What do You Need Before You Start?
- Enable IMAP in your Zoho account. Go to Settings, then Mail Accounts, then IMAP Access and tick the box.
- Create an application specific password if two factor authentication is on.
- Know whether your account is personal or an organization account.
| Setting | Value |
|---|---|
| Incoming server, personal account | imap.zoho.com |
| Incoming server, organization account | imappro.zoho.com |
| Incoming port | 993 with SSL |
| Outgoing server | smtp.zoho.com |
| Outgoing port | 465 with SSL |
Zoho lists these values in its Outlook guide. Zoho accounts on a regional data center use the regional server names, so check your Zoho settings page. Other Zoho client guides list the same ports.
How do You Add Zoho Mail to Outlook?
- In Outlook, select File, then Add Account.
- Select Manual setup or additional server types, then POP or IMAP.
- Enter your name and your Zoho email address.
- Set the account type to IMAP and enter the incoming and outgoing servers from the table.
- Enter your full email address as the user name. Enter your Zoho password or the application specific password.
- Tick Remember Password and select More Settings.
- On the Outgoing Server tab, tick the SMTP authentication option and select the same settings as the incoming server.
- On the Advanced tab, set port 993 with SSL for IMAP and port 465 with SSL for SMTP.
- Select OK and then Test Account Settings.
How do You Avoid Duplicate Sent Items?
Zoho states that its SMTP server saves a copy of sent mail and that Outlook can save a second copy. You can disable the server copy in the Zoho SMTP settings or disable the Outlook copy.
Select one place for the Sent copy and test with one email.
How Much Mail does Outlook Download?
Zoho states that Outlook syncs only the headers by default. Outlook downloads the full message when you open it. You can adjust that in the Send/Receive settings.
A header only sync shortens the first connection but leaves the bodies on the server. Download the full messages if you plan to work offline.
Can You Backup Zoho Email to a PST File?
Method: Zoho Backup Tool (Paid After Demo)
Who it suits. Users who need a local copy of a Zoho mailbox. Extra application. Zoho Backup Tool.
Zoho Backup Tool saves emails with attachments as PST, PDF, EML, MSG or MBOX. The software preserves the folder hierarchy and filters by date range. Personal and Zoho Small Business accounts both work without Outlook.
The demo downloads 100 emails. Incremental backup is available in the full version only.
Prefer Outlook for the export? Read how to export IMAP to PST.
Why does Outlook Reject the Zoho Login?
- IMAP access is off in Zoho, so enable it first.
- Two factor authentication is on and you used your normal password. Create an application specific password.
- The incoming server does not match your account type. Use imappro for organization accounts.
- A firewall blocks port 993 or port 465, so allow both ports.
Outlook shows a data file error? See the Outlook data file not configured error.
Frequently Asked Questions
Does Zoho Mail Work With Outlook?
Yes. Zoho Mail works with Outlook through IMAP once you enable IMAP access in Zoho settings.
What are the Zoho IMAP Settings for Outlook?
Zoho lists imap.zoho.com for personal accounts and imappro.zoho.com for organization accounts, with port 993 and SSL.
What are the Zoho SMTP Settings for Outlook?
Zoho lists smtp.zoho.com with port 465 and SSL, with SMTP authentication on.
Do You Need an App Password for Zoho Mail?
Yes, when two factor authentication is on. Create an application specific password and use it in Outlook.
Why does Outlook Show Duplicate Sent Items?
The Zoho SMTP server and Outlook both save a copy. Disable one of the two.
Can You Backup Zoho Email to PST?
Yes. Zoho Backup Tool saves Zoho Mail as PST and four other formats.
Does Zoho Backup Tool Need Outlook?
No. The vendor page states that the software works without Outlook.
Author's Verdict
Enable IMAP, create an application password if needed and enter the Zoho servers on ports 993 and 465.
Use Zoho Backup Tool when you want a PST copy of the mailbox.
Key Takeaways
- IMAP access must be on in Zoho.
- Organization accounts use imappro.
- Two factor accounts need an application password.
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