Using the Zoom Mail client

View your emails

1. Sign in to the Zoom desktop app.
2. Click the Mail tab .
   Your current inbox will be loaded, with available emails listed with most recent emails first.
3. In the top-left corner, view the user initials to identify which mailbox you are signed in to.
   • Click the user initials to view and switch accounts.
4. (Optional) Click the refresh icon  to sync your email.
5. Click an email to view the full contents, or hover your cursor over an email to see the following quick-actions:
   • Mark as important/Mark as not important : To the left of the email send, click the Mark as important/Mark as not important label to mark the email as important or unimportant.
   • Mark as starred icon : Star this email and list it under the Starred category. This option is located to the left of the email sender.
   • Delete icon  : Delete the highlighted email.
   • Archive icon  : Send the highlighted email to your archive.
   • Mark as unread icon / Mark as read : Mark this message as read or unread, depending on its current status.
6. With the email fully open, the following options are available above the email body:
   • Delete : Delete the current email.
   • Star : Star this email and have it listed under the Starred category.
   • Archive : Send the highlighted email to your archive.
   • Label : Add a label to this email.
   • Move : Move this email under a label.
   • Spam : Click to report this email as spam mail.
   • Mark as unread : Mark this message as unread.
   • Mark as important/Mark as not important: Click the Mark as important/Mark as not important label to mark the email as important or unimportant.
   • More options  : Click this option to access additional options:
     • Report Phishing: Report a phishing email; this will automatically move the email to Spam.
       Note: Only the Zoom Mail Client supports the Report Phishing option; Gmail and Outlook currently do not support this. 
     • Filter messages like these: Begin creating a custom filter based on this sender. Additional filter options are provided.
     • Print: Print the currently open email. Your device’s printing prompt will appear.
     • Previous email icon  : View the previous email in your inbox.
     • Next email icon  : View the next email in your inbox.
     • Reply icon  : Begin drafting a reply directly to the sender of this email.
     • Reply all icon  : Begin drafting a reply to the sender and all recipients of this email.
     • Forward icon  : Begin forwarding the email to another recipient, with optional additional text.
     • Share to chat : Share an email to Zoom Team Chat. You can send the email to a contact or channel.
       Note: For emails that contain images that are not displayed, you can share to Team Chat without the images, or change how images display in the Inbox and Messages settings.
       1. In the Send to Team Chat window, under Send to, search for and select the channel or contact you want to send the email to.
       2. (Optional) Enter a message.
       3. Click Send.
          The email will be sent as a Team Chat message, where the recipient can view the email.
7. With the email fully open, select the text and right-click the text to use the following actions:
   • Copy : Copy the selected text.
   • Translate: Translate the selected text to your preferred language.

View scheduling conflicts in email invitations for a meeting

1. Sign in to the Zoom desktop app.
2. Click the Mail tab .
   Your current inbox will be loaded, with available emails listed with the most recent emails first.
3. Click an email invitation to a meeting to view the full contents.
   On the email meeting invitation, your agenda will appear to the right of the meeting details, displaying your schedule (pre-existing events) around the proposed meeting time. An indicator of whether the proposed meeting time conflicts with an existing event on your calendar will appear. Scheduling conflicts will be indicated in red text. 
   Note: The agenda only appears when you have scheduling conflicts around the proposed meeting time.
4. (Optional) Click a scheduling conflict to view and manage the event.
5. (Optional) Click View full agenda to view your calendar. 

Change the inbox layout

1. Sign in to the Zoom desktop app.
2. Click the Mail tab .
3. In the top-right corner, click the Settings icon .
   
   • To view your inbox and emails with the split layout, click Split View .
     This layout provides your list of emails on the left side, with the right side displaying the selected email.
   • To view your inbox and emails with the list layout, click List View .
     This layout provides a full width view of your email list, while clicking an email opens the email in full view.

Create a new email or respond to an email

Emails can be drafted and sent either as a new email or a response to an email you’ve received.

1. In the top-left corner, click the new email icon  , or click to open an email you want to reply or forward.
   Drafting a new email will open a new email window in the bottom-right corner, while replying to or forwarding an email will open the compose box below the received email.
2. Add recipients as needed to your email draft.
3. (Optional) Click the Cc and/or Bcc options to add additional recipients in those fields.
4. Enter a subject to the email, or optionally edit the subject line for an email being forwarded or replied to.
5. Enter your message in the text compose box.
6. (Optional) When composing an email, type @username to highlight other users’ names in an email to mention other users.
   Those users will be added to the recipients list if they are not already included.
7. (Optional) Along the bottom of the email draft, click the following options:
   • Formatting options : Click to open additional formatting options for the body of the email.
     • Bold icon : Bold the highlighted text.
     • Italicize icon / : Italicize the highlighted text.
     • Underline icon : Underline the selected text.
     • Strikethrough icon : Strikethrough the highlighted text.
     • Text color icon : Access both the ability to adjust the color of the text itself and/or the color highlight around the text. 
     • Text size icon : Adjust the size of the font, choosing from Small, Medium, and Large text sizes.
     • Link icon : Insert a link for the highlighted text.
     • Heading icon : Adjust the style of the text, choosing from Heading 1, Heading 2, Heading 3, and Paragraph.
     • Bulleted list icon : Begin a bulleted list.
     • Numbered list icon : Begin a numbered list.
     • Increase indent icon : Increase the indent of the selected text.
     • Decrease indent icon : Decrease the indent of the selected text.
     • Quote icon : Create a quote of text.
     • Eraser icon : Clear all formatting of the selected text.
   • Attach a file icon  : Attach a file or image to the email.
   • Emoji icon : Insert an emoji or GIF image into the text of the email.
   • Scheduled send icon  : Set when you want this email draft to be sent to recipients. (only available with the Zoom Mail Service)
   • Password protection : Restrict access to the email using a link, which will expire after 1 day, 1 week, or 1 month after sending. Recipients cannot access the email and its contents after link expiration. (only available with the Zoom Mail Service)
8. Click Send  to finalize the email and send it to recipients.
   A small window will appear, indicating the email is being sent.
9. (Optional) Click Cancel or Undo to stop sending the email.
   Note: The length of time you have to undo sending an email is determined in Settings.

If the email is closed before sending, it is automatically saved as a draft, which can be accessed in the Draft folder on the left-side panel. An email draft can be deleted while composing the message by clicking the trash icon , or by accessing the Draft folder and deleting the draft there.

Note: A warning banner is displayed when you send an email to or receive an email from an external user. When an external user has been added to the email, the email won’t be end-to-end encrypted. 

Search for and filter emails

When looking for a specific email, or just trying to filter out certain categories of emails, the search and filtering options can help you get to the message you want more quickly. Emails can be searched by a specific sender, subject, or other keyword contained in the email.

1. In the top-right corner of the mail window, click the search icon .
2. Enter your search query into the search bar.
3. (Optional) Click to use the following search filters:
   • Has Attachment
   • Starred
   • From me
4. Press the Enter key to search.
   All emails matching that query will be displayed below.

You can also filter the default view of your inbox to only display specific messages:

1. Click the filter icon and then select from the following:
   • Unread
   • Starred
   • Important
   • Has Attachment

Your inbox will display only the filtered messages, sorted by when they were received (Today, Last Week, Last Month, etc).

Mark or unmark emails as important

You can view and filter emails that are important. You can also mark or unmark emails as important as well as arrange inbox sections into Important/Everything Else.

1. View your emails.
2. In the navigation menu, click the Inbox tab.
3. To the left of an email you want to mark as important, click the Important label.
   The email will be marked as important and automatically added to the Important tab. 
4. (Optional) To the left of an important email, click the Important label to unmark it as important.
5.  In the navigation menu, click the Important tab to view all marked important emails.

Mark emails as read

1. View your emails.
2. Select multiple email checkboxes.
   You can also select the checkbox at the top-right corner of the window to select all emails.
3. After selecting emails, at the top of the window, click Mark as read .
   The selected emails will be marked as read.
4. (Optional) After selecting emails, at the top of the window, click Mark as unread .
   The selected emails will be marked as unread.

Email all guests from a calendar invite

1. Access the Zoom Calendar client and view your calendar.
2. Click the event with the attendees that you want to email.
   The event card will appear.
3. On the event card, click the email icon .
   You will be directed to the email tab's compose window.
4. In the compose window, select and remove individual attendees from the mail list when composing the email.
5. Click Send.
   The email will be sent to the selected attendees.

Manage Mail Client settings

Currently, Zoom Mail Client settings are located separately from the main client settings. These settings allow you to adjust your signature, control which devices have access to your email account (Zoom Mail Service only), vacation settings, and more.

1. Sign in to the Zoom desktop app.
2. Click the Mail  tab.
3. In the top-right corner of the window, click the gear icon .
4. Click Email Preferences .
   The following settings will be available:
   • Accounts : Use this section to see the email account that they signed in with and view other email provider accounts. The events of the selected provider will appear on the calendar home page.
   • General
     • At the top of the General tab , view the following:
       
       • Your email address
       • Fingerprint tracking: View your fingerprint activity and see when it was last changed. Click the refresh icon to refresh the information.
       • Storage: View how much space you have used in Zoom Mail.
     • Unread emails: Change your notification settings for unread emails and enable or disable Zoom Mail sound effects.
       • For unread emails in your inbox, select from the following options:
         • Show unread email count: This will display a red notification with the number of unread emails in your inbox next to the Inbox tab in the navigation menu.
         • Show red dot: This will display a red dot next to the Inbox tab in the navigation menu.
       • Get notified for new emails: Select this checkbox if you want to be notified about new emails.
         • Play sound when I receive a new email: Select this checkbox to enable the Zoom Mail sound effect when you receive a new email. Deselect this checkbox to disable the sound effect.
       • After deleting or archiving the current conversation: Click the dropdown to select Show the next conversation or Back to email list.
     • Text Size: Users can adjust the font size by using the dropdown. When users zoom in and out of Zoom Mail, the font size will automatically adjust.
     • Mail Actions: When you click and fully open an email, these actions are displayed at the top of the email above the email body. Use the 6 dots to move the mail actions in the order that you prefer. Click Reset to default to reset the mail actions' order.  
   • Inbox and Messages
     • Inbox sections: Select how you want your inbox sections to be set up:
       • Default
       • Unread first
       • Important first
     • Organize by conversation: Select this checkbox to group emails of the same topic together. Then, select from the following sub-options:
       Note: After you select an option, you will need to click Restart because this change will take effect after you restart Zoom Mail.
       
       • Show most recent replies at bottom
       • Show most recent replies on top
     • Load External Images: Choose to display or not display external images.
       Note: After you select an option, you will need to click Restart because this change will take effect after you restart Zoom Mail.
       
       • Always display external images
       • Don't display external images
     • Attachment placement: Select where you want your attachments to be in an email.
       • Below text
       • Above text
   • Composer :
     • Undo Send: Set the length of time you have to cancel sending an email.
       Note: Depending on the email service, you may not be able to change this.
     • Signature: Create and manage multiple signatures. Use the compose text box to edit your email signature, which is added to the end of all emails sent by you.
       Note: This signature is stored locally and does not sync with your saved signature in Gmail and Outlook.
   • Templates : Create templates or manage/access shared templates.
   • Senders Management: Block, approve, or automatically move to trash emails form specific senders or domains.
     Note: Specific email address status overrides domain status.
   • *Security  : Manage a list of emails that are blocked, approved, or auto-deleted.
   • Vacation : Configure your out-of-office message, choosing a time frame, composing an auto-response, and choosing which groups of senders receive an auto-response.
   • Contacts : Add and manage contacts for Zoom Mail.
   • *Groups : Manage custom groups of contacts. These groups can be used to quickly email all members of a specific team or department.
   • Filters : Create and edit filters for your incoming emails.
   • Advanced Settings: Add account delegates for your account and view the accounts that you delegate.

*Note: Availability of these settings varies by email service used. The indicated settings pages are only available with Zoom Mail Service.

Manage devices with encryption access and backup encryption keys

When using the Zoom Mail Service, your encryption key is vital to maintaining the privacy of your emails. With this in mind, managing devices that have your encryption key stored locally is important, especially if a device has been lost or stolen.

1. Sign in to the Zoom desktop app.
2. Click your profile picture, then click Settings.
   
   This will open the settings window
3. Click the Profile tab .
4. Click Device Management for Encryption.
   Note: If this option is not available, you are not currently connected to the Zoom Mail Service.
   The following options will appear.
   • Activity: View all devices currently with access to your encrypted emails. Select one or more devices listed, and click Remove to revoke their encryption access.
   • Generate Backup Key: Generate a backup key, which can be stored elsewhere for safekeeping and imported on a new device, if you need to regain access to your encrypted emails after losing access to a device.
   • Input Backup Key: Import a previously generated backup key to regain access to your encrypted emails.

Use Zoom Mail in offline mode

When you are not connected to the internet, you can still access certain emails and perform actions automatically. Offline mode automatically turns on if you are not connected to the internet, and it turns off the minute the internet connection is restored. You can view on your Zoom client whether you are offline or not.

When Zoom Mail is offline, you can do the following actions:

• Users can access previously loaded emails while offline and select an email to check if it has been synced for offline use.
• Open emails and attachments when you are offline. In offline mode, you can open emails and attachments that are stored for offline mode (if attachments cannot be opened, they can be downloaded).
• Write responses or forward stored emails when you're offline, and have them sent when you're back online. You can see your emails that will be sent once you're back online; those emails are distinguished from other sent emails or drafts.
• Compose emails and compose replies that will be saved to your drafts.
• Reply to an email thread and have it saved in your drafts.

Notes:

• If you are not logged into the Zoom client when you do not have an internet connection, you cannot use offline mode on Zoom Mail.
• If you disable offline mode after having it enabled, all stored data will be deleted.

Disconnect your email account

To sign out of the current email account:

1. 1. 1. Sign in to the Zoom desktop app.
      2. Click the Mail  tab.
      3. In the top-right corner of the window, click the gear icon .
      4. Click Email Preferences .
      5. At the bottom of the list to the left, click Logout .
         You will be redirected to the configuration process.