[Video & Screenshots] I've found that many are still searching for alternatives on how to use your branded domain for email. The giants in the game like Google Apps are no longer offering a free account (some still have a grandfathered account) and also Outlook.com (domain live manager) ended that party last summer. ZOHO Mail has been the quite little engine in the background that stuck to it's core competencies offering a suite of products to individuals and small businesses a like. Their free account is free of Ads and offers 10 inboxes (5gb ea) and the ability to tie in other programs like their CRM, Calendar, and Password Storage – Vault.
ZOHO email is pretty easy to set up and I've done this for a handful of people when they are looking for more products and flexibility than using their hosts email servers. One could argue that mixing your hosting and email together is a recipe for issues down the road because if one goes out… they both do. Not like that has ever happened to anyone I knew before…. hrmmm.
I have a quick video on how to set up ZOHO. Due to time, I wont' be able to step you through each registrar out there but will try to give you a few screenshots to help. I'll use for my video Hostgator / cPanel which is a common “look” amongst most hosting/registrar companies. The concept is the same no matter what company you have.
How To Set UP ZOHO Mail Video
I recommend to watch the video first and then back fill with any information below. 🙂
Link: http://youtu.be/Af52zIjbGdQ
Overview:
- Sign up with ZOHO
- Add your domain
- Confirm you own your domain
- Change MX records to ZOHO
- Add SPF record (TXT) entry to your domain
- Start Using inbox.
Getting Started With ZOHO Email
Sit back and crack your knuckles as we dive into getting started with Zoho. First you will need to have your domain name you want to utilize picked out and ready to go. This assumes you've made the purchase of that domain and it is sitting there like “pick me.. pick me”. HA —-
Log into your domain manager or cPanel with the company you picked like Godaddy, Fatcow, Bluehost, Hostgator, 1and1 and etc… This will look different depending on your domain registrar you've chosen. In my video, I've covered Hostgator / cPanel quickly to show you where you can find the MX records.. HAVE THIS OPEN IN A NEW TAB READY TO GO. We will come back to this.
Choose Sign Up Page At ZOHO
As seen below, choose the “Free” Plan and continue to the next page.
Add Your Domain Name to ZOHO
Select the first box and type in your domain without the “www” in front. Then hit “Add Domain”.
Account Signup Details With ZOHO
Enter your details of First Name, Last Name, Your desired email account address (“”name_goes_here””@ yourdomain.com), Password, (pick one that is strong with upper and lower case followed with a combo of numbers and symbols), Contact Email (Use an existing email you can check like a personal one…gmail, aol, outlook), and lastly show that you are human by doing the elementary school puzzle. Click on you agree to terms and conditions then the “Sign Up” button. It's like a stop sign… you can't miss it!
Details Confirmed
Once you've reached this step you should be go to go so you can proceed to verify that you have ownership of the domain you've “signed up”.
How To Verify Domain Ownership
You have a few options here. CNAME record, TXT record or HTML File.
I find the quickest way is to download the HTML file ZOHO gives you. Log into your FTP of where you host your site and create a file “zohoverify” and put that file in that folder. Once you've done that…hit this link which will be UNIQUE to YOUR situation (they will give it to you exactly as I've shown in the video): www.yourdomain.com/zohoverify/verifyforzoho.html
If you don't have a hosting account then you will need to either do the CNAME or TXT verification method. Don't worry, ZOHO provides the exact values and I am confident that you can follow along to introduce those to your domain to verify.
If you choose CNAME then ZOHO will provide you what the name below should be. Essentially this is what it will look like.
Name/ Host/ Alias/ CNAME: zb********
Value/ Points To/ Destination/CNAME: zmverify.zoho.com
If you choose to do TXT method then you will add this unique value given to you: zoho-verification=zb*****.zmverify.zoho.com
Update MX Records
Once you've made your way to that section in your cpanel or command center, you will select your domain and find the “MX Records” sections. By default your registrar will have theirs populated and your mission is to simply delete the couple (usually 2-4 records exist) they have and replace with ZOHO's MX records.
A word of patience to tell you; it will take any where from a few minutes to a few hours for the interwebs to propagate these changes once you've saved them. So my advice is be patience with the process and change.
Want to check your MX records? Go Here: http://mxtoolbox.com/
ZOHO MX Records
Host | MailServer Name | Priority
@ | mx.zohomail.com. | 10
@ | mx2.zohomail.com. | 20
General Concept Instructions to change the MX records
This is from ZOHO. They said it best!
Follow the steps below to change the MX records for your domain. The terminology used here is generalized and may vary according to your provider.
- Log in to your domain registrars web portal.
- Launch the ‘DNS Manager'/ ‘Domain Management Page'/ ‘DNS Control Panel' for your account, which lists all the domains you have registered.
- Locate the option which specifies ‘MX Records'/ ‘Email Servers'/ ‘Email Settings' (Consult the help pages of your provider or get support from the registrar).
- If you have any existing entries, remove those entries.
- Locate the option to add new record and select that.
- Specify the ‘Name'/ ‘Host' as ‘@' or leave it ‘Blank'.
- Specify the Value as ‘mx.zohomail.com' for the first record.
- Select the priority to 10 or any lower number as supported by your registrar.
- Follow the same steps to add another MX record for your domain.
- Only the MX records provided below should be listed, to ensure correct email delivery to your domain.
Sender Policy Framework (SPF)
Record name: v=spf1 mx include:zoho.com ~all
Steps to add SPF TXT record in GoDaddy domain manager:
- Log-in to your domain manager.
- Click on your domain.
- Under Total DNS, click Launch.
- Click Add New TXT Record.
- Enter the TXT Name and TXT Value “v=spf1 mx include:zoho.com ~all” as shown in the image below.
- Click OK.
Set up Custom URL For Email
Go to your where your domain registrar and you will want to add a CNAME record. (ZOHO's Help) Most cases they have already added one for you if you choose to use their email servers (referring to your domain registrar or hosting company).
Typically the record looks like “mail.yourdomain.com” or “webmail.yourdomain.com”. If one exists… just simply update the “Alias” to “business.zoho.com” and hit save. Give it a try and when you type in your custom URL… it should take you to a custom login page from ZOHO. If you've added your company logo… it will show up as well!
Host name: mail
Alias: business.zoho.com
SMTP Settings for Domain (for phone or desktop email client)
So if you are using an outside inbox to check and send email like Gmail or Outlook on your computer or phone… you will need these settings right here:
SSL
- Outgoing Server Name: smtp.zoho.com
- Port: 465
- Security Type: SSL
- Require Authentication: Yes.
- Email address should match the email address/ aliases of the account & password.
TLS
- Outgoing Server Name: smtp.zoho.com
- Port: 587
- Security Type: TLS
- Require Authentication: Yes.
- Email address should match the email address/ aliases of the account & password.
Now you should be on your way of setting up additional inboxes, forwards, groups, and etc within your zoho account.
I hope this has proved to be useful and that it can be of value to you. If you have any questions, please feel free to ask. I'll do my best to respond and get your pointed in the right direction.
Dynamic, high-energy executive with history of performance-oriented leadership to e-commerce sales and marketing within the online marketing and advertising industry. MichaelStults.com is where I share my thoughts on different marketing methods, wordpress, leadership, and various topics that I feel inspired to write about. Please take time to learn more about Rare Disease at www.BriParDun.com