Zoho Mail User Guide

Outlook PST Migration

The Zoho Mail User and Email Migration Wizard can be run by an user with administrator privileges in the system used for migration. 

  • If you are trying to migrate huge PST Files (4GB and above), make sure that you have an equivalent free space in the system. The process involves an extraction process, which requires the free space as much as the PST file size.  Generally for best results, the optimum PST file size recommended is 4GB.
  • It is recommended to have folder names in English for better results. In case you have non English folder name, make sure that the local system in which you execute the Wizard is configured to support the language in use. 
  • Special characters are not supported in folder names. Any special characters will be removed from the folder name. 
  • Alternatively, you can also rename the folders, after migration, from the web interface. 

Migration of Multiple PST Files to Multiple User Accounts

The Administrator can migrate different PST files into the accounts of different users. The destination email accounts needs to be created in Zoho under the same organization before the Migration process.  When you have to migrate multiple PST files for multiple users, follow the preparatory steps specified below before migration. 

Preparatory Steps - TXT File

You need to create a text file with the details of the accounts to be migrated and also arrange the folders as mentioned in the steps below.

  1. Create a new migration folder in the system for multiple user migration. 
  2. Create a new text file in the folder, with the list of accounts to be migrated, with each accounts email address in a new line (one below the other).
  3. The accounts should already be created in Zoho under the organization setup, and listed in the User Details section. 
  4. Create subfolders under the migration folder in the format user1@yourdomain.com, user2@yourdomain.com etc. with each account mentioned in the text file, being created as subfolder under the migration folder. 
  5. Place the PST file(s) of each user, under under the respective subfolders created.  
  6. Cross verify the text file content with the subfolder details.

Steps to migrate data from Multiple PST Files to Multiple Users: 

    1. Launch the Wizard using the desktop shortcut or execute the file 'ZohoMigrationWizard.exe' from \Zoho\Zoho Migration Wizard\bin folder, under the installation path.
    2. The Wizard starts with the Introduction dialog. Select the option 'Data Migration'.
    3. In the Type of Data, select PST Migration and Click Next.
    4. To migrate PST files of multiple users, select Multiple Users. 
    5. Provide the credentials of the Zoho Super Admin account and click Next to authenticate. 
    6. You need to choose the text file, prepared for multiple user migration. Refer the preparatory steps for more details about the format. 
    7. The table lists the accounts details from the text file you have uploaded.
    8. Click Verify accounts to verify the details of the accounts you have selected with the list of accounts that are available in the selected organization in Zoho. 
    9. The summary provides the details of the matching accounts in Zoho and the details of any account, that does not exist in parallel in Zoho Mail. 
    10. The account may be listed as 'Not exist' in case, the account was not created in Zoho or does not have a valid email account in Zoho. 
    11. The PST files in the respective folders are scanned and the folder details available in each of the PST files are listed for each account. Click Next. 
    12. You can choose the folders to be migrated for each account. You can also specify any folders that need to be excluded universally for all the accounts.
    13. The PST files which may be password protected or which could not be scanned are indicated in a red text.
    14. Select next to see a summary of the accounts or the PST files that could not be migrated. 
    15. You may remove the passwords of any protected PST files, and select Retry to go back to Step 13. 
    16. You can select 'Continue' to skip only the particular file/ user and proceed with the migration for remaining accounts/ files. 
    17. You can now choose the parameters (All mail/ time based email/ calendar/ contacts/ tasks/ notes) required for migration of each of the listed accounts. 
    18. You can also universally choose the parameters and apply it to the selected accounts.
    19. Make sure that all the selected details are correct, as you cannot access the previous screens or this screen once you begin the Migration. 
    20. Click Start Migration to begin the migration process. 
    21. Ensure that the system is connected to the internet during the entire duration of the migration process. 
    22. The progress of the Migration of the accounts are listed after you start the migration. 
    23. You can select a single user, to view the PST files under the account and the status of each PST file added under the account. 
    24. The migration process depends on the network speed, the size of the data to be migrated and other factors like the available size and so on. 

 

Outlook PST Migration for Single User:

Steps to execute the Zoho Mail PST Migration Wizard for a single user:

  1. Launch the Wizard using the desktop shortcut or execute the file 'ZohoMigrationWizard.exe' from \Zoho\Zoho Migration Wizard\bin folder, under the installation path.
  2. The Wizard start with the Introduction dialog. Select 'Data Migration' and select Next. 
  3. In the Migration data type, select PST Migration and select Next. 
  4. To migrate the data for a single user, select 'Single', provide the account details for the account to which the PST data needs to be migrated toand click Next. The Zoho email account provided needs to be a part of an organization account to use this wizard. 
  5. You can migrate multiple PST files to a single user account using the tool. 
  6. Copy all the PST files to be migrated to the account and move them to a folder. 
  7. Click Browse to locate the folder containing the PST files of the user. 
  8. The PST files in the folder are scanned and the folder details of the PST files are retrieved. 
  9. You can choose the folders for each PST file that needs to be migrated. You can also choose some folders to be excluded universally from all the PST files. 
  10. The PST files which may be password protected or which could not be scanned are indicated in a red text.   
  11. Select next to see a summary of the accounts or the PST files that could not be migrated.
  12. You may remove the passwords of any protected PST files, and select Retry to go back to Step 10.
  13. You can select 'Continue' to skip only the particular file and proceed with the migration for remaining files.
  14. You can now choose the parameters (All mail/ time based email/ calendar/ contacts/ tasks/ notes) required for migration the account.
  15. You may choose to migrate the email based on time, from the selected PST files by choosing the From/ To dates for partial migration. 
  16. Make sure that all the selected details are correct, as you cannot go to the previous screens once you begin the Migration.
  17. Click Start Migration to begin the migration process.
  18. Ensure that the system is connected to the internet during the entire duration of the migration process.
  19. The progress of the Migration of the PST files are listed once you start the migration.
  20. The migration process depends on the network speed, the size of the data to be migrated and other factors like the available size and so on.

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