Account owners and admins can view and manage the mail domains they own from the Zoom web portal. They can add or edit a domain, view all their domains in a list, and view details for a specific domain. Additionally, account owners and admins can select a domain they want to enable for the Zoom Mail and Calendar service.

Accounts managing one or more associated domains can use those domains to create corresponding email domains for use with the Zoom Mail Service. Admins can control mailing group creation, mailbox size quotas, calendar access control, and mail auto-deletion and retention.

This article covers:

• How to access Domain Management
• How to select the domain you want to manage
• How to manage the Domain Management tab
  • Add a domain
  • View DNS information
  • Edit domain management
  • View domain management details
• How to manage the User Migration tab
  • Access the User Migration tab
  • Migrate users
  • View migrated user details
• How to manage the Mailing List Migration tab
  • Access the Mailing List Migration tab
  • Import a mailing list
  • View mailing list details
  • Delete mailing lists
• How to manage the Contacts Migration tab
  • Access the Contacts Migration tab
  • Migrate users
  • View migrated contact details

Prerequisites for configuring domain management

• Zoom One Business or Zoom One Enterprise account
• Account owner or admin privileges
• Zoom Mail and Calendar Clients enabled with a custom domain

Note: Pro accounts have the Zoom Mail and Calendar services enabled by default. For Business and Enterprise accounts, the Zoom Mail and Calendar services are disabled by default.

How to access Domain Management

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Mail/Calendar Management, then click Domain.

How to select the domain you want to manage

1. Access Domain Management.
2. Click the User Migration, Mailing List Migration, or Contacts Migration tab.
3. At the top of the page, click the dropdown menu and select the domain that you want to manage.

How to manage the Domain Management tab

The Domain Management tab displays the Domain, Company, Description, Status, Escrow Admin, and DNS information.

Add a domain

1. Access the Domain section.
2. Click the Domain Management tab.
3. Click + Select Domain.
   A pop-up window will appear.
4. In the window, select a domain from your associated domains, then click Add.
5. Complete information for your domain:
   
   • Under General, review and complete the following information:
     • Domain Name: Displays the domain name.
     • Creation Time: Displays the domain's creation date and time.
     • Status Changed: Displays the date and time when the domain's status has changed.
     • Company Name: Enter the name of your company.
     • Domain Description: Enter a brief description about the domain.
       Note: The maximum character count is 100 characters.
     • Status: Click the dropdown to select if a domain is Active or Inactive.
   • Under Mail & Calendar, review and complete the following information:
     • Zoom Mail: Click the toggle to enable or disable it. When enabled, the domain will be enabled for Zoom Mail.
     • Welcome Email: Click the toggle to enable or disable it.
     • Encryption: Click the toggle to enable or disable it.
     • Approver: Click the toggle to enable or disable it. When enabled, this setting allows you to prescreen emails from senders who are reaching out for the first time. By disabling it, all emails from new senders will be delivered to your inbox.
     • IMAP: Click the toggle to enable or disable it.
     • Escrow: Click the toggle to enable or disable it. The Escrow Admin Email is displayed.
     • Groups can be created by: Click the dropdown menu to select Admin Only or Normal User.
     • Alias can be created by: Click the dropdown menu to select Disabled, Admin Only, or Everyone.
       
       • Under Domain Can Be Used For Alias, select the checkbox(es) of the domains that you want to be used for aliases.
     • External Recipient Warning: Click the toggle to enable or disable it. When enabled, a warning banner is displayed for emails that are sent to external recipients who have addresses outside your organization.
       • Edit the message that will be displayed in the warning banner.
     • External Sender Warning: Click the toggle to enable or disable it. When enabled, a warning banner is displayed when you receive emails from external senders who have addresses outside your organization.
       • Edit the message that will be displayed in the warning banner.
     • Sending limits per day (0 means follow the default config): Configure the amount of sending limits per day.
     • Outgoing recipients limit per day (0 means follow the default config): Configure the number of outgoing recipients per day.
     • Outgoing recipients limit per message (0 means follow the default config): Configure the number of outgoing recipients per message.
     • Max mail cache time in client (0 means follow the default config): Configure the number of mail cache time in the Zoom client.
     • Max Number Of Attachments In Each Email: Configure the maximum number of attachments in each email.
     • Max Attachments Size In Each Email: Configure the maximum number of MB size for attachments per email.
     • Enable Mail Attachments Archive: Click the toggle to enable or disable it.
       • How Old Are The Attachments To Be Archived *: When the Enable Mail Attachments Archive toggle is enabled, select the number of days. Zoom Mail will automatically archive messages after the selected number of days.
     • Zoom Calendar: Click the toggle to enable or disable it. When enabled, the domain will be enabled for Zoom Calendar.
     • Default Calendar Access Control List (Internal): Click the dropdown menu to select calendar access.
     • Default Calendar Access Control List (External): Click the dropdown menu to select calendar access.
   • Under Advanced Settings, review and complete the following information:
     • Mailing List Suffix: To the right of this field, click the toggle to enable or disable it. Enter a mailing list suffix.
       Note: The maximum character count is 20 characters.
     • Auto Delete Trash Messages: Click the dropdown menu to select the number of days. Zoom Mail will automatically delete messages that are in the trash that are older than the selected number of days.
     • Auto Delete Spam Messages: Click the dropdown menu to select the number of days. Zoom Mail will automatically delete messages that are marked as spam that are older than the selected number of days.
     • Retain Deleted Messages: Click the dropdown menu to select the number of days. Zoom Mail will keep deleted messages for the selected number of days.
     • Retain Deleted User Account: Click the dropdown menu to select the number of days. Zoom Mail will keep deleted user accounts for the selected number of days.
6. In the top-right corner of the page, click Save Changes.

View DNS information

1. Access the Domain section.
2. Click the Domain Management tab.
3. To the right of a domain you want to manage, under the DNS column, click Config.
   A pop-up window will appear.
4. In the window, view information about configuring DNS for Zoom Mail.
5. Click I Have Completed These Steps.

Edit domain management

1. Access the Domain section.
2. Click the Domain Management tab.
3. To the right of the domain you want to edit, click Edit.
4. Edit the domain details.
5. In the top-right corner of the page, click Save Changes after you are finished editing.

View domain management details

1. Access the Domain section.
2. Click the Domain Management tab.
3. To the right of the domain you want to view, click View Details.
   You will be directed to the domain details page.
4. (Optional) In the top-right corner of the page, click Edit to edit the domain.

How to manage the User Migration tab

The User Migration tab displays information about the Date Initiated, Batch ID, Name, and Active/Total users.

You can bulk migrate users' email data to Zoom Mail service. If you are migrating from Gmail, please enable the domain-wide delegation setting. If you are migrating from Outlook, please enable the application access setting.
Note: Only users that have Zoom Mail set up will be eligible for migration.

Access the User Migration tab

1. Access the Domain section.
2. Click the User Migration tab.

Migrate users

Import batches of users

You can upload up to 50 users per batch.

1. Access the User Migration tab.
2. At the top of the page, click + Import Batch, then select the type of import that you want:
   • Mail
   • Calendar
   • Mail & Calendar
3. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Next.
        You will be able to import users per batch.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to import users per batch.
4. Complete the following information:
   • Under Batch Name, enter a name.
   • (Optional) Under Start Time, select a date and time for the start time.
   • (Optional) Under End Time, select a date and time for the end time.
   • (Optional) Click the Include Spam, Trash, Junk toggle to enable or disable it.
   • (Optional) Click the Include New Messages toggle to enable or disable it.
   • Under Current Address, enter a user's external email.
   • Under Zmail Address, enter the Zmail username for the user.
     Note: The selected domain will automatically be used.
   • (Optional) Click + Add to continue to add more users.
   • (Optional) To the right of a username, click the trash icon to remove the user from migration.
5. When you are finished adding users, click Import.
   The users will be imported to Zoom Mail.

Bulk upload with CSV

You can upload up to 1000 users per batch.

1. Access the User Migration tab.
2. At the top of the page, click Bulk Upload with CSV, then select the type of import that you want:
   • Mail
   • Calendar
   • Mail & Calendar
3. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Next.
        You will be able to bulk upload users with a CSV file.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to bulk upload users with a CSV file.
4. Upload a CSV file by dragging and dropping a file into the pop-up window or choosing a file to upload.
   You can also download a CSV file and enter information into the file, then upload it.
5. Once the file is uploaded, click Next.
   You will be directed to the list of users that will be imported.
6. (Optional) Edit the user's current address or Zmail address.
7. (Optional) Click + Add to continue to add more users.
8. (Optional) To the right of a username, click the trash icon  to remove the user from migration.
9. When you are finished adding users, click Import.
   The users will be imported to Zoom Mail.

View migrated user details

After you migrate users, you can view their details.

1. Access the User Migration tab.
2. To the right of a bulk user migration you want to manage, click View Details.
   You will be directed to the bulk migration details page, where information about Zoom Mail, User's Current Email, Date Initiated, and Status is displayed.
3. (Optional) If the Status displays Migration In Progress, click Pause to pause the migration. Click Resume to resume the migration.

How to manage the Mailing List Migration tab

You can bulk migrate a mailing list data to Zoom Mail service. If you are migrating from Gmail, please enable the domain-wide delegation setting. If you are migrating from Outlook, please enable the application access setting.
Note: Only users that have Zoom Mail set up will be eligible for migration.

The Mailing List Migration tab displays the Date Initiated, Domain, Vendor, Succeed/Executed, and Status information.

Access the Mailing List Migration tab

1. Access the Domain section.
2. Click the Mailing List Migration tab.

Import a mailing list

1. Access the Mailing List Migration tab.
2. In the top-left corner, click + Import Mailing List.
3. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Confirm.
        You will be able to import mailing lists per batch.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to import mailing lists per batch.
4. In the window, enter the Domain and the domain's Admin Email address you want to migrate, then click Confirm.

View mailing list details

1. Access the Mailing List Migration tab.
2. To the right of a mailing list migration you want to manage, click Details.
   A pop-up window will appear.
3. In the window, view the following information:
   • External Group Members Number    
   • Internal Group Orginal Members Number
   • Number Of Internal Members Added
   • Number Of External Members Added
   • Number Of External Members Deleted

Delete mailing lists

1. Access the Mailing List Migration tab.
2. To the right of a mailing list migration you want to delete, click Delete.
   A confirmation window will appear.
3. In the window, click Confirm.
   The mailing list will be removed and the import for the domain will be canceled.

How to manage the Contacts Migration tab

Account owners and admins can migrate contacts from Gmail to Zoom Mail. The Contacts Migration tab displays information about the Date Initiated, Batch ID, Name, and Active/Total users.

You can bulk migrate users' email data to Zoom Mail service. If you are migrating from Gmail, please enable the domain-wide delegation setting. If you are migrating from Outlook, please enable the application access setting.
Note: Only users that have Zoom Mail set up will be eligible for migration.

Access the Contacts Migration tab

1. Access the Domain section.
2. Click the Contacts Migration tab.

Migrate users

Import batches of users

You can upload up to 50 users per batch.

1. Access the Contacts Migration tab.
2. At the top of the page, click + Import Batch.
3. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Next.
        You will be able to import users per batch.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to import users per batch.
4. Under Batch Name, enter a name.
5. Under Current Address, enter a user's external email.
6. Under Zmail Address, enter the Zmail username for the user.
   Note: The selected domain will automatically be used.
7. (Optional) Click + Add to continue to add more users.
8. (Optional) To the right of a username, click the trash icon to remove the user from migration.
9. When you are finished adding users, click Import.
   The users will be imported to Zmail.

Bulk upload with CSV

You can upload up to 1000 users per batch.

1. Access the Contacts Migration tab.
2. At the top of the page, click Bulk Upload with CSV.
3. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Next.
        You will be able to bulk upload users with a CSV file.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to bulk upload users with a CSV file.
4. Upload a CSV file by dragging and dropping a file into the pop-up window or choosing a file to upload.
   You can also download a CSV file and enter information into the file, then upload it.
5. Once the file is uploaded, click Next.
   You will be directed to the list of users that will be imported.
6. (Optional) Edit the user's current address or Zmail address.
7. (Optional) Click + Add to continue to add more users.
8. (Optional) To the right of a username, click the trash icon  to remove the user from migration.
9. When you are finished adding users, click Import.
   The users will be imported to Zoom Mail.

View migrated contact details

After you migrate contacts, you can view their details.

1. Access the Contacts Migration tab.
2. To the right of a bulk user migration you want to manage, click View Details.
   You will be directed to the bulk migration details page, where information about Zoom Mail, User's Current Email, Date Initiated, and Status is displayed.