Managing your Zoho Mail / Zoho Workplace Subscriptions

Managing your organization's Zoho Mail/ Zoho Workplace subscription is a simple task. Administrators can buy additional storage, allocate units to users, upgrade their plans, etc. from Zoho Mail's Admin Console.

Personal Account

Zoho Mail is specifically designed for business purposes, offering tailored solutions for professional needs. However, for those users who prefer to use Zoho Mail without a custom domain or for individuals who simply want a reliable and efficient email service for personal use, there is the option to create personal accounts in Zoho Mail. For instructions on how to sign up for a personal account, click here.

Buy additional storage

If you have signed up with Zoho Mail for personal usage and your mailbox is full, follow these steps to buy additional storage units:

1. Log in to your Zoho Mail account.
2. Select the Profile icon on the top right corner and click Upgrade Now.
   
3. Click BUY ADD-ONS and choose the required storage size.
   
4. Select the desired storage and click Continue.
   
5. Review your order summary and proceed to the billing address section.
6. Add your contact and payment details.
   
7. Click Make Payment.

Once your transaction is successful, you can view the additional storage in your Zoho Mail account by selecting the Profile icon.

Upgrade your Personal account to Business account

If you are currently using Zoho Mail for personal purposes and now want to use it for your business purposes, you can upgrade your personal account to a business account in Zoho Mail. Upgrading your personal account to a business account is a seamless process that offers you a whole new set of features and functionalities tailored to meet your professional needs. Follow the steps below to upgrade your personal account:

1. Log in to your Zoho Mail personal account.
2. Click the Profile icon and select Enable Mailhosting.
3. You'll be redirected to our organization set up page.
4. Choose the plan of your choice and proceed to set up your organization.

Your personal account is now switched to a business account. To learn how to set up your organization in Zoho Mail, refer to our help document.

Managing Business Accounts 

Zoho Mail Business Account is a paid version of Zoho Mail that caters to needs of businesses of all sizes. The Business account provides a professional email hosting service, which includes custom domain-based email addresses (e.g., example@yourbusiness.com), enhanced security features like encryption and spam filtering, access to various other collaboration tools. Zoho Mail Business account also provides ample storage capacity depending on the plan, with options to choose between 30GB, 100GB, and unlimited storage. It is a comprehensive email solution that aims to improve productivity and communication within an organization.

Upgrade to a paid plan

An admin can upgrade their organization's subscription—from the free or trial plan to a paid plan or from the Lite or Standard plans to Premium or Professional—in case the requirement arises. To upgrade, follow these instructions:

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to the Subscription page in the left pane.
   ​
3. If you are upgrading from one of our paid plans, you can view your plan details along with the list of licenses and add-ons you own on the Subscription page. Here, click Manage Subscription.
4. Next to your subscription details, select Change Plan.
5. If you are upgrading from the free plan, details of all the plans available under Zoho Mail and Zoho Workplace will be displayed on the subscription page itself.

6. Choose the plan of your choice and click the Upgrade button. When you upgrade from the free plan, you will have to purchase licenses for all users present under your organization. Click Proceed.
   

   Note:

   Please note that the pricing displayed in the above screenshot is subject to change. For the most current and accurate information regarding our plans and pricing options, we recommend referring to our Pricing page.

   If you have any questions or need further clarification about our pricing structure, please drop an email to sales@zohocorp.com.

7. You will be redirected to the Zoho Payments page. Enter the number of user licenses you want to purchase. 
   • That is, ideally the number of users should be equal to the number of licenses you purchase. There can not be any free users or free licenses. If you have 6 users added to your organization, then you must buy 6 licenses to keep all user accounts.
8. You can also purchase units of storage as add-ons in case you require more storage. You can assign these add-on units later in the Admin Console to the users in need of more storage space.
   
9. After entering the number of users and add-ons, you will be shown the split up and the total estimate of the amount you will be required to pay. Click Continue.
10. You can review your order again before continuing with the payment. If you are sure about the number of licenses and units, click Confirm.
11. Enter your billing details and then click Make Payment. 

Your bank may reject the transaction if the data provided by you to Zoho Payments does not match their records. You can either change the required data at your bank or use a different card to overcome payment failures. The basic card details you entered will be stored in the Payment Gateway for easy upgrades and renewals in the future. If you want to change the billing address or want to use a different card for subsequent renewals, you can change your credit card details. 

Assigning Flexible Plan to Users

For organizations that have purchased a mix-and-match plan, an administrator should manually assign the appropriate plan to all users.

Follow the below instructions to allocate the plan to users:

1. Log in to Zoho Mail Admin Console and select Users on the left pane.
2. Select the change view icon and choose Storage View. By default, the None (5GB) option will be selected for all users.
   
3. Choose the desired plan for a user under Assigned Plan.
   
4. Click Upgrade in the confirmation dialog that appears. The selected plan gets associated with that user.

Follow the same steps to assign the license to other users. To downgrade the plan for a user, click the drop-down menu against that user and choose the preferred plan. Click Downgrade in the confirmation dialog that appears.

Buy additional licenses for new users

When you subscribe to a paid plan, the number of users should be equal to the number of licenses. To add more users, you need to purchase licenses. The Admin can purchase licenses anytime, from the Zoho Mail Admin Console. When you are in annual renewal mode, the additional licenses purchased will be charged on a pro-rata basis. 

Suppose you have 6 user licenses and you go for 1 new license after 6 months, you will be charged for the additional license, only for the remaining 6 months based on the date of renewal. The upgrades/ additional licenses subscribed in the middle of a payment cycle will be charged rounded off from the date of purchase, and up to the immediate renewal date.

Steps to add new licenses: 

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
   
3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription. 
   
   • You can also directly access the subscription page from your mailbox. Click on your profile picture in the top right corner of your mailbox, and click the Subscription button.
4. Next to your subscription details, select Upgrade User/ Add-Ons.
   
5. In the additional user section, specify the number of additional (new) licenses you need. Once done, click Continue.
   
6. The pro-rata amount for the licenses you purchase based on your renewal date will be displayed. After reviewing your order, click Proceed to Pay.
   • The renewals for the organization occur on a single date. Hence, the charges for your current purchase will be based on the next renewal date. 
7. If your transaction was successful, your account will reflect your new licenses. If the transaction cannot be completed, check your card details and retry.

Additional storage

Email is not just a mode of communication but serves as a track of previous important communications that you may have to refer to from time to time. The storage requirement for each user varies based on the user's email behavior, the nature of the job, and other communications. Zoho Mail provides various basic storage options, based on the license type and plan allocated for the users. However, some users may need more space for email due to their job requirements. Administrators can choose to buy additional storage units—5GB, 25GB, 50GB, 100 GB, and 200 GB and allocate them to selected users, who need more storage for their email data. 

Additional storage for domain-based organizations

Administrators of an organization can buy additional storage units/ add-ons and allocate them to users based on their specific needs. To buy additional storage,

1. Log in to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
   
3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
   
   • You can also directly access the subscription page from your mailbox. Click on your profile picture in the top right corner of your mailbox, and click the Subscription button.
4. Next to your subscription details, select Upgrade User/ Add-Ons.
   
5. In the add-on options available, specify the number of units you would like to purchase. For example, if you want to purchase 100 GB for one user and 25 GB for another, you can purchase one 100 GB unit and one 25 GB unit.
   
6. After selecting the required units of storage, click Continue.
7. The pro-rata amount for the licenses you purchase based on your renewal date will be displayed. After reviewing your order, click Proceed to Pay.
   • The renewals for the organization occur on a single date. Hence, the upgrades/ additional licenses subscribed in the middle of a payment cycle will be charged only for the time remaining up to the immediate renewal date.
8. If your transaction was successful, your account will reflect your new add-ons. If the transaction cannot be completed, check your card details and retry.

In case a user needs more than 200 GB, the admin can buy multiple add-on storages and allocate it to the same user.

Allocate additional storage

If you require storage for multiple users, purchase multiple add-ons according to the requirement. For example, if you want 5 GB each for two different users, you should buy two 5 GB storage units. Follow these steps to allocate additional storage:

1. Log in to Zoho Mail Admin Console.
2. Navigate to the Users section in the left pane and click on the user you want to allocate additional storage units. You can also use the universal search bar to find the respective users with ease.
   
3. On the user page, click Storage from the top menu.
4. Enter the number of additional storage units you want to allocate to that user. There is no limit to the number of units you can assign to a single user.
   • This storage space is for all mailbox data such as—but not limited to, POP clients, IMAP clients, email retention, e-discovery, and trash emails, among others.
5. Once done, click Update.
   

You have successfully assigned additional storage to the user. You can also view the summary of all add-ons you purchased and used by clicking Show allocation summary.

Auto Allocation of additional storage units

The Auto-allocation feature helps in automatically assigning storage resources for users within your organization. When Auto-allocation is enabled, storage units will be automatically allocated to users with mailboxes reaching their maximum storage limit. This makes sure that the user in need gets timely storage units and can also prevent their account from getting automatically blocked. 

To switch on the Auto-allocation of storage units,

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane. You can view your plan details along with the list of licenses and add-ons you own.
   
3. Toggle the Auto-allocation button to enable the feature.
   

Once enabled, all additional storage units purchased will be automatically allocated from smaller to larger storage units. This means that initially, smaller storage units are allocated, and as demand increases, larger storage units are allocated as needed. 

Switch to a yearly plan

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
   
3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
   
4. The complete plan details will be displayed. Next to the plan details, in the Manage Subscription section, select Switch to Yearly.
   
5. After you've chosen this, in the Confirm Order screen, you will be shown a summary of your bill amount. Click Proceed to Pay and finish your payment.

You will now be moved to the yearly plan and renewal cycle.

Payment Modes

Zoho Workplace/ Zoho Mail supports multiple payment modes and offers secure transactions. Our billing system is transparent without any hidden costs or charges for the administrators. You can pay through any of the following cards:

• Mastercard
• Visa
• American Express
• JCB
• Discover

View Payment history and download Invoices

You can view the details of your past payments like upgrades, renewals, and more from the Payment History section. The invoices for each payment made are also available on the same page. 

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
   
3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
   
4. In the top right corner, click Your Store Details and then click Transaction History.
   
5. On the transaction history page, you can view and download all past payments and renewals.
   

You can search for the transactions or filter the details from the list of transactions. Hover over the PDF icon to view or download the invoice in pdf format.

Change Credit Card Details

You can modify the credit card details stored with us, for other future upgrades or renewals. To change your card details,

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
   
3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
   
4. In the top right corner, click Your Store Details and then click Payment Method.
   
5. Under Payment Method, navigate to the card you want to update and click Change.
6. Provide the new card details and click Save. You have successfully updated your card. 
7. Click the Delete button next to the payment method if you no longer want to make payments using a payment mode that you've added.

You can also update your billing address and add more recipient addresses via the Billing Address and other info, manage credits, and monitor your Zoho subscription balance in this section.

Change Offline payment mode to Online mode

For users who have purchased any of our paid plans via offline mode, you have the option to switch your payment mode from offline to online. To update your subscription mode to online:

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
3. On the Subscription page, click Manage Subscription.
4. Click the Payment Method button in the top pane.
   
5. In the Payment Details page, enter the required billing details.
6. Once done, click Update and make the payment.

Cancel or downgrade the Subscription

You can choose to cancel and downgrade your subscription and stop the further renewal. To cancel or downgrade your subscription,

1. Login to Zoho Mail Admin Console as an admin.
2. Navigate to Subscription in the left pane.
   
3. On the Subscription page, you can view your plan details along with the list of licenses and add-ons you own. Click Manage Subscription.
   
4. From the Manage Subscription section, select Change Plan to view your current plan and the other options available.
5. You can downgrade to the plan of your choice or scroll down the plan details displayed, to view the Cancel Subscription link. Click the link to cancel your subscription. 

Once you cancel your subscription, you will be moved to the free plan. To receive the pro-rated refund, send an email to the below-mentioned email address based on your plan type:

• If you purchased your subscription online, raise a pro-rate refund request to payments@zohocorp.com with your account and subscription details.
• If your subscription was activated offline, raise a pro-rate refund request to sales@zohocorp.com.