If you already have your free email account hosted with Zoho Mail and you have already migrated your emails, sooner or later you may need to create an additional address.
For example, you may have started with only tunombre@tudominio.com and later want to add info@, contacto@ or a separate account for someone else.
In Zoho, you do this by creating a new user within the organization. And the distinction matters, because creating another user is not the same as:
- Creating another Zoho account for this new email address.
- Or adding an alias or secondary address to your current account.
It is something else: a new email account under the same domain.
With this new setup you will have another independent mailbox, with its own password, Inbox, Sent folder and storage space.
By contrast, in case you did not know, an alias simply makes several addresses deliver to the same mailbox.
If you use Zoho Mail Free as I recommend, you can currently have up to five users within one organization, with 5 GB of storage for each and a single domain.
Let’s see how to do it, because Zoho’s organizational and hierarchical structure can be a little confusing at first.
Step 1. Open the Zoho Mail Admin Console
The first thing is to access the Zoho Mail Admin Console, which you should not confuse with Zoho Accounts or the webmail itself. They are three different places, all created when you set up your first account.
The address for European accounts is:
From this console you can manage the domain, users, groups and much of the general email configuration.
Once inside, look in the side menu for the option Users.
There you will see all the email accounts already created within the organization.
Zoho allows administrators (you have to grant these permissions manually to a user) and super administrators (by default, the first account you created) to create users individually from this section.
Step 2. Click «Add user»
Inside Users, click the button Add user.
Zoho will open a form where you need to enter the basic details for the new account.
The main fields are:
- First name.
- Last name.
- Username.
- Password.
- Role.
The important field from the email point of view is Username, because this is the text that will appear before the @ sign.
For example, if your domain is tudominio.com and you enter info Zoho will create info@tudominio.com.
Important: if you have several associated domains, you will also need to select the correct one from the drop-down next to the username.
Step 3. Assign a password to the new user
The next field lets you create the initial password.
You can enter it yourself or use Zoho’s option to generate one automatically. If the account belongs to someone else, a good option is to create a temporary password and tick Force user to change password on first sign-in.
This way you do not need to know their final password.
You can also use Send credentials via email if you want Zoho to automatically send the login details to the new user, provided you have an alternative address where they can receive them.
If the account is for you and you will manage it personally, you can simply set the password and handle it as you do the rest.
Step 4. Decide what role the new account will have
Zoho lets you assign different permission levels to users in the organization.
For a normal email account you do not need to make it an administrator. The usual choice is to create it as a User and reserve admin permissions for people who actually need to manage domains, accounts or general settings.
An administrator can access the Admin Console and make changes to the organization, while a regular user will simply use their mailbox.
That is why it is not a good idea to automatically make every new account an administrator for convenience. For example, if ventas@tudominio.com only sends and receives email, it does not need permission to change settings for the entire domain.
Step 5. Create the user
Once all the fields are complete, save the new user.
From that moment, the address should appear under Admin Console > Users and it will have its own independent mailbox.
If, for example, you created info@tudominio.com received messages will arrive in its own Inbox, while messages sent to nombre@ will continue to reach the original account.
This is precisely what distinguishes a user from an alias.
If you want two addresses to receive everything in the same Inbox, then you do not need to create a new user: you can add an alias from the existing mailbox settings.
Zoho lets you create and manage these aliases independently.
Step 6. Sign in with the new account
Now it is time to check that the user actually works.
Open a private or incognito browser window and go to https://mail.zoho.eu/.
Use the new address (info@tudominio.com) as the username and the password you just set.
If everything is correct, Zoho will open a completely independent mailbox with its own Inbox, Sent, Drafts, Spam and Trash folders.
Remember that on the free plan this user will also have up to 5 GB of their own email storage, separate from the space used by the organization’s other accounts.
Step 7. Test sending and receiving
There is only one thing left: use an external account, such as Gmail or Outlook, and send a message to the new address.
Check that it appears in Zoho.
Then reply from the new mailbox and check that the message reaches the external account correctly.
If both tests work, your new address is fully operational.
You do not need to change the MX, SPF, DKIM or DMARC records again simply because you added a user, as we did when we created the account or we migrated from another email provider.
These records are configured at domain level, so if the domain was already working correctly with Zoho, new accounts use the same infrastructure.
That is why before migrating the domain’s MX records away from the original provider, it is essential that you have migrated all email accounts from that provider as I am explaining here.
If you change the MX records without doing so, you may lose your old emails.
What to do if Zoho says the address already exists
There is one error that deserves its own section because it can be quite confusing.
When trying to create the user, you may see a message like:
«Email Address already exists or associated in another Organisation»
In that case, the problem is usually not the domain or DNS. Zoho is telling you that this address is already associated with another identity in its ecosystem.
This can happen, for example, because that address:
- Was previously used to create a Zoho account.
- Is associated as a secondary address on another account.
- Or belongs to another Zoho organization.
Zoho does not allow an address already linked to another account to be used for a new account until it has been released from the previous account.
If this happens to you, go to https://accounts.zoho.eu/ with the account that has that address associated and check Profile > My Email Addresses.
If the address you want to turn into a user appears as a secondary address on another account and you no longer need it there, remove it.
Wait a few minutes and then go back to Zoho Mail Admin Console > Users > Add user and try again.
However, before deleting any address used to sign in to Zoho, make sure you have another valid sign-in address and that you can access the account with it.
That way you avoid turning a simple email change into a password-recovery session you never planned on.
Conclusion
If you want to confirm that everything is configured correctly, the result should look something like this:
User 1: nombre@tudominio.com.
- Independent mailbox.
- Own password.
- Own Inbox and Sent folders.
User 2: info@tudominio.com.
- Independent mailbox.
- Own password.
- Own Inbox and Sent folders.
Both belong to the same organization and use the same domain, but they are two different email accounts.
And the first one you created is the superadmin by default.
This is also one of the advantages of Zoho Mail’s free plan for small projects: you can start with a single address and add up to five users.
If you exceed this limit, perhaps your project is not so small anymore.
Frequently asked questions
How do I create a new email address in Zoho Mail?
You need to open Zoho Mail Admin Console, go toUsersand clickAdd user. From there you can create a new account under your domain.
Is creating a new user in Zoho Mail the same as creating an alias?
No. A user has their own mailbox, password and folders, while an alias simply receives messages in another account’s mailbox.
How many users can I have on Zoho Mail Free?
The free plan allows up to five users within one organization, with 5 GB of storage for each and a single domain.
Does each Zoho Mail user have their own password?
Yes. Each user has separate credentials and can access their own mailbox without sharing a password with other accounts.
Do I have to change the MX records when I create another user?
No. If the domain already works correctly with Zoho Mail, new users use the same MX, SPF, DKIM and DMARC records.
Why does Zoho say the email address already exists?
It usually means that the address is already associated with another account, another Zoho organization or appears as a secondary email address for another user.
How do I fix the “Email Address already exists or associated in another Organisation” error?
You need to find the Zoho account associated with that address and unlink it before trying to create it as a new user.
Do I need to make every new user an administrator?
No. For a normal email account, assigning the user role is enough. Administrator permissions should be reserved for people who need to manage the organization.
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