How to Migrate Gmail to Zoho Mail the Right Way?

Good news! You can directly migrate Gmail to Zoho Mail using Zoho Mail data migration. There are other ways to transfer your mailbox that I am going to explain step-by-step. Read the blog to the end.

Gmail and Zoho Mail are popular email services. Both work on a web browser. So, with the help of an IMAP server, you can easily connect your account and move your emails. But are you wondering why there is a need to move your account from Gmail to Zoho Mail?

Why Move from Gmail to Zoho Mail?

It is not always about weaknesses in Gmail that you want to move to Zoho Mail. Sometimes there are circumstances where they had to switch platforms. Some common scenarios are mentioned below.

• Zoho Mail is a lot cheaper than Gmail. So, if you are not able to afford Google Workspace. Zoho Workspace is an affordable option.
• Google analyzes your email content pattern to help with targeted ads. Zoho has a strict no-ads, no-tracking policy even if you are using free or low-tier plans.
• Your business already uses one or more Zoho tools. They decide to completely move to the platform for seamless functions.
• Help you create a professional, branded email address for easy communication with you and other crew members.

Preparation for Gmail to Zoho Mail Migration

But before you go through the process. Follow these steps for a smooth transition.

• First, you have to create a Zoho Mail account for the process.
• Ensure that both Gmail and Zoho Mail enable 2 Factor Authentication to protect from unauthorize access.
• After enabling 2FA, create an app password for Gmail and an app password for Zoho for secure configuration.
• IMAP server must be enabled to move your mailbox. To turn it on, go to Zoho Settings > Mail Accounts > IMAP > IMAP Access > Save.
• Create a Gmail backup of your mailbox for any future uncertainties.
• Make sure that the Zoho Mail account has enough storage space to store other mailboxes with attachments in it.

These steps are very important when you are moving from Gmail to Zoho. Failing to do so may create problem during the process.

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 and 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 not possible.

• 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’s 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 toolbar 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 click 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, grant permission to 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 account merging 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.

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 the demo version of the tool today and move 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.

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.

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.