Using the Zoom Mail client

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The Zoom Mail Client allows you to view and manage your emails directly from the Zoom desktop client, further centralizing all your meeting, phone, chat, whiteboard, and email needs in one application. After connecting your existing Google or Microsoft 365 (Exchange) account, you can view and send emails through the Zoom client. Those eligible can also create a new email address through the Zoom Mail Service (Beta) if you would prefer not to use either of those 3rd-party services.

You can also connect your Google or Microsoft 365 (Exchange) account to view and manage your calendar through the Zoom client.

This article covers:

Prerequisites for using Zoom Mail client

Limitations of the Zoom Mail Client

  • The Zoom Mail Client only supports connecting with Zoom Mail Service, Google, or Microsoft 365 (Exchange) mail services.

How to view, reply to, search, and filter emails

View your emails

  1. Sign in to the Zoom desktop client.
  2. Click the Mail  tab.
    Your current inbox will be loaded, with available emails listed with most recent emails first.
  3. (Optional) Click the refresh icon  to sync your email.
  4. Click on an email to view the full contents, or hover your cursor over an email to see the following quick-actions:
    • Star mail icon : Star this email and have it listed under the Starred category. This option is located to the left of the email sender.
    • Trash can 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.
  5. 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.
    • Spam : Click to report this email as spam mail.
    • Label : Add a label to this email.
    • Mark as unread : Mark this message as unread.
    • More options  : Click this option to access additional options:
      • Archive: Send the highlighted email to your archive.
      • Print message: Print the currently open email. Your device’s printing prompt will appear.
      • Filter messages like these: Begin creating a custom filter based on this sender. Additional filter options are provided.
      • 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.

Change the inbox layout

  1. Sign in to the Zoom desktop client.
  2. Click the Mail  tab.
  3. In the top right corner, click the toggle view icon.
    Depending on the current view, the icon will vary.
    • To view your inbox and emails with the split layout, click the toggle view icon .
      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 the toggle view icon .
      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) 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)
  7. Click Send  to finalize the email and send it to recipients.
    A small window will appear, indicating the email is being sent.
  8. (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.

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 unread messages

  1. Click the filter icon  and then select Unread.
    Your inbox will just display unread messages, sorted by when they were received (Today, Last Week, Last Month, etc).

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 client.
  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:
    • General
      • Unread emails:
        • Show unread email count
        • In threads, show most recent emails on top
      • Push notifications: Choose how you want to receive notifications for incoming emails.
        • All emails
        • On emails that mention me
        • Off
      • 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
        • 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.
    • *Security  : Manage a list of emails that are blocked, approved, or auto-deleted.
    • Filters : Create and edit filters for your incoming emails.
    • *Groups : Manage custom groups of contacts. These groups can be used to quickly email all members of a specific team or department.
    • 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.

*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 client.
  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.

Disconnect your email account

To sign out of the current email account:

  1. Sign in to the Zoom desktop client.
  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.

View your emails

  1. Sign in to the Zoom desktop client.
  2. In the bottom-right corner, tap More .
  3. Tap Mail .
    Your current inbox will be loaded, with available emails listed with most recent emails first.
  4. Swipe the row of email folders to view additional email folders, including Starred, Drafts, Sent, Trash, Spam, Outbox, and Archive. Tap an email folder to view emails in that category.
  5. (Optional) Swipe left on an email to access the archive and delete  quick action. Tap to perform either action.
  6. (Optional) Swipe right on an email to access the star  quick action. Tap to star the email.
  7. Tap on an email to view the full contents.
    The following options are available above the email body:
    • Star icon : Star this email and have it listed under the Starred category.
    • Trash can icon  : Delete the highlighted email.
    • Mark as unread icon  : Mark this message as unread.
    • Label  : Add a label to this email.
    • Spam icon  : Report this email as spam mail.
    • Archive icon  : Send the highlighted email to your archive.
  8. Other options are available below each email in the thread:
    • Reply  : Begin drafting a reply directly to the sender of this email.
    • Reply all  : Begin drafting a reply to the sender and all recipients of this email.
      Note: This option is only available when there are other recipients CC’d on the email.
    • Forward  : Begin forwarding the email to another recipient, with optional additional text.

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 bottom-right corner, click Compose , or tap to open an email you want to reply or forward.
  2. Tap the To field, and enter recipients as needed to your email draft.
  3. (Optional) To the right of the To field, tap the down arrow  to access Cc and Bcc fields.

    Enter additional recipients in those fields as needed.

    1. Tap the Subject field, and enter a subject to the email, or optionally edit the subject line for an email being forwarded or replied to.
    2. Tap the text compose box to bring up the keyboard, then enter your message.
    3. (Optional) In the bottom-right corner of the email being composed, tap the plus icon  to attach an image.
    4. In the top right corner, tap the send icon  to finalize the email and send it to recipients.

If the email is closed before sending, it is automatically saved as a draft, which can be accessed in the Draft folder on the main email window. An email draft can be deleted by accessing the Draft folder and deleting the draft there.

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. At the top of the list of your email list, enter your search query into the search bar.
    All emails matching that query will be displayed below.

Manage mail client settings

Currently, Zoom Mail Client settings are located separately from the main app settings. These settings allow you to adjust your signature and sign out of the current email account.

  1. Sign in to the Zoom desktop client.
  2. In the bottom-right corner, tap More .
  3. Tap Mail .
  4. In the top-right corner, click the more option .
    The left side panel will open.
  5. Tap Settings .
    The following options are available:
    • General
      • Signature: Use the compose text box to edit your email signature, which is added to the end of all emails sent by you.
    • Security
      • Enable loading external resources: Tap the toggle to allow external resources in emails (such as images) can be loaded. Loading external resources shares your data with the resource owner.
    • Sign out: Sign out of your current email account. You will be redirected to the configuration process.

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