How to Access Your Zoho Mail Account Directly in Gmail

The basics of Gmail and Zoho Mail must be understood before we can get into the comparison's specifics. The full range of productivity, collaboration, and business apps includes Zoho Mail integration. As part of Zoho's vast array of integrated products, the email component provides powerful functionality with an easy-to-use interface for businesses of all sizes....

Published on May 13, 2024

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The basics of Gmail and Zoho Mail must be understood before we can get into the comparison’s specifics. The full range of productivity, collaboration, and business apps includes Zoho Mail integration.

As part of Zoho’s vast array of integrated products, the email component provides powerful functionality with an easy-to-use interface for businesses of all sizes. In contrast, Gmail is Google’s email service, quickly becoming the industry standard for consumer email services after starting as an invitation-only beta release.

It has excellent interaction with other Google services, robust search capabilities, and ease of use.

Integration of Zoho Mail in Gmail

Although comparing Zoho Mail and Gmail is instructive, integrating the two services may be the ideal solution for many companies. By utilizing the advantages of each platform, you can create a robust email ecosystem tailored to your unique needs.

User Experience and Interface

Zoho Mail

Designed to improve user experience, Zoho Mail has a simple and easy-to-use interface. It offers a dashboard for managing emails, simplifies switching between several email accounts, and guarantees a seamless, ad-free user experience.

Gmail

Gmail’s straightforward style is a byword for ease of use and practicality. It cleverly sorts emails into categories to cut down on clutter, and it provides a variety of customized styles to make the experience more unique.

Email Hosting for Custom Domains

Zoho Mail:

Using Zoho Mail set up is a custom domain email that is simple. Users can use their domain names to create professional email addresses with this domain-based email hosting service.

Gmail:

Gmail charges for custom domain email hosting. Users can now create email accounts using their domain names with G Suite, now Google Workspace. This integration gives your email correspondence a polished appearance.

Security

Zoho Mail:

With features like email encryption, two-factor authentication (2FA), and email retention policies, Zoho Mail has strong security protections. When handling sensitive data, businesses can feel secure knowing they conform to industry standards such as GDPR, HIPAA, and others.

Gmail:

Gmail has a robust security suite, including phishing detection, SSL encryption, and spam filters. A security checkup tool is also included to help customers keep an eye on their account activities and ensure their accounts are safe from illegal access.

Setting up Zoho Mail account

Custom email addresses with their domains are required for corporate use, and Zoho Mail is made just for them. However, we also acknowledge that some users might wish to utilize it for personal or non-domain purposes.

Follow these steps for Zoho mail setup.

  1. Open Zoho CRM official website.

2.From the signup box, select Personal email.

Pay Attention:

●     To create the account, you must select a unique user name.

●     Please give us your mobile number; we’ll use it for verification.

●     Use active mobile number during verification process

 

4- Fill all the above blanks with correct information.

Setting up Zoho Mail in Gmail using IMAP/POP

You can utilize Federated Sign In to use Zoho Services by creating an account on Zoho using your Google, Yahoo, or Facebook account. You must select a Zoho username in order to obtain an account username@zohomail.com while setting up and using a personal account in Zoho Mail.

As long as you use webmail only, you can use Federated Sign-in and won’t require a different password for Zoho.

However, you must create and use the unique Zoho password if you wish to access via POP/IMAP, Active Sync, or Zoho mail Forwarding to gmail.

To set up Federated Sign In and create your Zoho account password at accounts.zoho.com, follow the steps listed below.

  1. Click the “Forgot Password” option on the login page.
  2. After completing the captcha and entering the registered email or mobile number, click Request.
  3. Choose the password reset method that best suits your needs, such as receiving a verification code on your mobile phone or an email with a reset link.
  4. You will be redirected after entering the verification code or selecting the reset link.
  5. After entering a password, select Change. You can use this password to log in right now.

Changing Primary Email Address

The email address that is connected to your Zoho account is known as the Primary Email Address. You can modify it. Only password reset requests and verification will be sent to the primary email address of users of @zohomail.com.

  • Access Zoho Mail by logging in.
  • After clicking on your avatar, select My Account.
  • After that, you’ll be taken to the Zoho Accounts page. Click on Profile in the left pane, then click on Email Address.
  • The Email Address section will reveal all of the email addresses connected to your account.
  • Setup the email address in the list and selecting Set as Primary address will allow you to choose that address as your primary one.

6.You can also choose a newly acquired email address as your primary address.

  • To link a new email address to your Zoho account, click Add Email Address and enter it.
  • Click Add when finished. A notification will be sent to the address you have entered for verification. You can link your email address to your Zoho Account after successful verification.
  • To designate the recently added email address as your primary address, proceed to step 5.

Pay Attention

You can also change the display name for email.

 

Troubleshooting common issues during setup and usage

There are two common issues that users faces during setup the mail.

1- Entering Wrong Number during Sign up

You will only get the verification code if you sign up with the correct mobile number. Consequently, you won’t be able to finish the registration procedure. The procedures listed below will help you finish your sign-up with the proper mobile number:

  • Enter the wrong mobile number as your username and password when signing up to access mailadmin.zoho.com.
  • Click the Click Here hyperlink to access the verification page.
  • Click the “Update my mobile” tab after selecting your country code and entering your phone number.
  • When finished, select the Resend Code link to receive an SMS with the verification code.
  • To activate your account, enter the verification code and select Verify my mobile.

2- Invalid Email Address

When logging into your account, you may occasionally receive an error message saying your email address is invalid. If your mobile number still needs to be validated, this could happen. In certain situations, log in using your cellphone number. This will take you to the page for verification so you can confirm your mobile number.

  • To sign up, you can use a different email address or domain.
  • You can register using the email address and domain in a new deployment/region and remove the domain from the one currently used.
  • Additionally, you can keep utilizing the domain email from the current deployment area.

Configuring Zoho Mail SMTP settings in Gmail

(Personal users with an email address username@zoho.com) Outgoing Server Settings:

Name of the Outgoing Server: smtp.zoho.com

465 Port

SSL security type; authentication is required: yes.

(Organization users having a domain-based email address, such as you@yourdomain.com) Outgoing Server Settings:

Name of the Outgoing Server: smtppro.zoho.com

Port: 587 using TLS or Port: 465 using SSL

Do You Need Authentication?

The email address must correspond to the account’s email address or email aliases for which the authentication information is supplied.

Zoho Mail’s Configuration settings

Smtp.zoho.com TLS Outgoing Server Name

Port: 587

Type of Security: TLS

The email address must correspond to the account’s email address or email aliases for which the authentication information is supplied.

If you’ve activated Two-Factor Authentication, you might need an Application-specific Password to create the account on other devices.

Duplicate Sent Copies: Avoid keeping copies in the Sent folder

Your Sent folder is automatically populated with emails that you send from other email applications, such as Outlook or via smtp.zoho.com. Nonetheless, specific email clients tend to store a copy in the local Sent folder by default.

Due to this, two copies of the emails are in the Sent folder—one from the email client and one from the Zoho servers. The user may select the Do not save a copy in the Sent folder to prevent duplication. ​

  • Access Zoho Mail by logging in.
  • Navigate to Settings. Go to Mail Accounts and select the appropriate email address from the list on the left.
  • Uncheck the ‘Save copy of sent emails’ option under the SMTP section to prevent emails sent with the smtp.zoho.com setup from being saved in the Sent folder.

    Syncing contacts and calendar between Zoho Mail and Gmail

    Syncing Contacts Between Gmail and Zoho Mail

    To manually configure contact syncing, start by Zoho mail importing contacts into Gmail after exporting them from Zoho Mail.

    • Navigate to the Contacts area in Zoho Mail and pick the contacts you wish to export.
    • Select “Google CSV” as the format when you click “Export.”
    • After logging into your Gmail account, select Contacts > ‘More’ > ‘Import.’
    • Choose the CSV file that you recently imported into Gmail after downloading.

    Syncing Calender Between Gmail and Zoho Mail

    These are the steps to Zoho mail sync your Zoho calendar with Google Calendar:

    • Select the ‘Settings’ gear icon from the Calendar screen in Zoho Mail.
    • After selecting the ‘Sync’ tab, choose ‘Google Calendar Sync.’
    • Enter your Google account information and allow Zoho Calendar to sync your data.

    Tips and best practices for efficient usage

    • Be clear and good
    • Emails should be concise and straightforward to read. Messaging that is too long and meandering will not likely be delayed to be read or responded to.
    • Make Use of Formal Words
    • Always email in a professional manner that represents your organization correctly, whether to external parties or other members of your staff.
    • Recognize Your Attachments
    • Keep attachments to a minimum, and ensure they add anything meaningful to the body of the email. Email transmissions can become sluggish and cluttered with large or unnecessary attachments.
    • Give team members access.
    • Assign team members access to specific email folders or labels when it makes sense to improve teamwork and ensure everyone has the required information.
    • Make use of Gmail and Zoho calendars.
    • Link your calendar and email to manage meetings, appointments, and deadlines. Reminders can help you keep organized and take advantage of significant opportunities.
    • Utilize Common Inboxes.

    Comparison of features between Zoho Mail and Gmail

Interface and User Experience

Zoho Mail Gmail
Zoho’s email interface is clutter-free, promoting productivity. It’s simple organization and seamless integrations across Zoho’s suite make it user-friendly and efficient. With features like customizable tabs, Smart Compose, and a priority inbox, Gmail continually improves its user experience.

 

Storage and Attachments Options

Zoho Mail Gmail
Zoho Mail offers ample storage, ranging from 5GB in the free plan to 100GB in premium tiers. Gmail’s generous 15 GB storage, shared with Google Drive and Photos, meets most users’ needs.

Security and Privacy

Zoho Mail Gmail
Zoho ensures tight security with end-to-end encryption, two-factor authentication, and features like IP restriction and S/MIME support. Gmail prioritizes security with Google’s robust infrastructure, including two-factor authentication, advanced spam filtering, and encryption.

 

Conclusion

In conclusion, before digging into the details of their particular comparisons, it is imperative to grasp the fundamentals of both Gmail and Zoho Mail. Although Zoho Mail provides an extensive range of integrated products, Gmail is a popular consumer email service that seamlessly integrates with Google’s toolkit.

By combining these two systems, a robust email ecosystem that meets the needs of various users can be provided. Gmail offers functionality and customization, while Zoho Mail offers simplicity and ease of use in terms of user experience and interface.

The two offer different email hosting for custom domains: Gmail charges it through Google Workspace, while Zoho Mail includes it as part of its service. Both platforms prioritize security, utilizing features like authentication and encryption to safeguard user data.

While Zoho Mail and Gmail may differ in setting up accounts and resolving typical problems, both aim to provide a flawless user experience.

Ultimately, the decision between Gmail and Zoho Mail comes down to personal tastes and needs, with the ability to combine both for increased workflow and productivity management.

 

FAQs

1-What is Zoho Mail?

Zoho Mail is an email service provided by Zoho Corporation, offering features such as email hosting, collaboration tools, and security measures.

2-Why integrate Zoho Mail with Gmail?

Integrating Zoho Mail with Gmail allows users to access Zoho Mail features within the Gmail interface, streamlining email management and workflow.

3-How to set up Zoho Mail in Gmail?

To set up Zoho Mail in Gmail, users can configure IMAP/POP settings in Gmail by adding their Zoho Mail account details.

4-Are there any requirements for integrating Zoho Mail with Gmail?

Yes, users need to ensure their Zoho Mail account is set up with IMAP/POP access enabled to integrate it with Gmail.

5-Can I access all Zoho Mail features within Gmail?

Yes, users can access most Zoho Mail features within Gmail, including sending and receiving emails, managing folders, and accessing attachments.

6-What are the benefits of using Zoho Mail within Gmail?

The benefits of using Zoho Mail within Gmail include centralized email management, access to Zoho Mail features within Gmail’s familiar interface, and enhanced productivity.

7-Are there any limitations or drawbacks to using Zoho Mail in Gmail?

Limitations may include potential differences in performance and certain Zoho Mail features that may not be fully supported within Gmail.

8-How to manage Zoho Mail settings within Gmail?

Zoho Mail settings within Gmail can be managed by accessing the Gmail settings menu and navigating to the “Accounts and Import” or “Accounts” tab.

9-Can I receive notifications for Zoho Mail within Gmail?

Yes, users can receive notifications for Zoho Mail within Gmail by enabling email notifications in the Gmail settings.

10-How does Zoho Mail integration affect Gmail’s performance?

Integrating Zoho Mail with Gmail should not significantly affect Gmail’s performance, but users may experience minor delays in email synchronization.

11-Is it possible to switch back to the native Zoho Mail interface from Gmail?

Yes, users can switch back to the native Zoho Mail interface from Gmail by accessing their Zoho Mail account directly.

12-Are there any security concerns with integrating Zoho Mail with Gmail?

Security concerns may include potential risks associated with granting access to Zoho Mail data within Gmail and ensuring proper authentication measures are in place.

13-Can I use Zoho Mail with Gmail on mobile devices?

Yes, users can use Zoho Mail with Gmail on mobile devices by accessing Gmail through the mobile app or web browser.

14-How to troubleshoot common issues when using Zoho Mail in Gmail?

Common issues when using Zoho Mail in Gmail may include authentication errors, synchronization issues, and configuration problems, which can be resolved by checking settings and troubleshooting steps.

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