Mail Hosting Migration

In this article:

Source Server details for migration
Source User details for migration
Start Migration Process


📌 Note :
Before you begin, kindly ensure that you have email hosting.
If you do not have any Mail Hosting to migrate your mail data, kindly refer to the article below to register and set up your ZOHO Mail Hosting.

Setup ZOHO Mail Hosting

1. Source Server details for migration

To add a new migration, you need to add the source server from which the emails should be migrated. You can also perform the migration in batches, and also from different servers if you have multiple domains hosted by different providers and want to migrate everything to ZOHO Mail. 

Step 1 : Login to https://www.zoho.com/mail

Step 2 : Launch Control Panel, go to Mail Administration, and choose Migration.





Step 3 : Select Add Migration, to provide server details for migration.



Step 4 : Provide a title for the migration.

Step 5 : Select the Migration Protocol as IMAP or POP based on your preference.



Step 6 : If you're selecting IMAP, choose whether you want to migrate from Gmail or other service providers.

Step 7 : In the Server Name field, enter the name of the server from which you're migrating (the Server Name will be auto-populated if you're migrating using Gmail IMAP). 

Step 8 : Provide the Security type and the port number for migration. 

Step 9 : Provide the maximum connection limit for your server.

Step 10 : In the Exclude Folder List option, add the list of folders that you want to skip during migration. Enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be excluded. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.

Select Add Migration to save the server details.

You need to add the account details to be migrated as the next step.

2. Source User details for migration

After you have added the Server details, you will have to add the Account Details. 

You can add the accounts manually or import the details from a CSV file. However, make sure that you have the source and the destination account details ready. For each user added, the source credentials are checked with the server and the user gets added only if the source authentication is successful. 

The procedure to add user varies depending on the service from which you are migrating.

Gmail

Other Email providers

Steps to add user accounts manually for Mail Migration

Step 1 : Select Add Accounts to add the account details manually. 



Step 2 : Provide the Source username/ Password and the Destination to which the emails should be migrated.

Step 3 : Enter the Priority for the account.



Step 4 : Select or deselect the checkboxes under Choose Option as per your preference.

Mark Important as Tag - Emails that have marked as important in Gmail will be added under the ZMImportant tag in Zoho Mail.

Mark Starred as Tag -  Emails that have marked as Starred in Gmail will be added under the  ZMStarred tag in Zoho Mail.

Exclude Inbox Mails in case it has more than one label - If an email has multiple labels in the Inbox of your Gmail account, those emails will not be migrated to Zoho Mail.



Step 5 : Enter the folders that need to be excluded for migration in the Exclude Folder List. This option will be handy when the admin rerun migrations for the same set of users for some new emails or missed emails. Enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be excluded. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.

Step 6 : Choose if you want to migrate All Mails or those that fall within a specific date range from the Date Range option.

Step 7 : Click Add.

3. Start Migration Process

In the Control Panel, navigate to Migration under Mail Administration. Ensure that the source passwords are not changed after adding the users for migration. The password should be the same until the entire migration process is completed.You can add multiple migrations from different servers or from the same server for different sets of users to have a phased and planned migration. 

Step 1 : The list of migrations you have added will be listed on the Migrations page.

Step 2 : Click Start link, across the migration you have just added to start the migration. 




Step 3 : The Migration will be scheduled and the status will be 'In Progress' for the migration that is currently running. 

Step 4 : You can view the overall migration status in the listing, and detailed migration status in the Accounts section.



Step 5 : For IMAP Migration, detailed statistics along with folder information will be available. 

Step 6 : Click the count under the Total field to view the detailed information about the folder-wise migration details. 



Step 7 : Under each account, the errors, if any, will also be listed with details. Click Failed to view the number of emails not migrated and the reason.

Hope this helps & have a nice day ahead! 😃

Updated on: 06/10/2023