How to Migrate Gmail to Zoho Mail the Right Way?

So you are here because you don’t know how to migrate Gmail to Zoho Mail. Let me tell you, it is perfectly doable, and not only that, you have multiple approaches to choose from.

Although transferring between two email service providers sounds easy, when you get into the actual process, many questions start to emerge. Like, should I push out Gmail data or use Zoho’s pull feature? Which protocol, IMAP or POP, is better? What happens to the attachments & labels, etc?

I also had similar queries, and my curiosity to find the best method led me to test all of them. From forwarding emails to setting up email clients and everything in between. So, in this guide, I’ll share everything I found along the way: what works, what doesn’t. Before starting the Gmail to Zoho transfer, let’s take a sneak peek at the reasons people give for making the switch.

Quick Video Guide for Gmail to Zoho Mail Migration

Check out this step-by-step demonstration on how to use the professional tool to migrate Gmail to Zoho Mail with speed and 100% accuracy.

 

 

Download a copy of the tool today and bring 100 of your most recent @gmail.com emails to your @zoho.in  address right now. If you are still doubtful about making the switch, check out the reasons that will surely convince you to adopt Zoho as your primary email service.

Why Move from Gmail to Zoho Mail?

Zoho Mail is becoming a popular alternative to Gmail because it offers:

An ad-free email experience, even on the free plan. Moreover, you also get better privacy controls (Zoho doesn’t scan your mail for advertising). In addition to that, there is direct access to numerous integrated productivity tools (Calendar, Cliq, WorkDrive, and CRM). Finally, there is custom domain support for business users.

However, shifting your entire email history manually can be tricky, especially if you have thousands of messages spread across multiple folders. Nevertheless, if we prepare thoroughly, the entire process will be completed in no time.

Preparation is Key to Migrate Gmail to Zoho Mail Flawlessly

If you want to change your email address, you must be ready with the following prerequisites.

• Create a new Zoho account if you haven’t already.
• Enable 2FA on both Gmail and Zoho.
• Make one new app password for Gmail and a new app password for Zoho as well.
• Then, enable IMAP access via Zoho Settings > Mail Accounts > IMAP > IMAP Access > Save.
• Moreover, you must also back up Gmail to create a safety net.
• Check if there is enough space in Zoho to accommodate all Gmail emails.

Once all of this is done, you are ready to transfer the mails. Let me introduce the best method first.

How to Migrate Gmail to Zoho Mail Professionally?

Install the SysTools IMAP to IMAP Migration tool on your machine, launch it, and activate it.

 

Step 1. On the setup screen, the majority of the settings are preset to minimize your effort. If you wish, add the optional date filter to only migrate emails from a specific time period. Press Next.

Step 2. Then, on the Source screen, use the dropdown and select Gmail (it should be the first option). Moreover, the tool fills the IMAP details on its own; just validate and press Next.

Step 3. If you have a premium (or business) type Zoho account, then choose the Zoho Mail Option from the list; its IMAP server address will fill up automatically, “imappro.zoho.com“.
However, if you are on the free tier, then choose Others and type imap.zoho.in as the IMAP Server URL. The port number will be 993. Validate these details and Press Next.

Step 4. Then, to migrate Gmail to Zoho Mail, download the CSV template, edit it, and import the CSV list.

Step 5. Finally, check the accounts you wish to move, prioritize the most critical ones, validate, and start migration.

There are other manual means of conducting a Gmail to Zoho Mail migration. Let’s explore them one by one.

Set up Auto Forwarding and Transfer New Gmail Emails to Zoho

• Step 1. Open Gmail.
• Step 2. Then, click on the Gear Icon “⚙”.
• Step 3. Select See all settings.

• Step 4. Then, switch to Forwarding and POP/IMAP to migrate Gmail to Zoho Mail.
• Step 5. Press the “Add a forwarding address” button.
• Step 6. Inside the “Add a forwarding address” box, enter the Zoho email address.
• Step 7. Then, click Next.

• Step 8. A window opens up to verify your request. Click Proceed.

• Step 9. Log in to your Zoho account, open the Gmail Forwarding Confirmation Mail.
• Step 10. In the mail, click on the link to confirm the request.

• Step 11. A new tab opens in your browser. Tap the Confirm button.

Check for the Confirmation success notification.

• Step 12. Go back to Gmail settings, toggle the “Forward a copy of incoming mail to” paste your Zoho email, and decide whether you want to keep a copy of the mail in your Gmail account or directly forward it to Zoho.

• Step 13. Scroll down in the Gmail settings menu and click Save changes.

These settings only apply to emails that arrive after you set the forwarding rule, so to truly migrate Gmail to Zoho Mail, you must manually forward each message, as multi-message forwarding is forbidden.

• Step 1. Open any email.
• Step 2. Click on the 3 vertical dots at the top right side.
• Step 3. Then, choose Forward.
• Step 4. A new draft opens in the field. Add your Zoho ID, then hit send.
• Step 5. Repeat for all the messages you want to see in your Zoho email ID.

There is also a way to move Gmail emails en masse, let’ see how it’s done.

Forward as Attachments, then Import EML Files

• Step 1. Log in to your Gmail account.
• Step 2. While on the main screen, use the master checkbox to select every email. Or make a more refined selection by picking individual emails one by one.
• Step 3. Then, click on the 3 dots icon in the top ribbon and select “Forward as attachment”.

• Step 4. A new email draft gets created in the To field. Add your Zoho email address, wait for all the EML files to upload, and Press Send.

• Step 5. Sign in to your Zoho mail account.
• Step 6. Then, open the email you sent from the Gmail account that contains all the EML attachments
• Step 7. Click on the Download as Zip button to save all emails on your device.

• Step 8. Press the settings cog on the right side tool ribbon of the Zoho Mail UI.
• Step 9. Then, in the Settings menu, search or scroll for the Import/Export Emails option.
• Step 10. Remain on the Import from EML tab.
• Step 11. Drag and drop the EML zip you just made or browse for it on your device.

Step 12. Once the file is ready, choose the Import options, either a specific folder or directly into your Zoho account.

Step 13. Finally, click Import. Wait for the Import to finish. Moreover, you can check the status in the Import History section of the Import from EML tab.

Soon, all your Gmail emails will arrive inside your Zoho Account. Forwarding and importing aren’t the only ways; I have discovered a few more methods.

How to Migrate Gmail to Zoho Mail Using Desktop Email Clients

Step 1. Set up both your Zoho (Via App Password) and Gmail (Via OAuth2) inside your Email client (Outlook, Thunderbird, etc.)

Step 2. Then, open two instances of the client side by side in a split-screen setup

Step 3. Select a batch of emails from your source Gmail inbox, then drag and drop them into your Zoho account. Note that you can only drag and drop emails inside custom folders, so make one for your Zoho account before you begin.

Step 4. Repeat the drag and drop operation as many times as you require.

Add Gmail Account to Zoho via POP or IMAP

Here I am going to showcase to you the POP3 method; the steps are almost identical for an IMAP type account as well

• Step 1. Log in to Gmail, click on the settings gear icon > See all settings.

• Step 2. Then, go to Forwarding and the IMAP/POP tab there enable POP, and Save Changes.
• Step 3. Wait for a while to let Gmail update your account settings.
• Step 4. Then, open your Zoho mail account, click on the settings cog, and look for the Mail accounts section in the settings window
• Step 5. Click on the + icon, keep the account type as POP or IMAP, then under the “Choose your external mail account option”, select Google.

• Step 6. Then, scroll down and add your Gmail address in the respective field.
• Step 7. Keep the Delete emails from server option unchecked.
• Step 8. Then, press Authenticate.

• Step 9. Gmail will use the OAuth2 protocol to verify your account, so follow the onscreen instructions.
• Step 10. Then, mark the Read, compose, send, and permanently delete all your emails from Gmail, and hit continue.

• Step 11. Then, your Gmail account should be available as a POP email inside Zoho.
• Step 12. Finally, to view Gmail emails, click on the switch button (two opposite-pointing arrows).

Note that in this method, no mail merger takes place; both email IDs remain separate. Essentially, what happens is that now you can switch directly between Zoho and Gmail from the Zoho Mail interface.

Author’s Verdict

Gmail to Zoho Mail migration can be done in several ways. From quick forwarding to professional tools.

I made you understand that there is no doubt that manual methods work for basic needs, but they’re time-consuming, error-prone, and incomplete.

So if you want to migrate emails from Gmail to Zoho Mail securely, maintain folder structure, and save time, the professional tool is your best choice.

Frequently Asked Questions

Q1. I am unable to migrate Gmail to Zoho Mail via Gmail forwarding. What to do?
Make sure you verified the forwarding address in Zoho Mail and saved the settings. Moreover, you can also add your Gmail address as a trusted sender in Zoho.

Q2. What to do if my Gmail to Zoho Mail migration is stuck?
Reduce file size (Zoho limits import per ZIP). Split into smaller batches.

Q3. Is it possible for a POP account import to create a 2-way sync?
No, the POP3 protocol only downloads the Inbox emails. Therefore, it is best that you use IMAP.

Q4. Can I migrate contacts and calendars, too?
This tool only supports email transfer; contacts and calendars can be exported separately via CSV and ICS formats.