How to Create a Mailbox?

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Introduction

Zoho One allows you to manage your organization’s users and their email accounts centrally. If you’ve already integrated Zoho Mail with your Zoho One setup, you can easily create a mailbox for any confirmed employee. Follow the steps below to ensure a smooth setup.

Prerequisites

 

Before creating a mailbox, make sure the following conditions are met:

  • Zoho Mail is added to your Zoho One account
    This integration is essential to manage mailboxes directly through the Zoho One Admin Console. If Zoho Mail hasn’t been added yet, do so from the Admin Panel before proceeding.
  • The employee is confirmed
    Mailboxes can only be created for users who have been fully added and confirmed in your organization’s Zoho One directory. If the employee’s status is still “Invited” or pending, complete their onboarding first.

Steps to Create a Mailbox

 

Once the prerequisites are in place, follow these steps to create a mailbox for the employee:

  1. Sign in to Zoho One
    Go to Zoho One and log in using your administrator credentials.
  2. Open the Directory
    From the main navigation panel on the left, click Directory. This section lists all the users, groups, and apps in your organization.
  3. Find the Employee
    Select the Users Browse or search for the employee you wish to assign a mailbox to. Click on the employee’s name to open their profile.
  4. Create the Mailbox
    Inside the employee profile, click the Create Mailbox This will open a setup window for the mailbox configuration.
  5. Enter Email Details
    1. Email Address: Choose a suitable email ID for the employee. This will serve as their official email address.

Domain Selection: If your organization uses multiple domains (e.g., @company.com, @division.company.com), select the correct one from the dropdown. The email address will be created under the chosen domain.

6. Finish Setup
Once you’ve entered the details, click Create. Zoho will now provision the mailbox. The employee will receive access to Zoho Mail and can log in to start using their new email account.

 

Additional Configuration

  • Secondary Email Addresses & Aliases:
    If your employee requires multiple addresses (e.g., support@, sales@) that redirect to the same inbox, or if they go by multiple names or roles, you can assign aliases. These can be managed separately in the Zoho Mail Admin Console.

→ Learn more about managing email addresses.

Summary

Creating a mailbox in Zoho One is a straightforward process when Zoho Mail is properly integrated. Ensuring that employees are confirmed and domains are correctly set up helps maintain a consistent and professional communication setup for your organization.

Let me know if you’d like this content formatted as a downloadable PDF, added to internal onboarding documentation, or tailored for your specific business workflows.

Managing Users - Previous How to Activate & Deactivate users in Zoho One ? Next - Managing Users How to Import Users?

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