Using Zoho Mail

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Zoho offers a suite of tools designed to help businesses, including Zoho Mail which is an email service that can be connected to a domain name and allows custom emails to be set up. It offers some great features, including encryption.

This article covers how you can use Zoho Mail online and set your account up in an email client or on your phone. If you need help creating an email account, please get in touch.

Using the web app

Before discussing how to add your email account to any other piece of software, we’ll show you how to log in online. This is where you’ll change settings, including your password, in addition to being able to send and receive emails.

Signing in

To login, you’ll need to visit https://mail.zoho.com/ and click “LOGIN” which you’ll see at the very top right corner on the web page. This will bring you to the following page:

Here, you should enter your email address and then click ‘Next’. You’ll then be asked for a password and be able to sign in.

If this is the first time you have logged in, you may be told that your password has expired and be asked to change it. You should enter a new password and click ‘Set Password’. Minimum password requirements vary depending on organisation but we recommend a password to be at least 8 characters long with a combination of numbers and upper case/lower case letters. If you are unsure, you can safely ignore any checkboxes available when changing your password. Once you update your password, you’ll be asked to enter your email again followed by your new password.

Once you have logged in, you’ll be asked to enable Two Factor Authentication if you have not already done so. This is an additional security measure, which we recommend, that means after you enter your password you’ll be asked to enter a security code that is sent to your phone and only valid for a short period of time. The benefit of this is if somebody guesses your password, they will not be able to access your emails without also having your phone. If you do not wish to use Two Factor Authentication, click “Remind me later” which you will find towards the bottom on the page on the right.

Two Factor Authentication (2FA)

There are three methods of enabling 2FA. OneAuth, Google Authenticator, or SMS. The first two involve installing an app on your smartphone and require some initial setup, whereas the SMS (Mobile Number) involves having a verification code texted to you.

We recommend using Google Authenticator. Once you’ve installed the free app from the App Store or Google Play, press the Plus (+) button at the top and point your camera at the screen to scan to QR code. You’ll then see a 6 digit code added to the list which you need to enter into the web page and press ‘Verify’. The code changes every minute, so ensure you have enough time to do this before it changes – if you see at a red timer in the upper right corner, we advise waiting for the next code.

If you don’t have a smart phone, you’ll need to use your Mobile Number as a method of 2FA. This is simple and works well, but you may have to wait a few moments to receive the text.

You can change your method of Two Factor Authentication (or remove it) at any point in the future.

Getting to settings

To keep things simple we can say there are two main sections of the web application – the emails, and the settings. When you first sign in, you’ll see the emails but to change anything you’ll need to access the settings.

To do this, you’ll need to click the cog icon which you’ll find at the top of the right-hand sidebar. Doing so will bring up a full page of settings that can be changed, which will look similar to the following. This may look daunting but the chances are that you will not need to touch the majority of these settings.

Changing your password

It’s good practice to change your password from time to time. You’ll also need to do this the first time you log in. In order to change it on demand, you will need to go to settings. You will find the “Change Password” link within the ‘My Account’ section.

After you click the link, you may need to verify your identity by entering your current password. Once you’ve done this, you’ll see two green buttons “Change Password” and “Add Security Question” – click the former.

You’ll need to enter your current password in the first field, then your new password and finally your new password again to ensure you haven’t made any typing errors. For extra piece of mind, you can click the eye icon in the second field to reveal the password you typed. When you’re done, click the “Change Password” button.

At this point, we would like to suggest that setting a security is also a sensible idea as it means that if you ever forget your password, it is easier and more secure to reset it.

Email Forwarding

From time to time you may need to have emails sent to your account with Zoho forwarded to another email address. There are lots of different reasons you may want to configure this, but please bare in mind that if you do set forwarding up your reply will come from the email account the email was forwarded to.

NB: We strongly advise against forwarding emails to a business or organistions to an email address outside of the organisation, including to personal emails. This is likely to be in breach of data protection laws and could mean that your personal data is subject to freedom of information requests.

To set up Email Forwarding, click on the link within settings. You’ll find this under the ‘Mail accounts’ heading.

On the page that appears, you will see a box with your accounts details in it and the ‘Forwards’ tab underlined. Underneath the ‘Add new email forwarding’ header you should type the email address that you would like everything to be forwarded to.

Before the forward starts to work, you need to verify that you have access to email address you are forwarding to. An email will be sent to that address with a confirmation code that you need to enter into the page when prompted. The code may take a few moments to arrive, and there’s a small chance it could land in your junk folder.

Once the email address is verified you can easily toggle the forward on and off as required. When the forward is disabled, the toggle should appear grey.

By default, forwarded emails will remain in your Zoho email account. You can tick the box that says “Delete original email copy after forwarding” if you only wish to have them in the email account you forward them to. This is useful to save storage space, but if you intend on replying to the emails from your Zoho account you should leave this unticked.

Out of office replies

An out of office reply is an email sent automatically in response to any new email you receive. Typically they are used to make people aware you are unable to answer due to holiday or sickness, but they can be used for anything. Some people to set them up permanently if they cannot monitor the inbox permanently or have long response times.

To set this up locate the “Add new Out of office” link within Settings. This will bring up a page like the following.

To set one up, we’ll focus on the right of the page. The first option is who will receive the automatic response. If you have set up any contacts within Zoho (which this article does not cover) you may want to restrict the auto-response to either people in your contacts or people who are not. This could be useful if the reply contains information only people you know should see, or conversely, if your contacts are already aware there is no need to auto-reply to them. For the purposes of this guide though, we recommend keeping it to Everyone.

Next you will need to enter the date and time you would like the Out of office reply to start and end. If you would like it to start with immediate effect, you can select the current date and any time before the current time. If you need the response to run indefinitely, we suggest setting the end date to some amount of years ahead.

You can optionally restrict the days and the hours within those days that the automatic response is sent. By default, it will be sent all day every day however if you only wanted it to be sent within office hours (for instance) you could set the Time Interval to 09:00 and 17:00, and not include Sun or Sat.

Finally, under the “Your Message” heading you’ll need to type a subject and message for the reply that anyone who emails you will receive. This may look something like…

Subject: Thanks for your email!

Message: Hi, this is an automatic to say thank you for your email. I’m currently out of the office with very limited access emails. I will return on XYZ and endeavour to action all emails as soon as possible, but if your matter is urgent please call head office.

Once you’ve finished, click the “Save” button at the bottom which will close the right hand section and add the ‘Out of office’ to the list.

If you would like to change any of the settings once it has been set up, you can do so simply by single-clicking on it in the list. You can also delete it completely by hovering over it in the list and clicking the dust bin icon that appears after the Duration column.

Setting up your email client

Webmail doesn’t suit everyone, and if you have multiple email accounts to monitor you’ll probably be using something like Outlook or Thunderbird to keep them all together. If you have a smartphone you may also want to add your account on there.

If you do set up your email account on your phone, laptop, PC or any other device you should also add a password or some form of security to the device in order to prevent unauthorised access. Once you set the email account up, you will not be asked for to enter your email when you send and receive.

One option to receive your email accounts on an Android or iOS phone to use the Zoho Mail app which is free from the app store. This is by far the easiest and simplest way to send and receive emails, and we think it is really nice to use too. Once you’ve downloaded it, all you need to do is log in with your address and password initially. If you have enabled 2FA, you will be asked to enter the confirmation code that are sent.

You may, however, wish to add your Zoho account to an existing client. To do so, you can use either POP3 or IMAP (recommended). As there are so many different email clients we cannot go into the specifics however, we have linked to instructions to add accounts to some of the most popular which you can use in conjunction with the following settings.

The settings you will need to add your account are as follows. If you have Two Factor Authentication enabled on your account, you’ll need to use an “Application Specific Password” in place of your account password for the settings below. Keep reading to learn how to create one.

POP3

Username: Your email address

Password: Your password

Incoming Server: pop.zoho.eu

Incoming Server Port: 995

Outgoing Server: smtp.zoho.eu

Outgoing Server Port: 465

You must set both the incoming and outgoing server to use SSL (encryption).

IMAP

Username: Your email address

Password: Your password

Incoming Server: imap.zoho.eu

Incoming Server Port: 993

Outgoing Server: smtp.zoho.eu

Outgoing Server Port: 465

You must set both the incoming and outgoing server to use SSL (encryption).

Application Specific Password

If you have Two Factor Authentication enabled on your account and wish to use some other software to access your emails, you’ll need to create an Application Specific Password – otherwise the software will not be able to enter the confirmation code.

In order to this, you’ll need to go to the section of the web app that allows you to change your password (see the start of this article). When you scroll down on this page you will see a section entitled “Application-Specific Passwords” with a button or link that reads ‘Generate New Password’.

When you click the link, a new window will appear that asks you to ‘Enter app name’. Here you should type whichever piece of software that will use this password. It is best practice to create an application specific password for each software and not to use it more than once, so for example you may type ‘Outlook’. This is also useful because you can delete application specific passwords, so if one became breached it is easy to identify and remove access using the password.

After you’ve done that, click ‘Generate’. You will then be given a secure generated password that you can use in place of your account password for the IMAP/POP3 settings. It is important to note the spaces between the password are added as an extra security measure, and the password itself does not contain spaces.

Please make a secure note of the password or configure the email account before you close the box, as you will not be able to view the password again. You should only ever need to enter this password once in order to set your account up in an email client initially. This password will not change if you change your actual account password.