A Complete Guide to Migrate from Gmail to Zoho Mail

There’s no doubt that Google Workspace is extremely efficient and amazing. However, it does come with a wide range of challenges, which is why a lot of people prefer migrating their email from Gmail to Zoho. Billions of people around the world use Gmail, but Zoho offers more convenience in terms of managing data, CRM, and more. Migrating from Gmail to Zoho can provide ease of process and convenience for your business.

Why Do Users Migrate from Gmail to Zoho?

Considering the ease and convenience, most people prefer migrating from Gmail to Zoho. However, there are a lot of other reasons why businesses migrate from Gmail to Zoho, such as the following:

Small-sized businesses and individuals can benefit from the platform, considering Zoho has competitive pricing plans. Gmail requires additional features and storage, for which you will have to pay extra. This is not the case with Zoho.
Businesses that use Zoho services, such as Zoho CRM or Zoho Projects, will find it easier to integrate Zoho Mail and other tools. The compatibility across the platform can play a crucial role in enhancing business operations.
Zoho Mail offers enhanced privacy and security, along with a wide range of features. Furthermore, there are various data control options available that comply with regulations such as GDPR and data protection.
Many users often agree that Zoho Mail has an intuitive interface. Therefore, they consider it more beneficial for their daily business needs. Zoho Mail also offers better organization options through task management, better inbox, and various filtering options.
With Zoho Mail, businesses can choose their own domain names, which can be highly beneficial to the company. It can also help to maintain the brand image through better data integration.

If you are planning to migrate from Gmail to Zoho Mail, it is advisable to partner with an authorized Zoho partner. These are the experts who can include all the features and drive additional perks.

Things to Do Before Migration

Enabling IMAP in Gmail

Before migrating from Gmail to Zoho Mail, IMAP must be turned on in the Gmail account. IMAP allows emails, folders, and labels to sync correctly with external mail platforms. This setting helps the migration tool read and transfer mailbox data without missing messages. IMAP can be enabled from Gmail Settings under “See all settings.” Once enabled, the account is ready for migration. Skipping this step may lead to partial data transfer or errors.

Creating App Passwords for Google

When migrating emails from Gmail to Zoho Mail, Google may ask for an app password instead of the regular login. This is required when two-step verification is enabled on the Google account. An app password allows the migration tool to connect securely without sharing the main account password. It is generated from the Google Account security settings and used only during the migration process. After the migration is completed, the app password can be removed to keep the account secure.

Export options (PST/EML) for offline migrations

For users who prefer to migrate data offline, Gmail allows mailbox exports in PST or EML formats. These formats are useful when internet bandwidth is limited or when migrations need to be reviewed before import. PST files are commonly used for structured mailbox transfers, while EML works well for folder-wise or selective email moves. Once exported, these files can be imported into Zoho Mail using supported tools or assisted migration services. This method also suits archival needs and staged migrations across teams.

Migration Methods and Scenarios

One-Click Migration, App-Based for Google Workspace

This method uses Zoho’s native migration app to move mailboxes directly from Google Workspace. It supports emails, folders, labels, and metadata with minimal manual input, making it ideal for Google Workspace to Zoho Mail migration when admin access is available. This approach is part of the standard Zoho Mail migration tool setup.

IMAP Migration, Server-to-Server Email Transfer

IMAP migration connects the source and destination mail servers to copy emails folder by folder. It is commonly used for IMAP migration Gmail to Zoho when admin permissions are limited. Correct Zoho Mail IMAP settings are required to maintain folder integrity.

POP Migration, Limited and Case-Specific

POP migration downloads emails from the source mailbox into Zoho Mail based on defined settings. It is typically used for smaller mailboxes or legacy systems where IMAP is unavailable. Sent items and folder structures may not fully carry over.

Manual Import and Export via Zoho Tools

This method involves exporting emails from Gmail and importing them into Zoho Mail using supported formats. It is useful for partial moves, archives, or recovery cases and relies on Zoho Mail data import capabilities.

Migration of Contacts, Calendars, Notes, and Tasks

Contacts Migration

Contacts can be moved alongside emails to avoid rebuilding address books manually. This process supports shared contacts and is aligned with official steps to migrate contacts Gmail to Zoho Mail.

Calendar Migration

Calendar events, reminders, and recurring meetings can be transferred to Zoho Calendar. This ensures continuity of schedules when teams migrate calendar Gmail to Zoho Mail as part of a full workspace move.

Notes and Tasks Migration (If Available)

Notes and tasks linked to supported platforms can also be transferred when available. This helps retain personal reminders and task references associated with email usage.

Migrating from Gmail to Zoho Mail

You can manually migrate the data from Gmail to Zoho Mail using the IMAP server. After that, you will have to configure the settings too to integrate. However, if you don’t want to do it manually, you can also opt for the software. The software plays a vital role in easing the entire migration process.
If you are using the software to migrate from Gmail to Zoho Mail, you can benefit from exporting the accounts. You can select all the data that you want to migrate from Gmail to Zoho. Moreover, throughout the integration, you can also maintain the folder hierarchy. Following structured Gmail to Zoho Mail migration steps helps preserve folder hierarchy and mailbox consistency throughout the process.

Post-Migration Steps

Verify Delivery, Test Send and Receive

Run basic tests to confirm emails can be sent and received without issues. Check internal and external delivery to confirm mail flow is working as expected.

Verify Delivery, Test Send and Receive

If Gmail forwarding was enabled during migration, update or remove those rules after cut-over. This prevents emails from continuing to land in old mailboxes.

Update Gmail Forwarding Rules

Update MX records to point the domain to Zoho Mail servers. This step routes all new incoming emails directly to Zoho Mail.

User Communication Plan

Inform users about the cut-over date, new login details, and access steps. Clear communication helps reduce confusion and support requests after migration.

Troubleshooting and Errors

Common IMAP Authentication Errors and Fixes

IMAP issues usually stem from incorrect credentials, disabled IMAP access, or security restrictions. Verifying settings resolves most failures quickly.

Label Duplication Issues and How to Avoid Them

Duplicate folders may appear when Gmail labels map inconsistently. Reviewing folder mappings before execution helps avoid cleanup later.

What to Do If Migration Fails Mid-Way

If a migration stops unexpectedly, it can be safely restarted from the last synced point. Checking error logs and resolving the reported issue ensures the remaining data continues to migrate correctly.

Why Choose Xponential Digital?

When you want to migrate from Gmail to Zoho Mail, you need to partner with experts who can help you through the process. Therefore, you need to select an authorized Zoho partner like Xponential Digital, as they can help with the migration. Being experts and having worked in this field for years, they can easily enhance the migration process. Moreover, they will maintain data safety throughout the process, preventing the risk of loss.

FAQs

Can I migrate Gmail to Zoho Mail without losing attachments?

Yes, attachments are moved along with emails during migration. As long as the chosen method supports full mailbox transfer, attachments remain intact.

How long does a Gmail to Zoho Mail migration take?

The duration depends on mailbox size, number of users, and network speed. Small accounts may finish in hours, while larger setups can take a few days.

Will my Gmail labels be preserved?

Gmail labels are usually converted into folders in Zoho Mail. In some cases, duplicate folders may appear, which can be reviewed after migration.

Can I migrate Gmail to Zoho Mail on mobile?

Migration must be initiated from a desktop or admin console. Mobile devices can be used to access Zoho Mail after the migration is complete.

Can users continue using Gmail during migration?

Yes, emails can still be sent and received while migration runs in the background. New emails sync in subsequent migration cycles.

Can selected folders or date ranges be migrated?

Yes, most migration methods allow filtering by folders, labels, or date range. This helps when only specific data is required.

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