How to Create and Set Up Zoom Mail Account (Full Guide)

More than three years ago, in November of 2022, Zoom, the popular video conferencing app, made new additions to its traditional business. Zoom Workplace now gives users options to join a dedicated Zoom Mail Service and Calendar service. Many existing users (unhappy with their current email provider) wanted to try out the new service. However, there was still much confusion on how to create a Zoom mail account and where to start.

Don’t worry, even if you have only used Zoom for video conferencing and have zero idea of the mailing service, I will help you learn everything from scratch.

Before I tell you the exact account creation process, you must understand the difference between the client app and the actual email service.

Moreover, there are also several geographical availability limits on the service that Zoom does not tell you upfront. So my goal here is to make it transparent and easy to understand. Covering not only the account creation but also how to update your DNS, and discussing methods to bring your old data into the new Zoom mail account.

Zoom Mail Account Creation is Different From Using Zoom Mail Client

People often confuse the two, and rightly so; Zoom has kept the naming scheme quite similar. Under the hood, they cannot be more different. Everything from the nature of the product to price and availability is different.

Zoom Mail Client: This is an application just like Outlook or Thunderbird. It installs directly on your PC, and then you can add any email account, not just the one registered with Zoom, but Gmail, Yahoo, etc. It is available to all users, even those who are on Zoom’s basic plan. Moreover, anyone across the world (barring a few countries) can install and use this client for free. It has a mobile app variant as well, although it lacks some of the features.

Zoom Mail Service: It is the flagship email exchange facility that Zoom now offers to those who are willing to pay. With it, you get the option to create your very own @zmail.com account address or even use a custom domain email address. It is a premium-only service, and you must be located in the United States or Europe to access it. Major markets like East Asia, Australia, and India are yet to get this service. People who left AWS go here, so once you have the account, you can also transfer Amazon WorkMail to Zoom Mail

Now it’s clear that people who are looking for how to create a Zoom email address want a native Zoom Mail Service account and not the email client. Still, you can’t just jump into the process just like that. You need to make preparations first, and I will guide you every step of the way.

Preparation Before You Can Make and Use Zoom Mail

Only the personal account owner or the Zoom admin privilege holder (in the case of business accounts) has the permission to enable the account.

If you have a basic/personal Zoom Pro account, then the Zoom Mail and Calendar clients are already enabled for your account. It is only the Business and Enterprise Owners who have to manually unlock the facility.

The Zoom Mail and Calendar service is only available if you have a Zoom Workplace Pro, Zoom Workplace Business, or Zoom Workplace Enterprise account. Free basic accounts don’t get this facility.

Here too, the ability to create is only accessible to the account owner or the admin in case of business accounts.
You need to have enabled the Zoom mail and Calendar client previously, or these settings won’t show up even after fulfilling the rest of the criteria.

You can use your Zoom Web portal for this process:

• Sign in using an ID that has privileged access to edit account settings.
• In the navigation tab, look for Account Management and select Account Settings.
• Go to the Mail & Calendar tab.
• In the General section, toggle the “Manage emails and calendar events on Zoom client” switch to the enabled position.
• If you see a verification dialog, see if it correctly shows Enable and confirm via visual inspection.
• Then, admins must check the “Allow users to manage emails” checkbox.
• After that, also tick the “Allow users to choose Zoom as their email/calendar service provider” checkbox. Only then will the users be able to create their own
• Zoom Mail account. (This setting only enables when the previous step is enabled.
• As admins, it’s your responsibility to ensure that users don’t accidentally disable or misuse their privileges. Zoom offers a way to protect this sensitive setting reversal, so click the lock icon and click on the lock text button to confirm.

How to Create Zoom Mail (Native @zmail.com Account) Step by Step

Step 1. Install the Zoom Workplace app if you haven’t already, then on the main page of the UI, look for the Mail tab in the top ribbon.

Step 2. Click the Connect Zoom Mail or Create Zoom Mail Service account option.

Step 3. Type in the user name you would like to have. You can use any alphabet, and they will remain case-insensitive, so “ABC” and “abc” are treated and read the same. You can also use numbers, dots, or hyphens, but you cannot start a name with either; it has to be a letter. Other limits, like a unique name and a maximum character limit, are also there, so be careful.

Step 4. Click on the create button. In a few seconds, your account will be made and ready to send and receive emails.

Zoom Mail Setup Done Right for Personal and Business Use

The mail setup varies not according to the operating system, which people usually think, but mainly because of the different use cases.

For Individual users: Those who are looking to get the Zoom mail experience just for themselves are better off sticking with the default @zmail.com domain. Setting a custom domain is too much work and is not worth it unless your use cases explicitly demand it. During the setup, don’t forget to enable 2FA; I have seen many users lose their Pro accounts to hacks because they only rely on easy-to-guess passwords. Once the security is all set, move towards the local inbox configuration.

For Businesses: Organizations have a different use case, and no one knows this better than the IT admins managing the account. If your budget allows it, I would recommend ditching the pro subscription and opting for the Business or Enterprise plan instead. It would give you much more legroom for expansion later on. Otherwise, continuing with the pro plan is also not an issue.
Admins must use the Zoom Web Portal to verify domain ownership via TXT/HTML records. Furthermore, you will need to configure your MX, SPF, DKIM, and DMARC records. Note: all of these processes take time (approximately 24 to 48 hours). So expect downtime if you are shifting from a different service.

With this, you can start using the account. If you were using a different service before, then you might want to pull all that data into the new service. I will teach you some excellent means to attempt the process.

Made a wider entry. People in the digital ecosystem are well-versed in Zoom meetings. The online video conferencing app that became super popular during the WFH days of the pandemic. Since then, many organizations have become increasingly reliant on Zoom for their IT needs. Zoom has reciprocated this.

Get Data into Your New Zoom Mail Service Account

Zoom mail does provide you with an import message option. Here is how it works:

• Log in to the Zoom webmail portal.
• In the bottom left corner, there is the settings icon; click it.
• Click the Accounts option; this will show all the accounts that you have.
• Tap on the 3 horizontal dot icon (…) beside the mailbox where you would want to bring the mail data.
• In the pop-up, choose Import via IMAP.
• You will be asked to type in your email credentials again, once done tap on Start Import and let the emails arrive on their own.

The biggest complaint for this process is that it is not centrally managed from the admin side; instead, each user is responsible for bringing in their own data there.

You can also set auto-forwarding from your source account and divert any new messages from your old account to the new Zoom account.

However, this method too has its drawbacks. The most significant one being that the forwarding rule bypasses all of your existing messages. So moving a major chunk of your data remains your responsibility.

That’s why it’s always better to rely on the professional and easy-to-use SysTools IMAP to IMAP Migrator software. The zero-code and full GUI dashboard of this solution makes the entire process as simple as clicking a few buttons. No need to worry about credentials loss as this tool does not store any data and can even operate via email aliases and app passwords.

 

Try the free demo today and get access to the best means to bring emails into your new Zoom mail account.

Conclusion

Here, I gave you the full procedure on how to create and set up a Zoom Mail account. I explained the difference between the client and service setups. Plus gave all the key points that you need to complete before the account creation could even begin. At the end, I also showcased the various strategies you can opt for to bring historical email data into the fold of the new Zoom account. For that, the best option always is the professional tool, so use it to ease the process.

Frequently Asked Questions

Q: Is Zoom Mail free to use?
Zoom Mail client is free, but for the Zoom Mail service, you need to have a premium subscription.

Q: Is using Zoom Desktop mail compulsory for email address access?
Yes, currently, the setup steps clearly indicate that to have a @zmail.com ID or even to use your own custom domain ID with the Zoom mail client, access is mandatory. The mail service option does not even appear in the settings menu unless you enable the client first.

Q: What happens if the @zmail.com user name I wanted is already in use?
You can use a different username or alter the characters and use homonyms, like substituting the number zero (0) in place of the letter o.