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Written By Reyansh
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Approved By
Shivam Rathore -
Updated on November 13th, 2026
Migrate Gmail to Zoho Mail: Transfer Emails, Contacts, Calendars & Attachments Securely in 2026
Fact-checked and reviewed in accordance with our
Editorial Policy
Overview: For many years, Gmail has been the most widely used email client among both SMBs and large-scale firms. However, many businesses are shifting from Google’s email ecosystem to Zoho’s business email platform for lower hosting costs, better data security, and greater flexibility to integrate productivity tools. Since the migration from Gmail to Zoho Mail involves not only emails but also attachments, folders, labels, and other data, it’s crucial to take careful steps and make sure of a successful migration. Therefore, this blog post demonstrates the use of the Aryson Gmail Backup Tool and explains everything one needs to know before, during, and after the migration to ensure a successful migration.
Why Do Enterprises Perform Gmail to Zoho Mail Migration?
There are multiple reasons that compel an organisation to migrate from Gmail to Zoho Mail. A few of them are mentioned below.
- The cost involved in repetitive email hosting and subscriptions is reduced.
- After migration, they get much better control over their data and its privacy.
- The centralised management tools make mailbox administration easier.
- Moreover, they can access business productivity and collaboration tools.
- The advanced protection features of Zoho Mail help them strengthen email security.
- In addition, it becomes easier to meet the compliance rules of the organisation and the requirements for email retention.
- Post-migration, they can bring multiple business applications under a single technology provider.
- Also, you can scale the email services as per the changing business needs.
What Data Can You Migrate from Gmail to Zoho Mail?
When an organisation performs a migration from Gmail to Zoho Mail, they can transfer various data types like emails, attachments, folders, contacts, and calendars. However, the data migrated highly depends on the migration method they follow and the Gmail source (personal account or admin account).
|
Data Type |
Information Migrated |
|
Email Messages |
Inbox, Sent Items, Drafts, archived emails, and other mailbox messages. |
|
Email Attachments |
Documents, images, spreadsheets, PDFs, and other files attached to emails. |
|
Folders and Subfolders |
Custom folders, nested folders, and mailbox folder hierarchies. |
|
Gmail Labels |
Labels such as ‘Important’ and ‘Starred’, where supported through destination tags or folders |
|
Contacts |
Contact names, email addresses, phone numbers, company details, and other supported fields. |
|
Calendar Events |
Meetings, appointments, recurring events, event descriptions, and attendee information |
|
Tasks |
Task names, due dates, priorities, notes, and completion status, where supported. |
|
Notes |
Notes and associated information, where supported through the selected migration method. |
|
Distribution Lists and Shared Mailboxes |
Supported group addresses and shared mailbox data, depending on the migration workflow. |
Can You Migrate Gmail to Zoho Mail Directly?
Yes. Zoho builds migration into its admin console, so third-party software isn’t strictly required. The catch? You’ll need admin access, pre-created Zoho users and a Google App Password, and Gmail’s label system doesn’t map neatly onto folders. Skip the prep and you’ll feel it later. Each approach below comes with its pros and cons, so pick deliberately.
Considerable Facts and Figures Before Migration
- The IMAP server for Gmail is imap.gmail.com, & Zoho recommends port 993 with SSL.
- Google has now deprecated the less secure applications, so you would need a 16-digit password for migration.
- A 10 MB email that consists of 2 labels would take 30 MB in Zoho eventually.
- Zoho can pause a migration at any time when storage reaches 80% or 95%.
- Zoho’s free plan covers five users with 5 GB each; Mail Premium offers 50 GB per user.
- Mail Lite starts around $1 per user monthly on annual billing.
- Gmail’s free 15 GB is shared across Drive and Photos.
Manual Methods to Migrate Gmail to Zoho Mail
Among a number of methods to perform migration from Gmail to Zoho Mail, in this section, we will discuss the top two methods for the same. However, the choice of method depends upon the requirements of the organisation, mailbox size, and one’s own technical expertise.
Method 1: IMAP Migration via Zoho Admin Console
In this method, you would have to copy the mail folder by folder over IMAP. You would have to use the server details provided by Zoho for Gmail. This approach is suitable for moving a small number of mailboxes only, and that too without incorporating any additional tools.
Simple Steps to Perform Migration from Google Workspace to Zoho Mail
- Firstly, turn on IMAP in Gmail >> generate a 16-digit app password.
- Then, navigate to Zoho Admin Console >> open Data Migration >> click Start data migration.
- Choose IMAP >> enter imap.gmail.com, and choose port 993 with SSL.
- Set the folder & date filters in the server settings.
- After that, create the migration, then add users manually or through a CSV file.
- At last, click on Start Migration and review Mail Failures.
Method 2: Single-Click Google Workspace Migration
With the help of Zoho’s one-click migration method, you can move emails, contacts, and calendars all together via a service account. This route is specially designed for entire domains; therefore, bigger teams land here.
Simplified Guide to Transfer Emails from Gmail to Zoho Mail
- First, you have to collect the Super Admin email, service account email & JSON/P12 key.
- Select the ‘Create under Data Migration’ option >> choose Google Workspace.
- Then, upload the key file >> click Authenticate.
- Tick the Mail, Contacts and Calendar, then set the folders.
- You may also add users manually, by CSV, or through Fetch.
- At last, begin the migration process and then use Retry or Sync.
What Compels Organisations to Avoid Native Methods
Here are a few reasons why large-scale firms and organisations don’t opt for the manual method. Instead, they turn to professional solutions for the same.
- Admin rights and pre-created Zoho users are mandatory.
- Multi-label emails get duplicated unless you adjust settings.
- Source passwords can’t change mid-migration.
- Calendar migration requires identical domain names.
- Specific-folder selection isn’t available for Google Workspace IMAP setups.
- Huge mailboxes need careful scheduling and storage planning.
Professional Method to Migrate Gmail to Zoho Mail
Aryson Gmail Backup Tool is a no-code utility specially built for both global firms and individual users. This software allows users to effectively transfer Gmail data to Zoho Mail and do so without compromising on the data security. Moreover, the wide range of destinations make it flexible software for most of the organisations. Whether it is a Gmail personal account or an admin account, it becomes simple to migrate Gmail data to iCloud, Zoho Mail, Thunderbird, and any other email client. The advanced features of the software simplify the migration process to the extent that even if you are a beginner, you can carry out this migration.
Simplified Guide to Perform Migration from Gmail to Zoho Mail
- Download and install the Aryson Gmail Backup Tool >> Run it on your system.
- Select the ‘Copy Mailboxes’ module on the Home Screen.
- After that, enter the required Gmail credentials and log in.
- Select the desired labels and folders to migrate >> click Continue.
- Choose IMAP as the destination >> Log in with your Zoho Mail credentials >> map mailboxes.
- Configure the advanced filters and click Start to begin the migration process.
Even if the above steps support the Gmail to Zoho Migration, you must read through the complete documentation of the software to move your entire Gmail Inbox to Zoho Mail. This will make sure you don’t make any mistakes during the migration process.
What Makes It Better Than Manual Methods?
- No admin console or service-account setup.
- Selective transfers through date and folder filters.
- Smoother bulk handling of large mailboxes.
- Easier duplicate handling.
- Free demo to test results first.
Let’s Wrap It Up
Zoho Mail provides native tools for migration from Gmail to Zoho Mail, but at the same time, they require admin rights, careful settings, and enough time. Manual methods work well for small mailboxes; however, for larger ones, you would need to use advanced software. Using the bulk migration feature, the entire process becomes way more easier. Also, the free demo version lets users evaluate the software performance and upgrade to the full version if needed.
Frequently Asked Questions
Q.1 Can I migrate Gmail to Zoho Mail for free?
Ans: Yes. With the help of the manual method or the advanced software, you can easily migrate Gmail to Zoho Mail for free. Zoho’s built-in migration costs nothing, though your Zoho plan’s storage limits still apply during the transfer.
Q.2 Why do I need an App Password?
Ans: Google deprecated less secure apps, so Zoho needs a 16-digit app password instead of your regular Gmail password.
Q.3 Will Gmail labels survive the migration?
Ans: Labels convert into folders, and multi-label emails get duplicated across them, which is why storage balloons. If you are using the Aryson Gmail Backup Tool, these labels will be mitigated without any issues.
Q.4 Can I migrate contacts and calendars too?
Ans: Yes. The one-click Aryson Gmail Backup tool allows users to move mail, contacts, and calendars together and does so without compromising data integrity and security.
Q.5 How do I avoid storage bloat?
Ans: Exclude the important label, or skip inbox mails carrying multiple labels, before you start the migration.
Q.6 What if the migration fails midway?
Ans: Check mail failures first, then use Retry for failed users or Sync to pull in newly arrived mail.
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