Configuring mailbox management for Zoom Mail

Account owners and admins can view and manage the different mailboxes in their organization on the Zoom web portal. For each email domain on their account, admins can manage individual mailboxes, and create shared mailboxes for users on their account. Mailboxes can be rate-limited, indexed, deactivated, deleted, recovered, and purged entirely.

The mailboxes give users associated email accounts. Users can access the mailbox and shared mailboxes that they've been added to send and receive emails.

Additionally, account owners and admins can create, edit, delete, and manage settings for email aliases and delegate mailboxes for all users on their account.

This article covers:

• How to access the Mailbox section
  • Select a domain for mailbox management
• How to manage the General Mailbox and Shared Mailbox tabs
  • Manage the header fields
  • Search for a mailbox
• How to configure the General Mailbox tab
  • Create a mailbox
  • Edit a mailbox
  • View mailbox details
  • Rate limit mailbox
  • Count emails
  • Restore emails
  • Deactivate a mailbox
  • Delete a mailbox
  • Purge a mailbox
• How to manage the Shared Mailbox tab
  • Create a shared mailbox
  • View and manage shared mailbox members
  • Delete shared mailboxes
• How to manage the Alias Mailbox tab
  • Create an alias
  • Edit aliases
  • Delete aliases
• How to manage the Delegate Mailbox tab
  • Add a delegate
  • Edit a delegate
  • Remove a delegate
  • Search for delegates

Prerequisites for configuring mailbox management

• Zoom One Business or Zoom One Enterprise account in the US or Canada
• 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 the Mailbox section

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 Mailbox.

Select a domain for mailbox management

1. Access the Mailbox section.
2. At the top of the page, under Select a domain for mailbox management, click the dropdown menu to select a domain that you want to use.

How to manage the General Mailbox and Shared Mailbox tabs

Manage the header fields

The header fields include Email, First Name, Last Name, Role, Status, Create Time, and Escrow Time.

1. Access the Mailbox section.
2. Click the General Mailbox or Shared Inbox tab.
3. (Optional) To the right of the Email, First Name, or Last Name header field, click the arrow to sort the mailboxes in ascending or descending order, based on the header field.
4. (Optional) In the header row, click the Action icon to select or deselect the checkboxes of header fields.
   When selected, the header field and its information will appear. When deselected, the header field and its information will be hidden.

Search for a mailbox

1. Access the Mailbox section.
2. Click the General Mailbox or Shared Inbox tab.
3. (Optional) At the top of the window, search for a mailbox by its name or email. 

How to configure the General Mailbox tab

The General Mailbox tab includes a list view of all mailboxes in the admin’s organization.

Create a mailbox

You can add users and create a mailbox for each of them. They will have new email addresses different from their sign-in emails.

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. In the top-right corner, click + Create Mailbox.
   A pop-up window will appear.
4. In the window, enter a user's name or sign-in email. You can add multiple users.
5. (Optional) To remove a user, click the X button next to their names.
6. After adding users, click Save.

The users will be added to the General Mailbox tab and their profiles will be synced automatically.

Edit a mailbox

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click Edit.
4. Edit the mailbox's fields.
5. Click Save.

View mailbox details

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Mailbox Details.
4. View Basic and Advanced information about the mailbox details.

Rate limit mailbox

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Rate Limit Mailbox.
4. Click the dropdown menu to select 1 Hour, 3 Hours, or 5 Hours to limit sending emails for selected mailboxes.
5. Click Confirm.

Count emails

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Count Emails.
4. Click Confirm to count the quantity/amount of emails in the selected activated mailboxes.

Restore emails

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Restore Emails.
4. Select the start date and time, and the end date and time.
    Note: The end date and time must be later than the start time.
5. Click Confirm.
   You will restore the deleted emails for your selected mailboxes.

Deactivate a mailbox

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Deactivate.
   A confirmation window will appear.
4. In the window, click Confirm.
   By deactivating the mailbox, the user won’t be able to access emails. The data remains unchanged in activated or deactivated mailboxes. The mailbox status will change to Deactivated.

Delete a mailbox

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Delete.
   A confirmation window will appear.
4. In the window, click Delete. 

Purge a mailbox

1. Access the Mailbox section.
2. Click the General Mailbox tab.
3. To the right of a mailbox you want to edit, click the ellipsis , then click Purge.
   A confirmation window will appear.
4. In the window, click Purge.
   Note: You will delete mailboxes and data permanently and can’t recover them. Associated users won’t be able to access their emails.

How to manage the Shared Mailbox tab

Create a shared mailbox

1. Access the Mailbox section.
2. Click the Shared Mailbox tab.
3. In the top-right corner, click + Created Shared Mailbox.
   A pop-up window will appear.
4. In the window, complete information for your First Name, Last Name, and Email.
5. Add members to this shared mailbox.
6. Click Save.
   Creating a shared mailbox will allow several users to send and receive emails from the same email address.

View and manage shared mailbox members

Access the Members page

1. Access the Mailbox section.
2. Click the Shared Mailbox tab.
3. To the right of the shared mailbox that you want to manage, click View.
   You will be directed to the Members page.

Manage the Members page

The header fields include Email, Access, First Name, and Last Name.

1. Access the Members page.
2. (Optional) At the top of the window, search for a member by their email. 
3. (Optional) To the right of the header fields, click the arrow to sort users in ascending or descending order, based on the header column.

Add members to this shared mailbox

Users can be added to this shared mailbox, and you can change members’ roles on the members management page when you select multiple members.

1. Access the Members page.
2. In the top-right corner, click + Add User. 
   A pop-up window will appear.
3. In the window, select users who you want to add to the mailing list in the following ways:
   • (Optional) At the top of the window, search for users by their email and select them. 
   • (Optional) To the right of the header fields, click the arrow to sort users in ascending or descending order, based on the header column. Then, select the user(s) that you want.
   • To select multiple users, select user checkboxes to the left of the users.
   • (Optional) To select all users, click the checkbox to the left of the Email header field to select all users.
4. After selecting users, click Save.
   The user(s) will be added to the mailing list members.

Change permissions for individuals or members

1. Access the Members page.
2. Select the checkbox of a user or multiple users.
3. At the top of the page, select from the following options:
   • Permit To Read Only
   • Permit To Read and Write
4. In the confirmation window, click Confirm.
   The selected user(s)' permissions will change to your selection and will be reflected under the Access column.

Remove members

1. Access the Members page.
2. Remove mailing list members:
   • To remove an individual member:
     • To the right of a user, click Remove.
   • To remove multiple members:
     1. To the left of multiple users, select their checkboxes. 
     2. At the top of the page, click Remove.
   • To remove all users at once:
     1. To the left of the Email header field, click the checkbox to select all users.
     2. At the top of the page, click Remove.
3. If a confirmation window appears, click Remove.
   Removed users won’t be able to access this shared mailbox.

Delete shared mailboxes

1. Access the Mailbox section.
2. Click the Shared Mailbox tab.
3. To the right of the shared mailbox that you want to remove, click Delete.
4. In the confirmation window, click Delete.
   Note: These shared mailboxes and emails will be not available. Users in these shared mailboxes won’t be able to access their emails. You can’t recover deleted items.

How to manage the Alias Mailbox tab

Create an alias

1. Access the Mailbox section.
2. Click the Alias Mailbox tab.
3. In the top-right corner, click + Create Alias.
   A pop-up window will appear.
4. In the window, complete the following information:
   • Email: Search for an email prefix and select an email address.
   • Alias: Enter an alias for the selected email address.
     • (Optional) Click the dropdown and select the domain that you want to use.
   • Display Name: Enter a display name.
   • Description: Enter a description for the alias.
5. Click Confirm.
   The alias will appear in the Alias Mailbox tab.

After creating an alias, the user can use the alias to send an email to other users or receive emails. Recipients can also reply to the alias email.

Edit aliases

1. Access the Mailbox section.
2. Click the Alias Mailbox tab.
3. To the right of an alias you want to edit, click Edit.
   A pop-up window will appear.
4. In the window, edit the alias information, then click Confirm.

Delete aliases

1. Access the Mailbox section.
2. Click the Alias Mailbox tab.
3. To the right of an alias you want to delete, click Delete.
   A confirmation window will appear.
4. In the window, click Confirm.

How to manage the Delegate Mailbox tab

Add a delegate

Add a delegate for a delegator and customize their permissions for the selected mailbox. 

1. Access the Mailbox section.
2. Click the Delegate Mailbox tab.
3. In the top-right corner, click + Add Delegate.
   A pop-up window will appear.
4. In the window, complete the following information:
   • Delegator: Select a delegator. Search by email prefix and select the user's email address.
   • Delegate: Select a delegate for the delegator. Search by email prefix and select the user's email address.
   • Permissions: Select the delegate's permission for the selected mailbox:
     
     • Read Only: Can only read emails.
     • Compose New Emails: Can read and send new emails.
     • Full Access: Has complete access to the mailbox, including composing and managing mail settings.
   • Historical Emails: Select this checkbox to allow the delegate to read and respond to historical emails.
5. Click Add.
   The delegator will appear in the Delegate Mailbox tab.

Edit a delegate

1. Access the Mailbox section.
2. Click the Delegate Mailbox tab.
3. To the right of a delegate you want to edit, click Edit.
4. Edit the delegate's/delegator's information.
5. Click Confirm.

Remove a delegate

1. Access the Mailbox section.
2. Click the Delegate Mailbox tab.
3. To the right of a delegate you want to delete, click Remove.
   A confirmation window will appear.
4. In the window, click Confirm.

Search for delegates

1. Access the Mailbox section.
2. Click the Delegate Mailbox tab.
3. At the top of the page, use the search boxes to search for delegates or delegator.