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How to migrate mail from G Suite to Zoho Mail 

Migrating your data from Gmail to Zoho Mail is easy and efficient with our migration options specific for G Suite. With this option you can migrate your calendar and contacts as well. 

But before discussing about data migration, we will quickly understand why Zoho Mail is chosen over Gmail. 
Here are four reasons why: 

  • A completely private and secure platform for hosting your email. 
  • No misuse of your data. 
  • Availability of advanced tools for extensive internal collaboration and task management. 
  • Pocket-friendly and ad-free. 

Read on to learn how to set up migration. 

Pre-requisites for migration from G Suite to Zoho Mail 

Before you start with your migration process, you need to complete the following: 

  1. Set up your domain with Zoho Mail. 
  2. Create user accounts in Zoho Mail. 
  3. The labels in Gmail are migrated as folders in Zoho Mail. Therefore, if a single email is tagged with two labels, it will be migrated twice under two different folders. This will result in email duplication and occupy more space than required, also increasing the migration time. So it is best that you keep the overlapping labels to a minimum in your Gmail account or migrate your emails under the All Emails folder without migrating the labels. 

Set up migration from G Suite to Zoho Mail 

Add server details 

  1. Log in to Zoho Mail's Control Panel with your admin credentials.  
  2. Select Migration from under Mail Administration from the left pane. 
  3. Click Add Migration from the top bar. 
  4. Enter a name for your migration. 
  5. Select Apps as the migration protocol. 
  6. Select G Suite as the server type. 
  7. From Mail, Contacts and Calendar, select the applications you want to migrate. 
  8. Enter the maximum connection limit based on the server load and the number of users. 
  9. If you don't want to migrate specific folders, you can list them under the Exclude Folder List
  10. Click Authenticate G Suite Account and follow the authentication steps from here

    Email migration

  11. After authentication, enter the G Suite super admin email address and the Service account email address in the respective fields. 
  12. Upload the Private key file that has been downloaded into your system and click Verify.
  13. After verification, click Add Migration

Add user details to be migrated 

After you've added the server details, you need to add the user accounts to be migrated. You can do it in the following three methods: 

  • Add users manually
    1. In your Control Panel, select Migration under Mail Administration from the left pane.
    2. Select your migration. 
    3. Click Add Accounts from the top bar. 
    4. Enter the source user name and the destination email address to which the data should be migrated. 
    5. Enter the priority you want to set for the migration of this account. 
    6. If you want to add the emails marked as important in Gmail under ZMImportant or ZMStarred tags in Zoho Mail, choose the options Mark Important as Tag or Mark Starred as Tag. You can also choose to exclude emails that have multiple labels in Gmail. 
    7. Choose the Folders you want to migrate. If you choose to migrate all the folders, you can specify the folders you want to exclude. If you choose to migrate only specific folders, you should then mention the folders you want to migrate. 
    8. Select if you want to migrate all the emails or only those within a date range. 
    9. Click Add

    Repeat the steps to add other users for migration.

  • Import users from a CSV file 
    1. In your Control Panel, select Migration under Mail Administration from the left pane.
    2. Select your migration.
    3. Click Upload Accounts from the top bar. 
    4. Download the sample CSV from the right pane. Enter your user details as in the sample file and save as CSV. 
    5. Upload this file and click Ok

  • Fetch user accounts from source server 
    1. In your Control Panel, select Migration under Mail Administration from the left pane.
    2. Select your migration.
    3. Click Fetch Users from the top bar.
    4. Select your domain and click Fetch Users. Your users will now be fetched from the source server. 
    5. Select the users you want to migrate and click the >> icon. 
    6. Click Next
    7. If you want to add the emails marked as important in Gmail under ZMImportant or ZMStarred tags in Zoho Mail, choose the options Mark Important as Tag or Mark Starred as Tag. You can also choose to exclude emails that have multiple labels in Gmail. 
    8. Choose the Folders you want to migrate. If you choose to migrate all the folders, you can specify the folders you want to exclude. If you choose to migrate only specific folders, you should then mention the folders you want to migrate. 
    9. Select if you want to migrate all the emails or only those within a date range. 
    10. Click Add

Start the migration

After you've set up the migration and added the user accounts to be migrated, you can proceed to start the migration. 

In your Control Panel, select Migration under Mail Administration from the left pane. Click Start next to your migration. Your migration will then be scheduled and the status will be changed to In Progress

Click on your migration and under the Accounts section you can view the detailed migration status. Here you can also view the data that has failed to migrate along with the reason they failed. Check here for the possible reasons for failure.