Migration from Office 365 to Zoho Mail

Migration from Office 365 accounts:

Zoho Mail provides flexible options to migrate from Office 365 accounts. Mail, Contacts and Calendar data can be migrated from Office 365 accounts to Zoho Mail. The respective user accounts need to be created in Zoho Mail before adding the migration. Follow this link for detailed instructions on user addition.

To migrate from Office 365 to Zoho Mail, the credentials of the Office 365 Administrator / User with the ApplicationImpersonation role is required. Impersonation is an access method, provided by the Office 365 Administrator to the member who is performing the migration. ApplicationImpersonation role will give the member access to user data. This access is required to migrate the user data to Zoho Mail. 

Below are the steps to grant ApplicationImpersonation role for users:

  1. Login to the Office 365 Exchange Admin Portal
  2. Go to Permissions and click the + symbol. This is to create a new Admin role.
  3. Enter a name for the respective Admin role.
    permissions
  4. Click the + symbol under Roles
  5. Select ApplicationImpersonation and click Add.
    impersonation
  6. Under Members, click + to add the users to whom you want to assign this role.
  7.  Select the respective account and click Add
    members
  8. After you have added the users, click Save.

If you have just configured ApplicationImpersonation in Office 365, it will take a while for the changes to propagate. If you try to add a migration immediately after configuring, your credentials might fail.

For detailed instructions, follow the Exchange Admin Center on Office 365 help page.

Adding the Office 365 migration:

Adding server details for migration from Office 365:

  1. Log in to Zoho Mail Admin Console.
  2. Choose Data Migration from the left menu.
  3. Click Start data migration.
  4. Enter a name for the server configuration, for your reference.
  5. In the Select saved server details drop-down, choose to Add new server details.
  6. In the Select Protocol/Application dropdown menu, choose Office 365 and click Sign In. Microsoft login window appears.

    Note:

    If you are already logged in to a Microsoft 365 account and wish to migrate data from another account, you must first click Sign Out and then click the Sign In button.

  7. Enter your source administrator credentials and click Sign In.
  8. Click Accept on the Permission requested page. You will be redirected to the server SETTINGS page.

The server details you added will be saved in the Saved Server Details page, and you can use it for performing other migrations just by picking it from the dropdown.

Note:

Prior to the Modern OAuth authentication, admins had to enter their source email address and password on the Admin Console migrations page. If you are still using the Basic OAuth method and receive an Invalid User Details error, refer to the Invalid User Details section of the troubleshooting help page.

Adding the settings for migration from Office 365:

  1. In the next step, enter a name for the setting, for your reference.
  2. Select the checkboxes respective to the data that you'd like to migrate. You can migrate, mail, contacts and calendar data.
  3. When you select Contacts, all contacts from your previous account will be migrated to Zoho Mail under the relevant categories. 
  4. Selecting the Calendar option under Data will create the respective calendars in Zoho Mail and migrate the data to each calendar. Ensure that the prerequisites are in check for Calendar migration from Office 365.
  5. Under Folders to migrate, you can choose either the All Folders or Specific Folders option. 
  6. If you choose the All Folders option, you can choose to skip any folders during migration using the Exclude Folder List option.
  7. The exclude folders option will be handy when the admin reruns migrations for the same set of users for some new emails or missed emails. Enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be excluded. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.
  8. If you choose the Specific folder option, you can specify the folders that need to be included in the Include Folder List. 
  9. In the Include Folder List, enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be included. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.
  10. Under Emails to migrate, select whether you want to migrate all the emails or the emails that you have received after a specific date.
  11. In Enable POP access for the migrated emails, select Yes if you want your users to view the migrated emails when the account is configured as POP in other email clients. Otherwise, select No.
  12. Finally, click ​Add.

 The settings you added will be saved in the Saved Settings page, and you can use it for performing other migrations just by picking it from the dropdown.

Prerequisites for Calendar Migration from Office 365:

  • To ensure complete migration, all the users present in the respective Office 365 account need to be created in Zoho Mail before calendar migration.
  • For the Calendar data to be migrated correctly, the domain name in Zoho Mail has to be the same as the domain name in Office 365. For example, if your domain in Office 365 is abc.com, your domain name in Zoho Mail should be the same.

Convention for mentioning folders:

  • In case you want to mention a specific parent folder (E.g. Reports), enter it as "Reports".
  • In case there are multiple subfolders under Reports and you want to mention all the subfolders, enter it as "Reports/*"
  • In case there exists a subfolder under Reports named 2016, and you want to mention this particular subfolder, enter it like this - "Reports/2016". 
  • If you want to mention all the subfolders under Inbox, only the Marketing folder without the subfolders, and a specific subfolder, 2012, alone under the Sales Reports folder to be mentioned, you will have to type the Folder List like this - "Inbox/*", "Marketing", "Sales Reports/2012".

Creating a new migration:

  1. In the next step, Enter a Maximum Connection Limit. This refers to the maximum number of users whose data can be migrated at one time. For example, if you provide 5 as the maximum connection limit when the migration is started, the migration process will be started simultaneously for 5 users. The migration process will be faster when there are parallel migrations happening between the servers.
  2. Select whether you would like to pause migration when the storage reaches 80% or 95%, and finally click ​Create.

Adding user details for Office 365 migration:

Zoho Mail provides three options to add user accounts for migration. They include

Manual User Addition:

  1. From the Migration list, select the migration to which you want to add the source and destination user account details. 
  2. Click Add to add the account details manually.​
  3. Enter the Office 365 email address of the user. Alternatively, you can toggle the user fetch option and select the desired user from the drop-down.
  4. Enter the respective Zoho account email address​ for the selected user.
  5. Check Migrate only In-place Archive Mailbox if you want to migrate only the emails in the In-place Archive Mailbox of your Office 365 email account. (To learn more about In-Place Archive Mailbox, click here)
  6. Choose whether you want to prioritize the migration of this user over other users, and click Add.

This will add the users for the migration.

Note:

Migrating emails from the In-Place Archive Mailbox doesn't affect the emails in your existing mailbox.

Steps to Import users from CSV file:

Instead of manually adding the users for migration, you can also add the user details to an excel sheet, save it as a CSV file and upload it. The user accounts mentioned in the CSV will be uploaded for migration.

  1. From the Migration list, select the migration to which you want to add the source and destination user account details. 
  2. Click Import to upload the user accounts using a CSV file.
  3. The format for entering the User Details in the CSV file can be found in the sample file attached in the popup.
  4. Once you have prepared your CSV file, click Browse Files, and choose the CSV file that you would like to import.
  5. A preview of all the users in the CSV file, along with details about whether they were imported or not will be shown on screen.

Note:

  • The source account and the destination account details should mandatorily be entered in the CSV file.

Starting the migration process

Once you have added the user accounts for the migration, you can start the migration. Ensure that the source passwords are not changed after adding the users for migration. The password should be the same until the entire migration process is completed. 

  1. Click the Start Migration button after adding the users. If you have navigated out of the page where you added the users, select the migration that you want to start from this page, and click Start.
  2. You can view the progress and statistics regarding the migration on the same page.
  3. Detailed statistics regarding each user's migration can be viewed by clicking on their email address on the migration progress page.​
  4. For mail migration, detailed reports along with folder information will be available.
  5. Click Mail Failures to view the detailed information about the folder-wise migration details.
  6. Similarly, you can also view the statistics for Contacts migration by going to the Contacts tab.
  7. The Calendar migration details can also be viewed from the same page. Go to the Calendar tab to view the details.

For more information on reasons for migration failure, follow this help page.

Still can't find what you're looking for?

Write to us: support@zohomail.com