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.

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