Choose the Zoho Mail plan that works best for your business from the range of available options.
If your organization uses multiple domains, select the domain that you would like to use to sign up with Zoho Mail initially.
Verify ownership of your domain using one of the suggested methods.
Select two or three users and add them to your Zoho Mail account.
Have them use Zoho Mail to check if they're able to send and receive emails.
If you want your trial users to receive emails both on your legacy server and in Zoho Mail, configure Dual Delivery.
In case you permanently want to retain some users on your legacy server, and the rest of your users to use Zoho Mail, add the relevant users to Zoho Mail and configure Split Delivery.
If you do not want to add users for trial or configure split delivery you can skip this step.
Use the Zoho Mail platform and identify how the changeover to Zoho Mail impacts your users.
Rectify any issues to ensure a smoother transition when you roll out to all users.
Either add your users manually or import them to your Zoho Mail account using a .csv file.
Choose the role that you want to assign to each user as you add them.
If you are importing your users, you can specify the roles that you want to assign in a separate column in the .csv file.
Add the Zoho Mail-specific MX records to ensure that emails are delivered to you correctly.
Complete the rest of the setup process.
Select a migration option from the available options to migrate data from your old email account.
If the migration option that you choose does not support migrating contacts or calendar data, you can export it from your old account and import it to Zoho Mail.
Set up an email address to receive all emails sent to addresses that do not exist in the domain.
Create groups with varying levels of access for mass communication within your organization.
Customize the settings for each group with the Advanced Settings.
Choose whether to enable emailing and streams when you create the group.
You can also import groups from your previous email provider using a .csv file.
Define a compliance standard for your organization by setting up an email policy.
Apply the email policy to the relevant users.
Add any extra email addresses such as support@companyname.com or sales@companyname.com as aliases to your existing email address.
Make sure that your email routing is configured if you are using any third-party archival or email retention systems.
Enable email forwarding to forward emails from users' accounts to other email addresses either inside or outside your organization.
Configure digital signatures and assign them to the relevant email addresses.
Add a vacation reply to autorespond when you are away from work.
Create custom folders to organize your emails.
Set up filters to process and categorize your emails automatically.
Apply tags and flags for better identification of emails.
Use the email search to locate the emails you need.
Ensure your users know the basics of how to use Zoho Calendar.
Determine the mobile usage policy for your organization and include it in your email policy.
Have your users configure their Zoho Mail accounts as IMAP accounts on their mobile devices.
If you want to improve security for all the accounts in your organization, turn on two-factor authentication.
Set up IP restrictions so that users can only log in from the selected IP ranges, if required.
Set up the actions to take when emails fail the SPF, DKIM, DMARC, and DNSBL protocols.
Add the blacklist and whitelist for your organization.
Manage and set up notifications for emails in the quarantine list.
Customize the advanced spam settings to suit your organization's needs.
Encourage users to use the Zoho Mail mobile applications.
Administrators can use the Zoho Mail Admin app to perform admin functions from their mobile phones.
The OneAuth app can be used to make the TFA process easier.