Zoho Mail Storage Limit Guide for New Zoho Users
So you are a new Zoho user who wants to learn about the Zoho Mail storage limit to make the most out of your new email service. Don’t worry, I have been using Zoho for some time now and know the ins and outs of Zoho storage, among other things. So I will share my entire knowledge through this blog post.
This will allow you to use your Zoho account to its maximum potential. Let us start by understanding how storage is distributed in Zoho and what is kept where.
Zoho Account Storage Limit Explained
When you create a new Zoho account, you get two primary locations to keep your data. First is the Zoho Mail storage, which stores all your email messages. Second is Zoho WorkDrive, which contains the rest of the data, like Docs, Spreadsheets, Slides, files, folders, etc.
Free-tier users get 5 GB of storage in both their Zoho Mail and Zoho WorkDrive. So a total of 10 GB. This is not a pooled storage, so if your Zoho Mail storage gets full, you can’t borrow leftover storage in WorkDrive.
Businesses that have recently moved to Zoho should also be aware of their storage quota. It is the same for the Zoho Mail app, and you can set up to 5 individual users (including the admin) to get a total of 5 x 5 GB = 25 GB. However, the important thing to note is that the storage is not shared. This was a major point of difference when we compared Gmail vs Zoho Mail. For WorkDrive, you have to select a special premium edition.
There are three options to choose from; select whichever works best for your organization. Now that you are aware of the types of storage, let me explain to you the way to check the existing quota in Zoho Mail.
How to Check Zoho Mail Storage? Step by Step
- Step 1. Log in to your Zoho Mail account.
- Step 2. Click on your profile icon.
- Step 3. On the profile pane, scroll down to see the storage tile.
- Step 4. Hover your cursor on the center part of the pie chart; it will display “Refresh”; click it.
The storage data will update and show you the latest value in percentage (%) and GB (gigabytes). Moreover, you will also see the total available storage for your Zoho Mail account.
To see the Zoho WorkDrive storage, all you have to do is log in. After that, look towards the bottom left, and you should see a horizontal bar graph with “Current used out of Total” information. Click on the Details link to get more in-depth information about your Zoho WorkDrive storage.
So, now that you know your Zoho Mail storage limit, you might want to manage it, especially if it’s near the limit.
You can manage the storage in two ways. Either by deleting mails you no longer need or by purchasing more storage. I will tell you about both. Let’s start by learning about the deletion option first.
Use Zoho Mail Storage Limit Effectively by Removing Unwanted Data
To get rid of the unwanted messages, I did the following procedure; you can repeat the steps to achieve the same result.
Step 1. First, open a particular folder in your Zoho mail (for example, the Inbox).
Step 2. After this, select the messages one by one by marking the check box.
Note that the checkbox only appears when you hover over a particular message.
If you are sure that none of the messages are important or you have made a backup beforehand, then you can select all the messages at once. To do that, use the master check box in the top ribbon.
Step 3. Once the selection is as per your requirement, press the Delete button in the ribbon.
Step 4. You should see an alert bar pop up in the top part of your screen with the text “Emails deleted and moved to Trash.” It also has an undo option, so if you believe you have made a mistake, use it.
If you try to check the storage now, you won’t see any difference. This is because the process we just did was a soft delete.
Also Read: Guide to Save Zoho Mail as PDF
So emails persist in your account and will continue doing so for 30 days from the moment you hit delete. If you want the Zoho Mail storage limit to reset ASAP, you must authorize a permanent removal.
Permanently Clear All Zoho Mail Data
Step 1. Perform a soft delete, and look for the Trash folder on the left side menu.
Step 2. Right-click on it.
Step 3. Select the Empty Trash option from the drop-down menu.
Step 4. A confirmation alert appears on your screen. Click OK to continue.
If you don’t want to empty the entire Zoho Mail trash but do a more precise removal, do the following instead:
Step 1. Open the Trash folder.
Step 2. Now select the mails (use the same check box method I described earlier)
Step 3. Click on the Delete forever option in the top toolbar.
Note: When you open the trash folder and use the “Delete forever” option, you won’t get an alert/confirmation screen; deletion will happen instantaneously.
However, you will get an undo alert that stays on the screen for ~ 30 seconds. You can use it to reverse a permanent deletion. If you miss this, then there is no way to recover permanently deleted mail short of a pre-made backup.
Note that this action is permanent and non-reversible. Once you confirm, your data will be cleared out from your account with no way to bring it back, with the exception of a pre-made offline backup.
Check Out: Best way to migrate Outlook to Zoho Mail for free
Apart from deletion, you also get an option to expand your existing storage limit. So if you are willing to pay, here is how you can buy more storage in Zoho Mail.
Expand Zoho Mail Storage Limit by Purchasing Extra Space
Step 1. Click on your profile icon.
Step 2. Scroll to the Storage Tile.
Step 3. Press the Upgrade now button.
Step 4. A new tab will open in your browser. Click on Buy Add-On.
Step 5. Expand the ADD-Ons drop-down menu and select the option as per your needs.
You get to choose from 7 different tiers, starting from 5 GB (which doubles the storage you get in a free account), all the way to 200 GB.
Step 6. Once the plan is selected, click on PROCEED.
Step 7. Fill in the billing details.
Step 8. Decide whether you want to enable recurring payment and PROCEED to PAY.
Step 9. Complete the payment obligations. Just like that, your Zoho Mail storage limit expands to the desired quota.
Return to your account and refresh the storage tile, and there you should see that the storage limit is updated to the new value.
Best Way to Manage Zoho Mail Storage Limit
SysTools Zoho Backup Tool can download a copy of all mail data in a user-defined offline location. Moreover, this is the best way to clean the Zoho Mailbox safely.
With the help of the delete after download feature in this tool, you can instruct your Zoho account to clear out all those emails that you have backed up. So you can perform two operations at once. Moreover, Zoho Mail only allows up to 200 GB of storage; if you need to go beyond that, you must delete emails; otherwise, you risk getting a Zoho Mail not working error.
What are you waiting for? Get the demo version today and back up the first 100 emails for free.
Conclusion
Here, I gave you a full tutorial on Zoho Mail storage limit management, from checking your existing quota to deleting emails, and also how you can get more storage. Zoho storage is one of the most budget-friendly options on the market. However, you still have to end up paying a monthly or yearly subscription fee. To avoid that, what you can do is get a one-time purchase tool that helps you manage Zoho storage effectively.
Frequently Asked Questions
Q. Is there any way to select multiple Zoho emails together?
Yes, select any one Zoho Mail, hold the Shift key, and select another Zoho Mail somewhere down the list. This will not only select the emails you clicked on but also select all the emails that exist between them, forming a contiguous list.
Q. What is the most cost-effective Zoho Mail storage limit upgrade tier?
None, as both storage and cost increase linearly and cost about 8.50 per unit of storage per year.
Q. Should I get a yearly subscription or a monthly subscription for extra Zoho Mail storage?
If you plan to keep expanded storage for a long duration, a yearly plan would be better than a monthly one. Even though it has a higher upfront cost than the monthly option, you essentially get 2 months for free. Plus, you get extra credits that you can use later while opting for a yearly subscription.