

        Hello everyone! In the most recent version of the Zoho Mail Android app update, we have introduced various new enhancements for the calendar module. Let's explore what's new. Drag and drop events to update the date and time We have enhanced the calendar
      • Enhance Delay Configuration in Zoho Flow

        Dear Zoho Flow Support Team, We are writing to request an improvement to the delay configuration process within Zoho Flow. Currently, users are required to manually enter the exact delay duration (e.g., "2 days") in the delay block. This can be time-consuming
      • Contratação ProdutivosX

        Bem-vindo(a) ao processo de contratação da ProdutivosX. Este formulário tem como objetivo coletar informações essenciais para análise de perfil profissional, alinhamento de competências e possível integração ao equipamento ProdutivosX. A ProdutivosX é
      • Enhance Sign CRM integration

        Hello all, I'm working on a custom Deluge script to enhance the integration between Zoho CRM and Sign by using a writer merge template for additional flexibility. I want to replicate the post-sign document integration that exists between CRM and Sign
      • Unified WhatsApp Number Management in Zoho Desk and SalesIQ

        Dear Zoho Desk Support Team, We are currently utilizing both Zoho Desk and Zoho SalesIQ for our customer support operations. While both platforms offer WhatsApp integration, we are facing challenges due to the requirement of separate WhatsApp numbers
      • Email Field Validation Incorrectly Rejects RFC-Compliant Addresses (Forward Slashes)

        I've encountered a validation issue with Zoho Creator's Email field that rejects RFC-compliant email addresses containing forward slashes, and I'm hoping the Zoho team can address this in a future update. The Issue When entering an email address containing
      • Plug Sample #15 - Enable Human-Like, Contextual Interactions in SalesIQ with Zia Agents

        Zia Agents are conversational AI assistants designed to understand user intent and respond intelligently, helping businesses automate conversations and offer personalized support at scale. While Zia Agents are yet to be publicly released, access is currently
      • Best way to schedule bill payments to vendors

        I've integrated Forte so that I can convert POs to bills and make payments to my vendors all through Books. Is there a way to schedule the bill payments as some of my vendors are net 30, net 60 and even net 90 days. If I can't get this to work, I'll have
      • Seamless Round-Trip Navigation for Related Blocks (Detail View)

        As highlighted previously in this post (and here, here, here, and here), we still lack a fundamental capability for seamless navigation in Related Blocks. The popup that appears when adding a related record doesn't exist for viewing/editing existing records,
      • Social Profile Logo Format

        Hello, I'm using Zoho Sites and am attempting to add a couple of social media accounts to my profile that aren't included in the default platforms that are available. What format is the logo required to be in? I have tried .png and .jpg with no success.
      • How to create Sepa Direct Debit XML file: solution and code

        Even though Books provides a payment integration for Stripe and Gocardless (in Europe) there are customers that want to use the Sepa services of their own bank. Mainly because Stripe and Gocardless are quite expensive. In that case they would need a Sepa
      • Traditional Spreadsheet vs Zoho Tables

        Hello everyone, This article explains the differences between Spreadsheet applications and no-code databases, such as Zoho Tables. While both tools belong to the "grid" family, the core difference lies in their purpose. A spreadsheet (such as Zoho Sheet,
      • RFQ MODEL

        A Request for quotation model is used for Purchase Inquiries to multiple vendors. The Item is Created and then selected to send it to various vendors , once the Prices are received , a comparative chart is made for the user. this will help Zoho books
      • Delegate Access - Mobile iOS/iPad

        We’re over the moon that delegate access is now available in Zoho Mail as we were nearly ready to switch platforms because of it! Is there a timeline on when delegate mailboxes will be accessible from the iOS and iPad OS applications? Thanks, Jake
      • Request For Quotation (RFQ) module

        Hello, Do you have any plans to implement a RFQ module in to ZOHO Inventory? I would like to chose items that I require a price for, select a number of different suppliers to e-mail and have them submit there pricing online. I would then like to see a
      • Support for Developing Zoho Recruit Extensions via Zoho Sigma

        Hi, I’m interested in building an extension for Zoho Recruit using Zoho Sigma. However, when I navigate to Sigma and attempt to create a new extension (via the "New Extension" option), Zoho Recruit does not appear as a listed service—only options like
      • FOLDER DISAPPEARED

        Hello Zoho Community. I recently found a problem with no explanation: a folder in Zoho Analytics just disappeared, but the tables and SQL sentences still existed, the folder was not deleted. The solution for me in this case was to create a new folder,
      • How to create estimates/Invoices with sub-totals

        Every other accounting package can create estimates and invoices with Sub-totals. How can I do that in ZohoBooks?
      • Deluge scripts

        Why is there not a search function to make it easier to find the script of interest when modifications are required.
      • Next Page