How To Migrate From Gmail To Zoho Mail: A Step-By-Step Guide

In the fast-paced digital world, email remains the cornerstone of business communication. While Gmail has long been the go-to platform for individuals and organizations, an increasing number of professionals are making the switch to Zoho Mail — a secure, ad-free, and privacy-focused email service designed for businesses of all sizes.

Whether you’re a small business seeking better administrative control or an individual desiring greater privacy, Zoho Mail provides a compelling alternative. However, the transition process can seem daunting at first. This comprehensive step-by-step guide will help you migrate smoothly from Gmail to Zoho Mail, ensuring none of your important messages or contacts are lost in the process.

Read This: Zoho Mail vs Google Mail (Gmail): Detailed Comparison for 2025

Why Migrate From Gmail To Zoho Mail?

Before we dive into the technical steps, let’s understand why many users are moving to Zoho Mail.

1. Ad-Free Experience
   Unlike Gmail, which monetizes through targeted ads, Zoho Mail offers a completely ad-free interface, ensuring a distraction-free workspace.
2. Enhanced Privacy
   Zoho strictly adheres to privacy standards and does not scan emails for advertising purposes. This makes it ideal for privacy-conscious businesses.
3. Custom Domain Email Hosting
   With Zoho Mail, you can create and host email addresses like yourname@yourcompany.com easily — an essential feature for professional branding.
4. Seamless Integration with Zoho Workplace
   Zoho Mail integrates with Zoho CRM, Projects, Docs, and many other apps — forming a complete ecosystem for business operations.
5. Cost-Effective Business Plans
   Zoho Mail offers generous free tiers and affordable premium plans, often costing less than Gmail for Business (Google Workspace).

Step-by-Step Guide To Migrate From Gmail To Zoho Mail

Migration involves moving your emails, contacts, and other relevant data from Gmail to your Zoho Mail account. Zoho provides built-in tools to simplify this process.

Step 1: Create a Zoho Mail Account

1. Go to Zoho Mail Signup.
2. Choose between:
   • Personal Email (free plan with @zohomail.com)
   • Business Email (custom domain option via Zoho Workplace)
3. Fill in the required details and verify your account using your phone number or another email.

If you’re a business, you’ll be prompted to verify your domain ownership by adding a TXT or CNAME record in your DNS settings.

Step 2: Set Up Your Domain (For Business Accounts)

If you want to use your custom domain like info@yourcompany.com:

1. Log in to your Zoho Mail Admin Console.
2. Click on Domains → Add and enter your domain name.
3. Choose your DNS provider (like GoDaddy, Namecheap, or Cloudflare).
4. Add the TXT verification record Zoho provides.
5. Once verified, set up MX records to point your emails to Zoho Mail servers.
   Example: mx.zoho.com (Priority 10) mx2.zoho.com (Priority 20) mx3.zoho.com (Priority 50)
6. Wait for DNS propagation (may take up to 24 hours).

Read this: What Is a Custom Domain Email? Why Zoho Mail Is the Best Choice for Businesses

Step 3: Enable IMAP Access in Gmail

To allow Zoho to access and migrate your Gmail data:

1. Log in to your Gmail account.
2. Go to Settings → See all settings → Forwarding and POP/IMAP.
3. Under IMAP Access, enable IMAP.
4. Save the changes.

Step 4: Generate an App Password for Gmail

Since Google enforces enhanced security, you must create an App Password for Zoho to access your Gmail data:

1. Go to Google Account Security.
2. Enable 2-Step Verification (if not already active).
3. Under App Passwords, select:
   • App: “Mail”
   • Device: “Other (Custom Name)” – type Zoho Migration
4. Google will generate a 16-character password. Copy it — you’ll need it shortly.

Step 5: Access Zoho Mail Admin Console

For business users, go to the Zoho Mail Admin Console at https://mailadmin.zoho.com.

1. Navigate to Data Migration in the left panel.
2. Click Create Migration and select IMAP as the migration type.
3. Choose the source as Gmail / Google Workspace.
4. Enter your Gmail account details:
   • Email: your Gmail address
   • Password: the App Password generated earlier
   • IMAP Server: imap.gmail.com
   • Port: 993
   • Encryption: SSL/TLS

Step 6: Configure Migration Settings

You can choose what data to migrate:

• Emails only
• Emails + Contacts
• Emails + Contacts + Calendar (if you’re using Zoho Workplace)

Under Advanced Options, you can:

• Define a date range to migrate emails selectively.
• Exclude certain folders (like Spam or Trash).
• Set up concurrent migrations for multiple users (if you’re migrating a team).

Step 7: Run the Migration

1. Click Start Migration.
2. Zoho will begin importing your Gmail data. Depending on mailbox size, it may take a few minutes to several hours.
3. You can monitor progress under Migration Status.
4. Once completed, Zoho provides a detailed report showing migrated items and skipped entries (if any).

Step 8: Verify Your Emails in Zoho Mail

Once migration is complete:

1. Log in to your Zoho Mail web interface.
2. Check your inbox, folders, and labels.
3. Verify that all emails, attachments, and threads have been successfully imported.
4. Test by sending and receiving emails from your new Zoho Mail account.

Step 9: Update Your Email Clients and Mobile Devices

Update your email apps to use your new Zoho credentials:

• IMAP Server: imap.zoho.com
• SMTP Server: smtp.zoho.com
• Port: IMAP (993), SMTP (465)
• Encryption: SSL/TLS

Zoho also provides mobile apps for both Android and iOS for seamless access.

Step 10: Redirect Future Emails (Optional)

If you still receive emails on your Gmail account, set up email forwarding to Zoho Mail:

1. In Gmail, go to Settings → Forwarding and POP/IMAP.
2. Click Add a forwarding address and enter your Zoho Mail ID.
3. Confirm the verification email sent to Zoho Mail.
4. Enable Forward a copy of incoming mail to your Zoho Mail address.

Post-Migration Tips

• Clean Up Duplicates: After migration, remove unnecessary folders or labels for better organization.
• Notify Your Contacts: Inform clients, vendors, and partners of your new email address.
• Update Email Signatures: Reflect your Zoho Mail address across business cards, websites, and social media.
• Explore Zoho Integrations: Connect Zoho Mail with CRM, Projects, and WorkDrive to maximize productivity.

Advantages of Using Zoho Mail After Migration

1. Privacy-Centric Platform: No ads, no tracking.
2. Team Collaboration Tools: Integrated calendar, notes, and tasks.
3. Robust Admin Control: Manage users, groups, and access permissions.
4. Advanced Security: Encryption, 2FA, and spam protection.
5. 24/7 Support: Available across all premium plans.

Read This: Zoho Office Suite vs Microsoft Office: A Complete Comparison

Final Thoughts

Migrating from Gmail to Zoho Mail might feel like a big step, but it’s one that pays off in terms of privacy, control, and professional branding. With Zoho’s simple migration tools and step-by-step configuration, even non-technical users can complete the transition with ease.

Whether you’re a freelancer, startup, or established business, Zoho Mail offers a clean, secure, and scalable email solution that can seamlessly replace Gmail while offering even more powerful business features.