POP/IMAP Migration

Migrating emails from the existing email service to Zoho Mail

IMAP vs POP Migration

If your emails are in a cloud-hosted email service like Google Apps or Yahoo or any other cloud email server which support IMAP Access, you can perform a server to server migration via IMAP from the Control Panel. The data from the user accounts from your source server will directly be migrated to the respective user accounts in Zoho Mail. These user accounts need to be created in Zoho Mail before adding the migration. Follow this link for detailed instructions on user addition.

Zoho Mail supports both IMAP and POP Migration, but IMAP Migration has more advantages compared to the POP Migration. To know more on which migration would be ideal for your accounts, click here.

Configuration details needed before migration:

For both POP/ IMAP Migration, the following details are required. 

  • Name of the Server - Hostname of the IMAP Server or the POP Server from which the migration needs to initiated
  • Server Port - For source Server standard ports for SSL and Non-SSL are supported. 
    • Supported ports for IMAP  - 143 (Non-SSL), 993 (SSL) 
    • Supported ports for POP - 110 (Non-SSL), 995 (SSL) 
  • SSL Type - Only Trusted Certificates are supported. Self Signed SSL certificates are not supported due to security reasons
  • Migration Protocol - Choose if your migration protocol is POP or IMAP.
  • Maximum Connection Limit - The maximum connection limit is the number of maximum connections accepted by the server at a given 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. 
  • Path Prefix - Some IMAP servers expect the PATH Prefix details for connecting and retrieving emails via IMAP. 

Adding the POP/IMAP Migration:

Adding server details for POP/IMAP migration:

  1. Log in to Zoho Mail Admin Console.
  2. Choose Data Migration from the left menu.
  3. Click Start data migration.
  4. In the Select Protocol/Application dropdown menu, choose either POP or IMAP.
  5. If you have chosen POP, skip to step 6. If you have chosen IMAP, follow the below instructions:
    1. Enter the name for the configuration, for your reference.
    2. Select whether you are migrating from Gmail or from any other server.
    3. If you have chosen Gmail, the Source server address will be auto-populated. If you have chosen Other, enter the source server address.
    4. If your source server recommends the Port Number 993, choose SSL under Security, if it is 143, choose None.
    5. Enter the Path Prefix, if your source server mandates it.
    6. If you are willing to proceed without the SSL certificate check, select the Skip certificate check checkbox, and click Add.
  6. If you have chosen POP, follow the below instructions:
    1. Enter the name for the configuration, for your reference.
    2. Enter the address of the server you are migrating from in your source server address field.
    3. If your source server recommends the Port Number 995, choose SSL under Security, if it is 110, choose None.
    4. If you are willing to proceed without the SSL certificate check, select the Skip certificate check checkbox, and click Add.

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.

Adding the settings for POP/IMAP migration:

  1. In the next step, you will have to customize the settings for this migration.
  2. If you have chosen POP, skip to step 3. If you have chosen IMAP, follow the below instructions:
    1. Enter a name for this setting, for your reference.
    2. There are multiple customizations you can apply to your migration from the Other preferences section: 
      • Exclude Inbox Mails in case it has more than one label - If an email has multiple labels in the Inbox of your Gmail account, those emails will not be migrated to Zoho Mail.
      • Mark Important as Tag - Emails that have been marked as important in Gmail will be added under the ZMImportant tag in Zoho Mail.
      • Mark Starred as Tag -  Emails that have been marked as important in Gmail will be added under the  ZMStarred tag in Zoho Mail.
    3. Under Folders to migrate, you can choose either the All Folders or Specific Folders option. 
    4. If you choose the All Folders option, you can choose to skip any folders during migration using the Exclude Folder List option.
    5. The skip folders option will be handy when the admin rerun 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.
    6. If you choose the Folder Specific option, you can specify the folders that need to be included in the Include Folder List. 
    7. 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. Under Emails to migrate, select whether you want to migrate all the emails or the emails that you have received after a specific date.
    9. 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.
    10. Finally, click ​Create.
  3. If you have chosen POP, follow the below instructions:
    1. Enter a name for this setting, for your reference.
    2. 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.
    3. Finally, click ​Create.

 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.

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 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. After adding the settings, enter a name for the migration, for your reference.
  2. Enter a Maximum Connection Limit. This refers to the maximum number of connections accepted by the server at a given 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.
  3. Select whether you would like to pause the migration when the storage reaches 80% or 95%, and finally click ​Create.

Adding user details for POP/IMAP migration:

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

Manual User Addition:

  1. From the Migration list, select the migration which you want to add the source and destination user account details. 
  2. Click Add to add the account details manually.​
  3. Provide the G Suite email address of the user and the respective Zoho account email address​ for this user.
  4. 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.

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 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.
  • Sometimes, there might be an issue with authenticating your source account due to various reasons. For more details, follow this help page.

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 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 in 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.

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

Note:

Suspension of Migration

During the process of migration, if the size of the emails migrated in the account, exceeds the allowed storage, the incoming emails may get blocked. Hence to avoid this, if the account reaches the allowed storage, as selected by you, the migration gets suspended(paused) temporarily. You can create more space either by deleting some of the old or unwanted emails in your previous account or by purchasing additional storage for your Zoho account.

Once you are confident that the account has enough space, you can resume the migration.

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