Inactive accounts in Zoho Mail
A Zoho Mail account is classified as inactive if it remains unused for 180 consecutive days across all access methods, including the web interface, IMAP, POP, mobile app, and desktop client. Once an account is marked inactive, Zoho Mail sends a warning email to the account holder indicating that the mailbox will be cleared if inactivity continues.
The handling of inactive accounts varies based on the account type:
- Personal accounts: If a personal account remains inactive after reminder notifications, the mailbox may be cleared, and access to emails and data will be lost unless the account is reactivated.
- Organization accounts: Inactive mailboxes within an organization are managed by the admin. Admins can retain, suspend, or delete these accounts according to organizational policies and Zoho’s retention guidelines.
Note:
Inactivity reminder emails are sent only for personal accounts. Organization accounts with an active subscription will not receive these notifications.
Table of Contents
Inactive account cleanup policy
Subscription Type | Scenario | Triggered By | Account Status | User Notifications |
Paid | Individual Account Inactivity | Inactivity from the user | Account remains inactive for 180 consecutive days | Paid organization accounts do not receive these notifications. The super admins are responsible for actions regarding inactivity. |
Entire Organization Inactivity | All accounts within the organization become inactive | All accounts remain inactive for 180 consecutive days | Paid organization accounts do not receive these notifications. The super admins are responsible for actions regarding inactivity. | |
Free – Personal Account | Account Inactivity | Inactivity from the user | Account remains inactive for 180 consecutive days | The user is notified on the 180th day of inactivity and through subsequent reminders. After 300 days, all data is permanently deleted and cannot be restored. |
Free – Organization Account | Individual Account Inactivity | Inactivity from the user | Account remains inactive for 180 consecutive days | — |
Entire Organization Inactivity | All accounts within the organization become inactive | All accounts remain inactive for 180 consecutive days | — |
Frequently Asked Questions
General users
What is an inactive account in Zoho Mail?
An account in Zoho Mail is considered inactive if there is no activity for 180 consecutive days. Activity is counted whenever you access your mailbox through any mode, including the web interface, IMAP, POP, desktop clients, or the mobile app. If the account remains unused through all these access modes for 180 days, it will be marked as inactive.
What is Zoho's data retention policy for inactive mailboxes?
Zoho Mail accounts that remain inactive for more than 180 days are flagged as inactive. Once flagged, a 90-day grace period begins, during which you will receive multiple reminder emails. If no activity is recorded within this period, your mailbox data will be permanently cleared. This retention policy applies only to Zoho Mail. Other Zoho services linked to the same account remain unaffected.
How does Zoho Mail handle data in inactive accounts?
If your Zoho Mail account stays inactive for more than 180 days, we will send you an email warning that your mailbox is scheduled for clearance. From the day you receive this first notification, you will have 90 days to log in and keep your account active. During this period, we will send up to five reminder emails at specific intervals to give you enough time to act.
If you do not log in within the 90-day period, your mailbox data will be permanently cleared. This action impacts only your Zoho Mail account and does not affect your access to any other Zoho services.
What happens to my data if I remain inactive?
If your Zoho Mail account remains inactive and no action is taken within the 90‑day grace period, all data in your mailbox will be permanently deleted. This action affects only your Zoho Mail account and does not impact any other Zoho services you use.
Can an inactive Zoho Mail account still receive emails?
No. Once your Zoho Mail account is classified as inactive, it cannot receive or send new emails until you log in to reactivate it. Any emails sent to your inactive account during this period may bounce back to the sender.
Does clearing my Zoho Mail account affect other Zoho services?
No. Clearing your Zoho Mail account only removes the emails and data in that mailbox. Your access to other Zoho services remains unaffected.
Personal accounts
How to reactivate an inactive Zoho Mail Account ?
If your Zoho Mail account has been marked as inactive, you can reactivate it by signing in through any available access method such as the webmail interface, mobile application, desktop client, IMAP, or POP.
Once you log in, the account will be automatically reactivated, and you will regain access to your mailbox.
Note:
- If your personal account has already been cleared due to prolonged inactivity, the emails and data cannot be restored.
- Organization-wide accounts can only be reactivated by the admin if they have been suspended.
How to prevent my Zoho Mailbox from becoming inactive?
To prevent your Zoho Mail account from being marked as inactive, make sure you access your mailbox at least once every 180 days. You can do this using any of the following modes:
- Webmail (signing in through the Zoho Mail web interface)
- Zoho Mail mobile app
- Desktop email clients
- IMAP or POP access
It is recommended that you log in periodically through any of these modes to ensure your account remains active and your mailbox data is retained.
Inactive account reminders are sent only for personal accounts, not for organization-wide accounts.Can I set up auto-login to keep my Zoho Mailbox active?
No. Auto-login or automated scripts cannot be used to keep your Zoho Mail account active. To ensure your account remains active, you must sign in manually through one of the supported access modes such as the web interface, mobile app, desktop client, IMAP, or POP. Regular manual access helps maintain account security and prevents your mailbox from being marked inactive.
I forgot my password but want to retain my mailbox data. What should I do?
If you want to retain your Zoho Mailbox and its data but have forgotten your password, you can reset it by following the instructions provided on our password reset page. Once you reset your password and log in, your mailbox will be marked as active, and your data will be retained.
Why did I receive an inactive account warning for my Zoho Mail account even though I am using Zoho services?
If you receive an inactive account warning, follow these steps to verify and resolve it:
Check your usage:
The warning email you received is specifically for your Zoho Mail account. Using other Zoho services does not count as mailbox activity, so your Zoho Mail account may still be marked as inactive if you have not accessed it via webmail, mobile app, desktop client, IMAP, or POP.Verify the email address:
Verify the email address mentioned in the warning email, as it may be for a different mailbox than the one you are actively using. Sign in to the mailbox mentioned in the email to mark it as active and retain your data.Contact support if needed:
If you believe the warning was sent by mistake, reach out to Zoho Mail Support for further assistance.
What happens if I’m locked out of my Zoho account? Is that related to inactivity?
Being locked out of your Zoho account is not the same as inactivity. Account lockouts can occur due to incorrect password attempts, security checks, or other login issues. Inactivity is specifically tied to not accessing your mailbox through any supported mode for 180 consecutive days. If you are locked out, you can reset your password or contact Zoho Mail support to regain access and ensure your mailbox remains active.
I no longer want to keep my Zoho Mail account. What should I do?
If you do not wish to retain your Zoho Mail account, you have two options:
Continue using other Zoho services:
You can simply allow your Zoho Mailbox to be cleared automatically after the 90-day inactivity period. Your other Zoho services will remain unaffected.Close your Zoho account completely:
If you no longer wish to use any Zoho services, back up your data and close your account manually. Closing your Zoho account will permanently terminate access to all Zoho products and services linked to that account.
Can I close my account myself?
Yes, you can close your Zoho account at any time. However, once the account is closed, you will lose access to all Zoho services associated with that account.
How can I close my Zoho Mail account?
You can close your Zoho Mail account by following these steps:
- Sign in to Zoho Accounts, the identity and access management portal for all Zoho services.
- Go to Preferences.
- Select Close Account under the Preferences section.
- Enter your account password when prompted.
- Provide a reason for closing the account, then click Close Account to complete the process.
Organization accounts
Does marking an account as inactive free up a license?
No. When a user account is marked as inactive, the license assigned to that user is still retained. To free up the license, you will need to manually suspend or delete the account from the Admin Console.
Can I access the mailbox of an inactive user as an administrator?
Yes. As an admin, you can access or manage the mailbox of an inactive user as long as the account has not been cleared. You can choose to reactivate the account, delegate access, or export the user’s mailbox data in line with your organization’s retention policy. However, once the account data is cleared, it cannot be restored.
How can I find users whose Zoho Mail accounts are inactive within my organization?
You can track inactive accounts from the Users section in the Admin Console or through the User Summary in the Users section of Admin Reports. These views provide details such as user status and last login activity, helping you identify inactive accounts, notify users, take necessary action, or reclaim licenses when required.