Zoho to Gmail migration

Reasons to Migrate from Zoho Mail to Gmail

There are various factors that drive users to transition from Zoho Mail to Gmail. Here are some of the notable reasons behind this migration:

1. User-Friendly Accessibility: Gmail offers a more intuitive and user-friendly interface compared to Zoho Mail, making it easier for users to navigate, search for emails, and manage their accounts efficiently.
2. Ample Storage Capacity: Gmail provides significantly larger storage space compared to Zoho Mail, allowing users to store a larger volume of emails, attachments, and other data without the need to constantly manage and delete old messages.
3. Advanced Email Features: Gmail offers advanced features such as IMAP, POP, and email forwarding options, providing users with greater flexibility in accessing and managing their emails. These features are not as comprehensive or readily available in Zoho Mail.
4. Reliable File Handling: While Zoho Mail users may encounter occasional issues with file forwarding or acceptance, Gmail users generally experience smoother and more reliable file transfer processes, ensuring seamless communication.
5. G Suite Integration: Gmail seamlessly integrates with the G Suite productivity tools offered by Google, including Google Docs, Sheets, Calendar, and more. These integrated services enhance collaboration and productivity, which are not available in Zoho Mail.

Zoho to Gmail migration plan

• Assess your specific needs, including the number of users, data volume, and desired migration timeframe.
• Before initiating the migration, create a backup of your Zoho Mail data
• Create a Gmail account or G Suite subscription, depending on your requirements. Configure the necessary settings and ensure that your Gmail account is ready to receive the migrated data.
• Configure IMAP migration settings: If you opt for an IMAP migration tool, configure the necessary settings, such as providing the source Zoho Mail server details, target Gmail server details, authentication credentials, and migration options.
• Before migrating all data, perform a test migration to ensure that the process works smoothly. Verify that emails, contacts, and other data are successfully transferred from Zoho to Gmail.
• Inform all users about the upcoming migration. Provide instructions on how to access their new Gmail accounts and any necessary setup steps.
• Once you have completed the necessary preparations and testing, initiate the full migration process. Monitor the progress to ensure that all data is transferred correctly.
• After the migration, carefully review the migrated data in Gmail to ensure that everything is intact and accurately transferred. Cross-check emails, contacts, and other important information to confirm their completeness.
• Once you have verified the successful migration and ensure data integrity, you can proceed to decommission your Zoho Mail accounts.

I. Pre migration activities for Zoho to Gmail migration

1. Make sure that IMAP settings are enabled on both the source (Zoho) and target (Gmail/G Suite) servers.
2. Keep a record of the email addresses and passwords for all the users you intend to migrate from the Zoho server.
3. Ensure that you have the email addresses for all the users on the Gmail platform.Create an app password for the Gmail account.

 Click here for steps to create an app password for a Gmail account.

II. How to migrate from Zoho Mail to Gmail using EdbMails?

To initiate the Zoho to Gmail migration, follow these simple steps:

• Step 1: Download and Install EdbMails Software
  1. Download EdbMails application onto a computer running the Windows operating system. Install the software by executing the installation file.

      See list of EdbMails system requirements for Zoho Mail to Gmail migration.

  2. Launch the EdbMails application, enter the login details and click the 'Login' button or 'Start Your Free Trial' button to test the software functionality

     

  3. Choose the 'IMAP Migration' option from the dropdown list

     

• Step 2: Connect to Zoho Server
  • Select the desired Host name or manually enter it.
  • Select the SSL/TLS option, set the Port Number to 993, and provide your user credentials for authentication.

  

  If you are planning to migrate multiple mailboxes, opt for the 'Multiple (bulk) Users / Accounts Migration' option. Download the provided sample CSV file and complete it with the necessary information, including mailbox name, password, host name, and port. Once the CSV file is filled, load it into the EdbMails application and verify the list of mailboxes before proceeding with the migration process.

   See steps to connect to single and multiple users in EdbMails IMAP migration

  

• Step 3: Select mailboxes from Zoho Mail and connect to Gmail
  • Select the specific mailboxes and folders that you want to migrate from the source Zoho Mail server.
  • Click ‘IMAP to IMAP’ to proceed to the connection with the target server.

  

   Tip: When performing your initial migration using EdbMails, it will be a full migration, transferring all the data from the source to the target. However, for subsequent migrations from the same source to the target on the same computer will be an incremental migration, transferring only the new or modified data.

  To further customize your migration task, EdbMails offers additional options such as Include and Exclude Filters. These filters allow you to selectively migrate emails based on specific criteria. For example, you can apply a Date filter to migrate emails to Gmail within a certain date range. Additionally, you can use the Size filter to exclude emails larger than a specified size from the migration process.

• Step 4: Connect to target Gmail server
  • Select the appropriate Host name for your Gmail server from the provided options. Alternatively, you can manually enter the host name.
  • Opt for the SSL/TLS option and set the Port Number as 993 and enter the email address and app password for your gmail account.

  

  If you want to migrate multiple Gmail mailboxes, select the 'Multiple (bulk) Users / Accounts Migration' option. Download the provided sample CSV file and fill the necessary details in the CSV file , including mailbox name, password, host name, and port. Once you have filled in the required information, load the CSV file into the EdbMails application. You can then verify the list of mailboxes to ensure accuracy before proceeding with the migration process.

  

• Step 5: Map the mailboxes / folders between the source and target

  EdbMails automatically maps the mailboxes and folders, which is especially useful when dealing with a large number of mailboxes. This saves you time and effort. Additionally, if needed, you can manually map specific source folders and subfolders to their corresponding target locations.

  

• Step 6: Start the Zoho to Gmail migration

  Once you have finished mapping the mailboxes, you can start the migration process and keep a close eye on its progress. EdbMails provides a comprehensive text-based log report that allows you to verify the number of migrated emails, folders, and mailbox items. This report serves as a reliable reference to ensure the successful completion of the migration. Moreover, you have the flexibility to pause and resume the migration at any time, giving you complete control over the process.

III. Post-migration tasks

• Step 1: Updating MX RecordsIn order to redirect incoming email traffic to Gmail instead of Zoho, you will need to make adjustments to the MX records in your DNS provider's portal. This crucial step ensures that emails are correctly routed to your Gmail account, ensuring smooth communication.
• Step 2: Configuring AutoDiscover (CName)

  To facilitate the automatic configuration of email clients and ensure a seamless transition to Gmail, it is important to include the AutoDiscover (CName) setting in your DNS configuration. By correctly configuring this setting, email clients can effortlessly connect to the Gmail server without the need for manual configuration.

• Step 3: Setting up Zoho Mail Forwarding

  To avoid any email loss during the migration process, it is vital to set up mail forwarding in your Zoho account. This ensures that any incoming messages are forwarded to your Gmail account until the transition is fully completed. By enabling mail forwarding, you can remain connected and receive all your emails without interruption throughout the migration period.

Benefits of EdbMails Zoho to Gmail migration tool

EdbMails offers a range of benefits that make it an excellent choice for users seeking to migrate their email data. Here are the key advantages of using EdbMails for Zoho to Gmail migration:

1. Comprehensive Migration: EdbMails provides a comprehensive solution for migrating email data from Zoho to Gmail. It can migrate all mailbox items, including emails, folders, subfolders ensuring a complete and seamless transition.
2. User-Friendly Interface: The tool offers a user-friendly interface that makes it easy to navigate and perform migration tasks. The intuitive design ensures that even users with limited technical knowledge can effectively use the tool.
3. Automation and Efficiency: EdbMails automates the migration process, eliminating the need for manual intervention. You can connect to multiple mailboxes, saving valuable time and effort. The automated mapping feature intelligently maps the mailboxes and folders between Zoho and Gmail, ensuring a smooth transition of data.
4. Data Integrity and Security: EdbMails ensures the integrity and security of your email data during the migration process. It maintains the hierarchy of folders and subfolders, preserves email attachments, and migrates data without any loss or corruption. The tool also uses secure protocols for data transfer, ensuring the privacy and confidentiality of your sensitive information.
5. Verification and Monitoring: The application generates detailed reports that allow you to verify the migrated items, including emails, folders, and mailbox items. You can monitor the migration progress in real-time, track any errors or issues, and take appropriate actions if needed.
6. Flexibility and Customization: The tool offers flexibility and customization options to meet your specific migration requirements. You can choose to migrate selective folders or specific date ranges to streamline the migration process. Additionally, EdbMails allows you to pause and resume the migration at any time, giving you full control over the process.
7. Technical Support: EdbMails provides reliable Free 24/7 technical support to assist users throughout the migration process. The support team is available to answer queries, troubleshoot issues, and ensure a successful migration experience.
8. Cost-Effective Solution: EdbMails offers cost-effective pricing plans that cater to different user needs. By providing a reliable and efficient migration solution, it helps users save both time and money compared to manual migration methods or other migration tools.