In running a small or medium class business, use of an email with a conventional domain name can be eminently useful in maintaining the coordination within the team. Thankfully, there is a provider which offers free email service with a custom domain, and many productive features i.e., Zoho Mail.
Zoho Mail is one of many business solution services, that includes a lot of features which are aimed more at the enterprise users. It also provides a free email service for personal use. It provides a clean, ad-free, minimalist interface along features geared for business and professional use.
In this article, we are going to guide you through various aspects of Zoho Mail and how to integrate and use them.
Why use Zoho Mail:
You may be pondering why should one use other email services while your web hosting also provides you an email service. But Zoho Mail provides the following features which lure you to use its services.
Ad-free, Clean, Fast Interface: Zoho Mail provides an ad-free user interface. It provides a range of options to categorize and arrange your emails. This includes features like folders and labels, flags, multi-level folders, drag and drop, rules and filters, mass choice and views like filtered, threaded and tabbed views.
Feature Packed for business & professional use: Zoho Mail’s interface has been designed to break the notion that only desktop email clients can give the power features favored by business users. It has more features like managing multiple accounts, Customized account personalities, Advanced Search, Anti-Spam and Anti-Virus, Instant Chat, Templates, Shortcuts, Outbox etc..
Easy Access: The biggest advantage of email hosted on the cloud is that you can use any of your emails on the move. As long as there is an internet connection, be it mobile, laptop or desktop, you exchanges keep flowing.
Inbox space: Zoho Mail provides you with 5GB of inbox space to each user.
Users through referrals: By default, you can get 10 user accounts in Zoho Mail, however, registering to Zoho Mail from your referral, gets you up to 15 more accounts for 3 referrals.
Go to Zoho Mail page and click on “Sign Up Now”. This redirects you to “Pricing and Sign Up” page. Select the plan that suits you or your organization.
Now, you can either “Sign up with a Domain” OR “Buy a new Domain “. Zolo also lets you buy domains for your organization. After this, fFill all the details and then click “Sign Up“.
3. Your account is almost ready now.Enter the unique verification code sent to your mobile number. This process helps to verify your account with Zoho.
Setting up Zoho Mail:
Select your DNS Manager of your domain from the drop down box which gives a list of many popular DNS Hosts.
Log in with your credentials in your DNS host page. Go to My Accounts –> Domains –> Manage DNS. The DNS Manager gives a list of DNS record information.
Now, copy the unique verification code which is generated in your account and enter the same in the “Host”. Type “zmverify.zoho.com” in the field “Points To” in your DNS Records, and then click the “Save” button.
Once you’ve saved the record, the CNAME will be added successfully. Click on “Proceed to CNAME Verification” and click “Verify Now“.
Now, you can create your own business e-mail id with your domain by clicking on “Create Account“.
Now, you can do to “Add Users” if you have any usersfrom your organization.
You can create groups for impeccable coordination within the organization for avoiding redundancy. Sending emails in a group sends the mail to all people in that team which reduces redundancy. Groups are usually like “firstname.lastname@example.org“.
Configuring Email Delivery can be done by adding your MX Records.
Now, let’s navigate to the “ConfigureEmail Delivery”.
SPF Records for Domain Manager. Login and then go to DNS Manager –> My Accounts –> Domains –> Manage DNS. In the Records section, click on the”Add” button. In the Type drop-down, select “TXT”, specify “@” in the Host field and in the TXT value field, enter, “v=spf1 include:zoho.com ~all“, and click “Finish“.
To configure your DKIM, you will have to add a TXT record generated in your Zoho Mail account to your domain’s DNS manager.
Now, configure the SPF and DKIM to make sure the credibility of your emails.
5. Under Email Migration, you can migrate emails from other service providers. You can Click “Proceed to Migrate“.
If you want to add a new migration, you have to add the source from which the emails are to be migrated. Once can also perform the migration process in batches. And from various servers, if you have multiple domains hosted with different service providers.
Navigate through Control Panel » Mail Administration » Email Migration.
Click on the Add-Migration to give server details.
Enter a title for the migration.
Choose the Migration Protocol as IMAP or POP based on your need.
Enter the name of the server, the Security Socket Layers type and the port number for migration.
Select from where your migration is going to be done from.
Enter the maximum connections limit for your server.
Remove the list of folders that need not be migrated during the migration.
Click on Add-Migration to save the server details.
Now, you will be redirected to the Migration Homepage.
In the next step, you have to add your account details.
Setting Two-Factor Authentication:
To increase the security of your email account, Zoho Mail provides you with a feature called as Two Factor Authentication or TFA. It gives an extra security method beside the password. Even if somehow by chance if anyone knows your password, even then they cannot login to your account as long as they have no access to the TFA device.
To enable Two-factor authentication, follow these steps: