1. Sign in to Zoho Mail Admin Console using an administrator account. Open Users and choose the option to add a user.
2. Enter the person's name and agreed primary address. Check the selected domain carefully if the organisation owns several domains.
3. Set an initial password and require a password change at first login. Deliver the account name and temporary secret through your approved onboarding method.
4. Assign only the required groups and email policy. Keep administrator privileges separate from ordinary mailbox access.
5. Have the employee sign in, change the password, configure the organisation's required multifactor authentication and check their recovery information.

Send a message from an external account to the new address, reply from Zoho and confirm receipt at both ends. Test the department group separately. A successful sign-in does not prove that external mail routing is correct.

Record the employee's manager, licence, primary address and required shared resources in your internal onboarding record. Do not put passwords in that record.

Your organisation has an available licence for a new employee, Ada. In Zoho Mail Admin Console, open Users and choose the option to add a user.

1. Enter Ada's name and the agreed primary address [email protected].
2. Check that the selected domain belongs to the intended organisation.
3. Set the initial password and require a change at first login.
4. Assign the email policy and groups needed for Ada's role without adding unrelated administrator privileges.
5. Have Ada sign in and complete the organisation's required authentication setup.
6. Send an external test to Ada and confirm her reply arrives.

Expected result: the new employee has the intended mailbox, policy and licence. Test any department-group delivery separately before using that group for customer work.

If the address already exists, search users, aliases and groups before changing it. An address assigned to an alias cannot also become an unrelated mailbox without an intentional reassignment. If the organisation is managed through Zoho One, user creation belongs in its administration interface. For a missing licence or inaccessible organisation, give us the service identifier and desired account count. Never create a second unrelated organisation merely to get past a provisioning error.

• Setting up Zoho Workplace with your business domain
• Adding and using an email alias in Zoho Mail
• Creating a Zoho Mail distribution list for a team
• Securing Zoho Mail and connecting email clients

• Zoho: Adding Users
• Official product: Zoho Workplace

• Adding a user to Zoho Mail with the correct policy and licence