How to Migrate Emails from Gmail to Zoho Mail Efficiently?

Zoho Mail is becoming a popular choice for small businesses because it keeps improving its services to meet their needs. As more companies switch to Zoho Mail, many users are looking to move their emails from Gmail to Zoho. In this article, we’ll guide you through the simple and secure steps to migrate emails from Gmail to Zoho Mail with all attachments and data, making the process easy for everyone to follow. However, before beginning the technical write-up, let’s understand this case from the point of view of a real-time user.

User Query
Hello, I’m Martin. I’ve been using Gmail for several years, but I recently decided to move over to Zoho Mail for my business. The problem is, that I’m not really sure how to transfer all of my emails from Gmail to Zoho. I’ve looked around online a bit, but I’m getting confused with all the technical terms and steps. I’m not good with this technical stuff, so I’d really appreciate it if someone could explain how to do this in simple, easy-to-follow steps. I just want to make sure I don’t lose any important emails in the process. Any help would be great!

Why Do Users Want to Migrate Emails from Gmail to Zoho Mail?

There are numerous causes available that motivate users to transfer their Gmail data to Zoho Mail. However, below we have mentioned some of the common causes that define why users want to complete this exporting process.

• Zoho Mail is considered a more secure and private email service compared to Gmail, as it doesn’t collect user data for advertising purposes and has stronger encryption.
• Zoho Mail offers more customization options, such as labels, filters, and folders, which can be personalized to individual users’ preferences.
• Zoho Mail integrates seamlessly with other Zoho apps, such as Zoho Workplace, Zoho CRM, and Zoho Projects, making it a convenient choice for businesses already using these tools.
• Zoho Mail offers competitive pricing plans, especially for businesses and organizations, making it a more cost-effective option compared to Gmail’s G Suite.
• Some users might be concerned about Google’s data collection practices and want to move their emails to a platform that prioritizes user privacy.
• Zoho Mail allows users to use their custom domain names, providing a more professional and branded email experience.

How to Transfer Gmail Emails to Zoho Mail by Using Manual Solution?

In the below section, we have described the complete manual steps guide to migrate emails from Gmail to Zoho Mail. However, to make it easy for you we have divided the complete steps procedure into 02 Parts. So, follow the step-by-step process carefully:

Step 1: Set Up Email Forwarding

1. Firstly, log into your Zoho Mail account.
2. Then, navigate to Settings, which is symbolized by the Gear icon.
3. Next, choose the “Email forwarding and POP/IMAP” section.
4. Now, enter your Gmail address and click “Verify.”
5. After that, go to your Gmail inbox, and copy the verification code from the email you received.
6. Thereafter, return to Zoho Mail, paste the code, and click “Confirm.”

Step 2: Configure Gmail to Migrate Emails to Zoho

1. Now, sign into your Gmail account.
2. Then, press on the Gear icon and pick “See All Settings.”
3. Here, in the “Accounts and Import” tab, click on “Add another email address.”
4. Now, enter your name and Zoho Mail email address, then click “Next.”
5. Next, provide your Zoho login details and click “Add Account.”
6. After that, you’ll receive a confirmation email in Gmail – click the link provided in that email.

Once the process is complete, go back to the “Accounts and Import” tab in Gmail and make Zoho Mail the default by selecting “Make Default.”

Why the Manual Approach is not Recommended?

May this approach seem simple and easy, but let us tell you that this approach has numerous drawbacks. Some main drawbacks are:

• Moving a lot of emails, contacts, and attachments by hand can take a long time, especially if you have large email messages.
• This process can be slow and time-consuming.
• There’s also a risk of losing important information, like emails, attachments, or contacts, during the transfer.
• Plus, the way Gmail organizes emails with labels might not carry over to Zoho Mail, so you could lose some of your email organization, making it harder to manage your inbox efficiently.

How to Migrate Emails from Gmail to Zoho Mail Easily?

1. Download, install, and run the automated software on your local computer.
2. Now, enter your Gmail address and hit the “Sign with Google” button to log in automatically to the software.
3. Next, choose the mailboxes that you want to export Gmail to Zoho Mail.
4. Then, select the saving option as “IMAP” from the drop-down menu.
5. After that, go to the “Filters option” and apply the filters as per needs.
6. Now, enter your IMAP settings, including your Zoho Mail email address, password, IMAP host, and port number.
7. After applying all the settings successfully, hit the “Backup” button to start the exporting process.
8. After the migration is completed a pop-up message will appear, press “OK”.

FAQs

Q1: Can I migrate emails from Gmail to Zoho Mail for free?
Answer: Yes, you can migrate emails from Gmail to Zoho Mail for free using the manual method of email forwarding and IMAP configuration. However, this method has limitations like being time-consuming and risking data loss. For a more reliable transfer, we have mentioned an automated solution to migrate Gmail data easily to Zoho Mail.
Q2: How long does it take to migrate from Gmail to Zoho Mail?
Answer: The duration depends on the method used and the volume of emails. Manual migration can take several hours or days for large mailboxes. However, using the above-mentioned automated solution can significantly reduce the migration time and complete the process in just a few clicks.
Q3: Will I lose my email attachments when migrating from Gmail to Zoho Mail?
Answer: Yes, if you use the manual solution for migration then there is a chance that you can lose your Gmail attachments. However, the automated solution ensures all attachments and email data are transferred intact with preserved formatting.
Q4: Do Gmail labels transfer to Zoho Mail?
Answer: When using manual migration methods, Gmail’s label organization might not transfer correctly to Zoho Mail. However, the Automated solution we have mentioned above typically offers better support for preserving email organization structures.
Q5: Can I keep using my Gmail account after migrating to Zoho Mail?
Answer: Yes, migrating your emails to Zoho Mail doesn’t affect your Gmail account. You can continue using both accounts if desired, as the migration process only copies the emails rather than moving them.
Q6: What should I do if emails are missing after migration?
Answer: If emails are missing after migration, it’s recommended to:

• Double-check the migration settings
• Verify all folders were selected for transfer
• Consider using the automated solution instead of manual methods
• Contact Zoho support for assistance

Q7: Do I need technical expertise to migrate from Gmail to Zoho Mail?
Answer: While the manual migration process requires some technical understanding of email configurations and IMAP settings, automated solutions provide user-friendly interfaces that don’t require extensive technical expertise.
Q8: Can I migrate multiple Gmail accounts to Zoho Mail simultaneously?
Answer: While manual methods require migrating accounts one at a time. However, the above-mentioned automated solution supports batch migration of multiple Gmail accounts to Zoho Mail simultaneously, saving time and effort.

Also Read: How Can I Add My Gmail Account to Outlook?

Conclusion

In this write-up, we have discussed how to migrate emails from Gmail to Zoho Mail with all attachments and data. Here we have explained manual and professional solutions with the complete steps guide. However, as we have seen the manual approach has numerous drawbacks, which is not good for the users. Thus, it’s a wise option to go with the professional solution. Additionally, the professional solution provides a free trial version of the utility to users to try and test the features of the software.

Why Migrate from G Suite to Zoho Mail?

The most common reasons businesses make this switch:

• Cost. Zoho Mail’s Business plan is significantly cheaper than Google Workspace for teams over 10 users.
• Privacy. Zoho does not scan email content for advertising.
• Integrated suite. Teams already using Zoho CRM, Zoho Projects or other Zoho apps benefit from having email in the same ecosystem.
• Data residency. Zoho offers European data centers for GDPR-sensitive organizations.

One trade-off worth noting: Gmail’s search and spam filtering are among the best in the industry. If your team relies heavily on Gmail search features, evaluate Zoho Mail’s search before committing to the migration.

Method 1: Zoho Mail Import via IMAP

Zoho Mail has a built-in migration tool called the Zoho Mail Migration Wizard. It can import emails from Gmail over IMAP.

1. Log into Zoho Mail as an admin and go to Admin Console then Data Migration.
2. Select Gmail or Google Workspace as the source.
3. Enter the Gmail admin account credentials and authorize the connection.
4. Map Gmail user accounts to Zoho Mail user accounts.
5. Start the migration. Zoho pulls emails from Gmail via IMAP.

This method works for straightforward migrations. For very large mailboxes or complex folder structures, the process can be slow and sometimes loses folder mapping on deeply nested labels.

Method 2: Direct Migration with the Turgs Email Backup Wizard

The Turgs Email Backup Wizard connects to your Google Workspace account via IMAP and migrates emails directly to Zoho Mail. This gives you more control over which folders migrate and in what order.

Step-by-Step: G Suite to Zoho Migration

Step 1. Launch the Turgs Email Backup Wizard. Select Gmail or Google Workspace as the email source and enter your Google account credentials.

Step 2. The tool loads all your Gmail labels and folders. Select the folders you want to migrate to Zoho.

Step 3. From the destination options, select Zoho Mail as the target.

Step 4. Enter your Zoho Mail credentials and click Backup. The tool begins transferring emails from Google Workspace to Zoho.

What to Do After the Migration

1. Update your MX records. Change your domain’s MX records from Google’s mail servers to Zoho’s mail servers so new emails arrive in Zoho.
2. Verify all folders migrated. Log into Zoho Mail and check that all Gmail labels appear as Zoho folders with the correct email counts.
3. Notify your contacts. If you are changing your email address, send a notification with your new Zoho address.
4. Set up Zoho Mail on your devices. Configure IMAP on your phone and desktop clients to connect to Zoho instead of Gmail.

If you are also migrating to Office 365 rather than Zoho, see the guide on migrating Gmail emails to Office 365. And for ISP email migrations to Gmail, see the ISP email to Gmail guide.

Are you migrating a personal Google Workspace account or a team with multiple users?

Frequently Asked Questions

Does Zoho Mail have a built-in Gmail import tool?

Yes. Zoho Mail includes a Data Migration feature in the Admin Console that can import from Gmail or Google Workspace via IMAP. For simple migrations, this built-in tool is often sufficient. For large or complex mailboxes, a dedicated tool gives more control.

Will my Gmail labels become folders in Zoho Mail?

Yes. Gmail labels map to Zoho Mail folders during migration. If a Gmail email has multiple labels, it may appear in multiple Zoho folders depending on the migration method used.

Can I migrate Google Workspace contacts and calendar events too?

Not with the email migration tool. Google Contacts can be exported as a CSV from contacts.google.com and imported into Zoho Contacts. Google Calendar events can be exported as ICS from calendar.google.com and imported into Zoho Calendar.

How long does G Suite to Zoho migration take?

Migration speed depends on mailbox size and your internet connection. A 10 GB Google Workspace mailbox typically takes 2 to 4 hours to migrate to Zoho.

Will emails arrive in Zoho in the correct order?

Yes. Email metadata including sent and received dates are preserved during migration. Emails appear in Zoho Mail chronologically as they were in Gmail.

Is it safe to use IMAP credentials for the migration tool?

Yes, with a Google App Password. Enable two-factor authentication on your Google account, then generate a dedicated App Password for the migration tool. This limits access to only email via IMAP and can be revoked after migration.