Import / Export Emails

Import / Export Emails

In Zoho Mail, you can import/ export emails (migrate into or migrate from), with each single email in the standard EML format zipped together into .ZIP archives.

Import Emails

Zoho Mail supports the import of emails from other service providers using two methods. 

If you have your emails as EML files, you can make use of the EML import. If the emails are stored locally on your system, you can import them using this method, and access them from your Zoho Mail account.  You can create .ZIP files with multiple .EML files and import them to Zoho Mail. The maximum size of the ZIP file that can be imported to Zoho Mail is 500 MB. In case you have .EML files that are larger in size, then we recommend you to split the EMLs into multiple ZIP files of size 500 MB or lesser. You can also choose a destination folder in Zoho Mail, to which you want these emails to be imported into. 

Other than the EML import method, you can also import emails directly from the source server using IMAP. For this, you will have to provide the source server name, the email address and the password of the source account. 

Import using EML files:

  1. Login to Zoho Mail
  2. Go to Settings 
  3. Navigate to Import/ Export 
  4. From the account drop-down, select the account into which you want to Import the emails. (Only if you have POP accounts configured.)
  5. In the Import Section click the Choose File button to choose a file to Import, select the file containing the emails to be imported and click Choose.
  6. The file should be a .EML file or a .ZIP file which has .EML files zipped.
  7. In the Import Options menu, you'll be given two options.
    • If you choose the Import under the chosen folder option, all the emails in your file will get imported to the selected folder, irrespective of the email structure in your .ZIP file.

      In case you want the exact folder structure in your .ZIP file to get replicated under a specific folder, check the Retain folder structure in the zip file check box. Click Browse, choose the folder under which you want the folder structure and click Ok. 

    • If you pick Import directly to your account, the folder structure will get replicated in your mailbox.

  8. After selecting your preferred Import Option, click Import.
  9. The Import process will begin and the emails will start appearing in the folder chosen. 
  10. If the import of some emails could not be processed, you will receive a notification with details of the failed emails and the respective errors.

Note:

  1. If the folders in your .ZIP file already exists in Zoho Mail, the emails under that folder will get populated in the respective Zoho Mail folders. If not, Zoho Mail will create the folders as in your .ZIP file, and import the emails into the newly created folders.
  2. In case you have your emails in the form of PST files or EML files and want to import it into Zoho Mail, follow this help page for PST migration, and this help page for EML migration.

Import using IMAP:

If you choose to import your email data using IMAP, you will have to provide the details of your source account and start the import process. Here, the emails from the respective account in the source server will directly be imported into your Zoho Mail account. 

Before you start importing your emails into Zoho Mail, please ensure that the following things are in check:

  • If your source account credentials are not validated despite providing the correct password, check if Two Factor Authentication is enabled for your account. If yes, you will have to generate an Application Specific Password in your source account and provide it in the password field. For instructions on generating App Specific Passwords, check the respective email provider's documentation.
  • Ensure that IMAP access is enabled in your source account for the folders that you want to migrate.

  • In some email providers, you might have to login via the web and authenticate the IMAP activity in your account. Only then, you will be able to proceed with importing the emails.

Steps to Import using IMAP:

  1. Login to Zoho Mail
  2. Go to Settings 
  3. Navigate to Import/ Export 
  4. From the account drop-down, select the account into which you want to Import the emails. (Only if you have POP accounts configured.)
  5. Select your source email provider from the options below to view the instructions specific to your account:

Gmail:

If your source server is Gmail, follow the below instructions:

  1. Select Gmail from the given options. 
  2. The Server Name field will be auto-populated.
  3. Enter the Email Address of your Gmail account in the Email Address field.
  4. Enter your Gmail account password in the Password field. 
  5. After entering the details, click Authenticate.
  6. You will have to enter the Import Details in the next step.
  7. In the Exclude Folder List option, add the list of folders that you want to skip during migration. 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. Under Choose Options, select the checkboxes across the relevant boxes:
    • Mark Important as Flag - Emails that have been marked as Important in Gmail will be flagged in Zoho Mail
    • Mark Starred as Flag  - Emails that have been starred in Gmail will be flagged in Zoho Mail
    • Exclude Inbox Mails in case it has more than one label - Gmail lets you add multiple labels to each email. If an email in your Gmail Inbox contains more than one label, you can exclude such emails using this option. This will ensure that a single email does not take up too much space, as an email with multiple labels in Gmail will get imported multiple times.
  9. Date Range - If you select the All Mails option, all your emails irrespective of the dates will be imported. In case you select the Specific Date Range option, you can set the desired range, and the emails that fall within that period will only be imported.
  10. After filling in the necessary details, click Add.
  11. To start the import, click the View Details option and click the Start button across the respective migration.
  12. Once the import is complete, you will be able to see the statistics regarding the numbers of emails that have been processed, and those that have failed. 
  13. When you click on the Total number for the respective import, the Folder Details for that import will be displayed.
  14. You can view the reason for emails whose import has failed by clicking the Failed number.
  15. Detailed failure details, such as the emails that could not be imported into your Zoho Mail account can be viewed by clicking the View Failure Details option.

Office 365:

If your source server is Office 365, follow the below instructions:

  1. Select Office 365 from the given options.
  2. The Server Name field will be auto-populated.
  3. Enter the Email Address of your Office 365 account in the Email Address field.
  4. Enter your Office 365 account password in the Password field. 
  5. After entering the details, click Authenticate.
  6. You will have to enter the Import Details in the next step.
  7. In the Import Emails from option, you can choose either the All Folders or Specific Folders option. 
    • If you choose the All Folders option, you can choose to skip any folders during migration using the Exclude Folder List option.
    • 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.
    • If you choose the Folder Specific option, you can specify the folders that need to be included in the Include Folder List. 
    • 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.
  8. Date Range - If you select the All Mails option, all your emails irrespective of the dates will be imported. In case you select the Specific Date Range option, you can set the desired range, and the emails that fall within that period will only be imported.
  9. After filling in the necessary details, click Add.
  10. To start the import, click the View Details option and click the Start button across the respective migration.
  11. Once the import is complete, you will be able to see the statistics regarding the numbers of emails that have been processed, and those that have failed. 
  12. When you click on the Total number for the respective import, the Folder Details for that import will be displayed.
  13. You can view the reason for emails whose import has failed by clicking the Failed number.
  14. Detailed failure details, such as the emails that could not be imported into your Zoho Mail account can be viewed by clicking the View Failure Details option.

Other Email Providers

If your source server any email provider other Gmail or Office 365, follow the below instructions:

  1. Select Others from the given options.
  2. Enter the server name of your source account in the Server Name field.
  3. Enter the Email Address of your source email account in the Email Address field.
  4. Enter your source account password in the Password field. 
  5. After entering the details, click Authenticate.
  6. You will have to enter the Import Details in the next step.
  7. In the Import Emails from option, you can choose either the All Folders or Specific Folders option. 
    • If you choose the All Folders option, you can choose to skip any folders during migration using the Exclude Folder List option.
    • 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.
    • If you choose the Folder Specific option, you can specify the folders that need to be included in the Include Folder List. 
    • 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.
  8. Date Range - If you select the All Mails option, all your emails irrespective of the dates will be imported. In case you select the Specific Date Range option, you can set the desired range, and the emails that fall within that period will only be imported.
  9. After filling in the necessary details, click Add.
  10. To start the import, click the View Details option and click the Start button across the respective migration.
  11. Once the import is complete, you will be able to see the statistics regarding the numbers of emails that have been processed, and those that have failed. 
  12. When you click on the Total number for the respective import, the Folder Details for that import will be displayed.
  13. You can view the reason for emails whose import has failed by clicking the Failed number.
  14. Detailed failure details, such as the emails that could not be imported into your Zoho Mail account can be viewed by clicking the View Failure Details option.

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".

 Export Emails

You can also choose to Export the emails from your Zoho Mail account in EML format to save them locally or as a backup. You can export the emails in an entire folder, or based on a specific time period or recent few months of email for Up to past 1 year of emails.

Steps to Export emails from Zoho Mail/ Other Mail Accounts configured:

  1. Login to Zoho Mail
  2. Go to Settings 
  3. Navigate to Import/ Export 
  4. In the Export section, choose the folder from which you want to export the emails.
    1. Select the duration (in months) from the drop down box.
    2. You can also choose the date range for which you want the emails to be exported.
    3. Alternately, to export the entire folder, choose 'Export all emails in the folder'.
  5. Click Export.
  6. The export process will begin for the emails in the specific folder based on the parameters set by you.
  7. After some time, you will receive a notification email with a link to download the exported emails as a .zip file.
  8. The email will be sent to the same account from which you are exporting the emails.
  9. Make sure that you are accessing the link from your webmail, and are logged in to your Zoho account. 

Note:

When you select the Date range or specific months for emails in that folder, it is better to check whether there are emails in that folder, within the specified date range. You can use Search to check this before initiating Export.

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