Switch from Gmail (Google Workspace) to Zoho Mail

After you have switched from Google Workspace to Zoho Workplace, you can start exploring Zoho Mail for your business. For the first step, you'll need to set up your Zoho Mail account. This guide will cover Zoho Mail's features in detail and compare them with features in Gmail.

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  • Getting started with Zoho Mail
  • Features you'll enjoy in Zoho Mail
    • Streams
    • Email sharing
    • S/MIME
    • Email retention and eDiscovery
    • eWidget
    • Control Panel
  • Compare Gmail and Zoho Mail Features

Get started with Zoho Mail

Log in to Zoho Workplace from workplace.zoho.com using your Zoho Workplace email address and password. Navigate to Zoho Mail from the header. You can also access Zoho Mail from mail.zoho.com and sign in using your Workplace account.

To get started with Zoho Mail, you can explore the following topics:

Features You'll Enjoy in Zoho Mail

Zoho Mail offers numerous helpful features that not only give you a smooth and seamless email experience but also help you collaborate with your team and streamline your workflows. Here are some of the significant features you can explore:


Streams help you collaborate with your coworkers in an effective way. Simply create a post in a Streams group to get your message across, tag your teammates to notify them in specific posts, assign tasks, and create events in the same view. Explore streams in Zoho Mail

Email Sharing

Whether you're composing an email draft or want input on an email you sent or received, share it with your contacts by just tagging them in the email. Learn more about the draft and email sharing.


In addition to TLS, Zoho Mail provides added security to your emails with S/MIME. Create digital signatures and safeguard your emails from different types of email attacks with Mail. Learn more about S/MIME in Zoho Mail.

Email retention and eDiscovery

Back up all the emails in your organization with email retention and easily retrieve specific emails using eDiscovery. Learn more about email retention and eDiscovery.


Zoho Mail integrates with other Zoho products and many other third-party applications via the eWidget panel. You can access eWidgets from your mailbox and start integrating your favorite apps immediately. Explore eWidgets in Zoho Mail.

Control Panel

Organization admins can manage the email accounts and the users in their organization using Mail's extensive Control Panel. Learn more about Zoho Mail's control panel.

Compare Gmail and Zoho Mail Features

If you've been using Gmail and are now switching to Zoho Mail, take a look at this feature comparison guide to familiarize yourself with your new Mail account.

 Gmail Zoho Mail
Viewing emails

Gmail displays email exchanges as conversations with the newest email displayed at the bottom of the thread.

Conversation view

You can view your email thread as a conversation displayed chronologically with the newest email on top. This option can be applied specifically to each folder.

Go to Settings > Conversation Settings.

Learn more about the conversation view.

You can configure the Reading view pane from Gmail's settings. It supports three modes: No split, Right of inbox, and Left of inbox.

Email open behaviour

When you open an email in Zoho Mail, you can view it in the following modes: Vertical preview, Horizontal preview, in a New Tab, or in a New Window.

Go to Settings > Mail View Options.

Learn more about Mail's different view options

Attachments in Gmail can be viewed from the thumbnails present at the bottom of each mail.

Managing attachments

You can view all the attachments in your mailbox in the Attachment Viewer. You can also open attachments received in your emails in your browser.

Click on Attachment Viewer in the right side of your mailbox.

Learn more about Attachment viewer.

Composing emails

Gmail allows attachments with maximum file size of up to 25 MB. However, if you want to upload a bigger file, you can upload to Google Drive and send that link in your email.

Huge attachments

Zoho Mail lets you attach files with size up to 1 GB each. Mail converts these attachments into links and adds to your email while you're composing.

Go to New mail > Attachments.

After composing an email in Gmail, you can use the spell check option to correct your spelling and grammar manually or you can also choose the autocorrect option.

Spell check

You can check for spelling and grammar errors while composing emails, using the Spell Check option. You can also add words to your custom dictionary.

Go to New Mail > Spell check from the compose window tool bar.

Gmail allows priority markers only for incoming emails and not for outgoing emails.

Email priority

Let your email recipient know how urgently their response is needed by setting priority for your emails. You can set your email priority to high, medium, or low.

Go to Compose > New Mail > Options > Priority.

@mentioning contacts in Gmail will automatically add them to the recipient list.

@mention contacts in the mail

You can easily add a user to your email recipient list by @mentioning them in the body of the email.

You can set up vacation responder in Gmail when you aren't available at work. Automated responses will be sent for incoming messages.

Out of Office

Configure automated responses for incoming emails when you are not available using Out of Office. The responses will be sent for all incoming emails except automated emails.

Go to Settings > Out of Office.

Sending emails

Gmail offers the option to reply, forward, and print emails received and sent.

Reply, forward and print emails

You can reply, forward, and print both your sent and received emails directly from Zoho Mail.

You can choose to retrieve an email immediately after it is sent using "Undo send" in Gmail. You can choose from a time period of up to 30 seconds.

Undo send

Configure Mail's Undo Send option in your account settings by entering the duration for which you want the option to be available. When you hit the send button, the Undo Send option will be available for the specified length of time.

Go to Settings > Compose Options > Undo send.

Emails can be retracted only by using the "Undo send" option in Gmail. After the maximum window of 30 seconds expires, emails cannot be withdrawn.

Email recall

If you have sent any mail by mistake, you can recall it using the Email Recall feature. Once recalled, the recipient will be notified of the recall in a separate email.

Open the Sent email > Mail Delivery Status icon > Recall this email.

Read more about email recall in Zoho Mail.

You can draft and schedule emails to be sent at a specific time in Gmail.

Schedule emails

Draft an email and schedule it to be sent at a specific time using the Schedule Email feature. You can also set recurring conditions for the email to be sent at defined intervals.

Go to Sent email > New Mail > Schedule/Recurring icon.

Learn more about scheduling emails in Zoho Mail.

In Gmail, you can draft and create email templates that can be used for standard emails.

Create and insert templates

You can create and customize predefined email templates instead of drafting a new email each time. Save these templates to streamline your workflow.

Go to New Mail > Drop down next to Save as Draft > Template icon.

Learn more about creating email templates.

Deleting emails

You can archive emails and push them to the archived folder in Gmail.

Archive emails

You can archive emails and move them to a separate archived folder within the same email folder to reduce inbox clutter.

Select email > Click Archive.

For more details, see archive emails.

You can auto-archive or delete emails from specific senders in Gmail by creating a filter.

Scrub emails

Archive or delete the emails sent by a specific sender from your inbox using the Scrub feature. You can scrub emails for up to five senders.

Select email > More actions > Scrub.

Learn more about the scrub feature in Zoho Mail.

Organizing emails

Organize your inbox using Filters in Gmail.

Incoming and Outgoing Filters

To keep your incoming and outgoing emails organized, you can create folders and set up filters.

Go to Settings > Filter.

Explore filters in Zoho Mail.

To categorize emails into newsletters and notifications, you can create rules in your filters and move them to separate folders.

Smart Filters

Switch on the Smart Filters feature and Mail will automatically scan your incoming emails for the header content and categorized into Notifications and Newsletters.

Go to Settings > Filters > Turn on Smart Filters.

Learn more about smart filters.

To organize and identify emails in Gmail, you can use labels and add them to emails.

Flagging emails

Easily identify your emails by flagging them as Info, Important, or Follow-up. You can also flag emails in bulk.

Right click Flag icon > Select Flag.

To categorize and identify emails quickly, you can create labels and assign them to emails.

Tagging emails

Organize emails in your inbox by creating tags. You can add several tags to each email and filter your emails using these tags.

Go to Tags > Add icon.

Learn more about adding tags to emails.

If you enable Gmail offline use,the emails for the defined period will be saved and synced for offline use.

Save emails offline

Save your emails and access them when you are offline with Offline Mode in Zoho Mail. You can read and draft emails and even reply to emails which Mail will store in your Outbox to send once you connect to the internet.

Go to Settings > Offline.

Learn more about offline access in Zoho Mail.

Searching emails

Locate emails with the search bar in Gmail. You can use search operators to narrow down your results.

Search filters

You can search for and locate any email, post, event, task, or note in Zoho Mail using Mail's extensive search filters.

Go to search bar > enter condition.

Learn more about search filters.

Email notifications

Nudges in Gmail remind you when you have not yet replied to someone.

Reminders for incoming and outgoing emails

You can set reminder notifications for emails using the following conditions: "Remind me on," "For every response," and "If no one replies until."

Go to New Mail > Reminder Options.

Learn how to set reminders for emails.

You can use nudges in Gmail to get reminders and follow up with your correspondents.

Follow up

If an email recipient forgets to reply, you can follow up with them by sending another email using the reminder notification feature.

Select > Remind recipients also > Draft the email.

Gmail allows you to configure desktop notifications for all emails or important emails you receive.

Desktop notification for emails

You can enable desktop notifications for the emails you receive in Zoho Mail. Once you have turned the notifications on in your email account, make sure to configure them in your browser as well.

Go to Settings > System > Desktop Notifications.

Folder sharing

In Gmail, you can create a Shared mailbox for a Google group. All the members in the group will be able to access the folder and respond to emails using the group email address.

Share folders with permission

In Zoho Mail, you can share a folder with other members of your organization and grant them access the emails in the folder according to their assigned permissions. Permissions available: Read, Write, and Delegate.

Right click on the folder > Share this folder.

Learn about different folder sharing permissions in Zoho Mail.

Suite of apps

You can access Calendar, Keep, and Tasks in Gmail from the right pane of the mailbox.

Calendar, Tasks, Notes, Contacts and Bookmarks

Zoho Mail comes with a suite of built-in apps you can access from your Mail dashboard. You can create events, assign tasks, view contacts, create notes, and moreā€”all from Zoho Mail.

Mobile apps

Gmail mobile app is available both on Android and iOS.

Download the mobile apps

Manage your emails on the go with Zoho Mail's mobile apps. You can download Zoho Mail, Zoho Mail Streams, and Zoho Mail Admin for both Android and iOS.

Explore Zoho Mail's mobile apps.

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