Configuring domain management for Zoom Mail

Account owners and admins can view and manage the mail domains they own from the Zoom web portal. They can add or edit a domain, view all their domains in a list, and view details for a specific domain. Additionally, account owners and admins can select a domain they want to enable for the Zoom Mail and Calendar service.

Accounts managing one or more associated domains can use those domains to create corresponding email domains for use with the Zoom Mail Service. Admins can control mailing group creation, mailbox size quotas, calendar access control, and mail auto-deletion and retention.

This article covers:

• How to access Domain Management
• How to manage the Domain Management tab
  
  • Add a domain
  • Edit domain management
  • View domain management details
• How to manage the Bulk Migration tab
  • Select domain
  • Manage migration settings
  • Migrate users
    • Import batches of users
    • Bulk upload with CSV
  • View migrated user details

Prerequisites for configuring domain 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 Domain Management

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 Domain Management.

How to manage the Domain Management tab

The Domain Management tab displays the Domain, Company, Description, Status, and Escrow Admin information.

Add a domain

1. Access Domain Management.
2. Click the Domain Management tab.
3. Click + Select Domain.
   A pop-up window will appear.
4. In the window, select a domain from your associated domains, then click Add.
5. Complete information for your domain:
   
   • Under General, review and complete the following information:
     • Domain Name: Displays the domain name.
     • Creation Time: Displays the domain's creation date and time. 

     • Status Changed: Displays the date and time when the domain's status has changed.

     • Company Name: Enter the name of your company.

     • Domain Description: Enter a brief description about the domain.
       Note: The maximum character count is 100 characters.

     • Status

   • Under Mail & Calendar, review and complete the following information:

     • Zoom Mail: Click the toggle to enable or disable it. When enabled, the domain will be enabled for Zoom Mail.

     • Welcome Email: Click the toggle to enable or disable it.

     • Encryption: Click the toggle to enable or disable it.

     • Escrow: Click the toggle to enable or disable it. The Escrow Admin Email is displayed.

     • Groups can be created by: Click the dropdown menu to select Admin Only or Normal User.

     • Mailbox Size Quota: Limit the size of the mailbox.

     • Zoom Calendar: Click the toggle to enable or disable it. When enabled, the domain will be enabled for Zoom Calendar.

     • Default Calendar Access Control List (Internal): Click the dropdown menu to select calendar access.

     • Default Calendar Access Control List (External): Click the dropdown menu to select calendar access.

   • Under Advanced Settings, review and complete the following information:

     • Mailing List Suffix: To the right of this field, click the toggle to enable or disable it. Enter a mailing list suffix.
       Note: The maximum character count is 20 characters.

     • Auto delete trash messages: Click the dropdown menu to select the number of days. Zoom Mail will automatically delete messages that are in the trash that are older than the selected number of days.

     • Auto delete spam messages: Click the dropdown menu to select the number of days. Zoom Mail will automatically delete messages that are marked as spam that are older than the selected number of days.

     • Retain deleted messages: Click the dropdown menu to select the number of days. Zoom Mail will keep deleted messages for the selected number of days.

     • Retain deleted user account: Click the dropdown menu to select the number of days. Zoom Mail will keep deleted user accounts for the selected number of days.

     • Auto move messages into archive: Click the dropdown menu to select the number of days. Zoom Mail will automatically archive messages after the selected number of days.
6. In the top-right corner of the page, click Save Changes.

Edit domain management

1. Access Domain Management.
2. Click the Domain Management tab.
3. To the right of the domain you want to edit, click the 3 vertical dots , then click Edit.
4. Edit the domain details.
5. In the top-right corner of the page, click Save Changes after you are finished editing.

View domain management details

1. Access Domain Management.
2. Click the Domain Management tab.
3. To the right of the domain you want to edit, click the 3 vertical dots , then click View Details.
   You will be directed to the domain details page.
4. (Optional) In the top-right corner of the page, click Edit to edit the domain.

How to manage the Bulk Migration tab

The Bulk Migration tab displays information about the Date Initiated, Batch ID, Name, and # of users.

You can bulk migrate users' email data to Zoom Mail service. If you are migrating from Gmail, please enable the domain-wide delegation setting. If you are migrating from Outlook, please enable the application access setting.
Note: Only users that have Zoom Mail set up will be eligible for migration.

Select domain

1. Access Domain Management.
2. Click the Bulk Migration tab.
3. At the top of the page, click the dropdown menu and select the domain that you want to manage.

Manage migration settings

1. Access Domain Management.
2. Click the Bulk Migration tab.
3. Under Migration Settings, click the toggle to enable or disable it.
   When enabled, this setting will include spam, trash, and junk mail.

Migrate users

Import batches of users

You can upload up to 50 users per batch.

1. Access Domain Management.
2. Click the Bulk Migration tab.
3. At the top of the page, click + Import Batch.
4. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Next.
        You will be able to import users per batch.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to import users per batch.
5. Under Batch Name, enter a name.
6. Under Current Address, enter a user's external email.
7. Under Zmail Address, enter the Zmail username for the user.
   Note: The selected domain will automatically be used.
8. (Optional) Click + Add to continue to add more users.
9. (Optional) To the right of a username, click the trash icon  to remove the user from migration.
10. When you are finished adding users, click Begin Migration.
    The users will be imported to Zmail.

Bulk upload with CSV

You can upload up to 50 users per batch.

1. Access Domain Management.
2. Click the Bulk Migration tab.
3. At the top of the page, click Bulk Upload with CSV.
4. Select the email service you want to migrate, then click Next.
   • If you selected Gmail, follow the steps below:
     1. Ensure that you have completed the Google Migration Initiation steps.
     2. Select the I have completed this step checkbox.
     3. Click Next.
        You will be able to bulk upload users with a CSV file.
   • If you selected Microsoft Outlook, follow the steps below:
     1. After selecting Outlook, you will be redirected to Microsoft's sign-in page.
     2. Sign in to your Outlook account and follow the prompts.
        After you are signed in to Outlook, you will be able to bulk upload users with a CSV file.
5. Upload a CSV file by dragging and dropping a file into the pop-up window or choosing a file to upload.
   You can also download a CSV file and enter information into the file, then upload it.
6. Once the file is uploaded, click Import Users.
   You will be directed to the list of users that will be imported.
7. (Optional) Edit the user's current address or Zmail address.
8. (Optional) Click + Add to continue to add more users.
9. (Optional) To the right of a username, click the trash icon  to remove the user from migration.
10. When you are finished adding users, click Begin Migration.
    The users will be imported to Zmail.

View migrated user details

After you migrate users, you can view their details.

1. Access Domain Management.
2. Click the Bulk Migration tab.
3. To the right of a bulk user migration you want to manage, click View Details.
   You will be directed to the bulk migration details page, where information about Zoom Mail, User's current email, Date Initiated, and Status is displayed.