Migration from Google Suite

Migration from G Suite to Zoho Mail

Migration from G Suite (Google Apps)/ Gmail accounts:

Zoho Mail provides flexible options to migrate from G Suite accounts. Mail, Contacts and Calendar data can be migrated from the respective G Suite accounts to Zoho Mail.

G Suite(Gmail) behaviour during migration

In G Suite(Google Apps/ Gmail) accounts, the emails are organised using labels. The labels are treated as Folders and the email are migrated to the respective folders. Since more than one label can be applied for an email, the email appears in more than one folder. 

During migration to Zoho Mail, there will be duplication of email under different folders, based on the labels applied to that email in Gmail. This also causes the size of the mail account to bloat up, due to the duplication of email. 

Ex: If an email in Gmail has 3 labels, the email will be migrated 4 times, if you do not choose the relevant settings. If the email of size 10 MB has 3 labels, Inbox, Work and Important, the email gets migrated under Inbox, Work and Important folders in Zoho Mail and ends up occupying 30 MB of space.  

To avoid this situation, try to keep the overlapping labels in your Gmail account to a minimum.

The emails under the 'Important' label in Gmail, will usually be present in your other labels. In case you want to save some storage in your Zoho Mail account, you can choose to add "IMPORTANT" to the Exclude Folder list while adding the server details.

Steps to add server details for Migration from G Suite:

  1. Log in to https://mailadmin.zoho.eu
  2. Under Mail Administration choose Migration.
  3. Select Add Migration, to provide server details for migration.
  4. Provide a Migration Name for your reference.
  5. Select Apps as the Migration Protocol.
  6. Select G Suite to auto-populate the server details.  
  7. You can also choose to migrate your Contacts and Calendar details along with your emails.
  8. When you select Contacts, all contacts from your previous account will be migrated to Zoho Mail under the relevant categories. 
  9. Selecting the Calendar option under Data will create the respective calendars in Zoho Mail and migrate the data to each calendar. Ensure that the prerequisites are in check for Calendar migration from G Suite.
  10. Click the Install Zoho Mail app button after the server details get populated.
  11. From the popup, follow the link to sign in to your G Suite Super Admin account.
  12. Ensure that API Access is enabled for your domain in G Suite.
  13. Now, in the Zoho Mail Control Panel, follow the link to install the Zoho Mail app from the G Suite Marketplace.
  14. After the app is installed, in the Zoho Mail Control Panel, enter the G Suite Super Admin Email Address and click Verify app. This verification is a one-time process and has to be done only while adding it the server details for the first time. You can remove the application access from your account at any time from the Migration listing.
  15. After the verification succeeds, click the Add Migration button.
  16. You need to add the account details to be migrated as the next step. 

Prerequisites for Calendar Migration from G Suite:

  • To ensure complete migration, all the users present in the respective G Suite account need to be created in Zoho Mail before calendar migration.
  • For the Calendar data to be migrated correctly, the domain name in Zoho Mail has to be the same as the domain name in G Suite. For example, if your domain in G Suite is abc.com, your domain name in Zoho Mail should be the same.

Steps to add User details for Migration from G Suite:

Zoho Mail provides three options to add User Accounts for migration, such as manual user addition, migration of multiple user accounts through the CSV option, and provisions to Fetch Users directly from the source server.

Manual User Addition:

  1. Select the Migration Name to which you want to add the source and destination details. 
  2. Select Add Accounts to add the account details manually.
  3. Provide the Source username and the Destination to which the emails should be migrated. 
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  4. Enter the priority that you would like to set for this account's migration.
  5. 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 important 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.
  6. In the Folder Option, you can choose either the All Folders or Specific Folders option. 
  7. If you choose the All Folders option, you can choose to skip any folders during migration using the Exclude Folder List option.
  8. The skip folders 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.
  9. If you choose the Folder Specific option, you can specify the folders that need to be included in the Include Folder List. 
  10. In the Include Folder List, enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be included. 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.
  11. The credentials will be authenticated with the source server provided, once you click Add.
  12. Repeat the steps until you add the last user for migration. 
  13. Click Add and Close to close the popup and return to the Migration page. 

Convention for mentioning folders:

  • In case you want to mention a specific parent folder (E.g. Reports), enter it as "Reports".
  • In case there are multiple subfolders under Reports and you want to mention all the subfolders, enter it as "Reports/*"
  • In case there exists a subfolder under Reports named 2016, and you want to mention this particular subfolder, enter it like this - "Reports/2016". 
  • If you want all the subfolders under Inbox, only the Marketing folder without the subfolders, and a specific subfolder, 2012, alone under the Sales Reports folder to be mentioned, you will have to type the Folder List like this - "Inbox/*", "Marketing", "Sales Reports/2012".

Steps to Import users from CSV file:

Instead of manually adding the users for migration, you can also add the user details to an excel sheet, save it as a CSV file and upload it. The user accounts mentioned in the CSV will be uploaded for migration.

  1. Click the Upload Accounts link in the Migration Accounts page.
  2. The format for entering the User Details in the CSV file will differ according to the type of migration that you've chosen.
  3. In the right pane of the Upload Accounts section, you will find a sample CSV file.
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  4. Download the sample file, look up the details, and enter your user details accordingly.
  5. Save it as a CSV file.
  6. Choose the respective file and Click Ok to upload the accounts.
  7. The user accounts added will be listed in the Accounts section.
  8. Check whether all the accounts to be migrated has been listed in Accounts section. 

Note:

  • In all migration types, the source account and the destination account details should mandatorily be entered in the CSV file.
  • In case there is an issue while uploading the users, another file with the error details will be downloaded automatically.

Fetching User Accounts from source server:

You can populate the account details in Zoho Mail directly from the source server.

  1. Click the Fetch Users option in the Migration Accounts page.
  2. Select your domain name from the dropdown and click Fetch Users 
  3. Select the users whose accounts need to be migrated, and click >>
  4. You can view the accounts that have been selected for migration. 
  5. If you want to deselect an account, click the relevant checkbox, and click <<
  6. After you've selected the required accounts, click Next 
  7. 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 important 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.
  8. Select the Folder Options, and the Date Range for the selected users and click Add. To know more about the convention for mentioning folders, click here.
  9. In case, any of the user accounts that you have selected have not been created in Zoho Mail already, an error will be shown, and a csv file with the error details will be downloaded.
  10. You can create these accounts and then try fetching the users again.
  11. After fetching the required set of users, click  Next.

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. 

  1. The list of migrations you have added will be listed in the Migrations page.
  2. Click 'Start' link, across the migration you have just added to start the migration. 
  3. The Migration will be scheduled and the status will be 'In Progress' for the migration that is currently running. 
  4. You can view the overall migration status in the listing, and detailed migration status in the Accounts section. 
  5. For mail migration, detailed reports along with folder information will be available.
  6. Click the count under the Total field to view the detailed information about the folder-wise migration details.
     
  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.
  8. Similarly, you can also view the statistics for Contacts migration by clicking the respective count under the Total category.
  9. The Calendar migration details can also be viewed from the same page. Click on the respective count under Total in the Calendar category to view the details.

In case there are any failures while migrating contacts and calendars, click the View failure contacts or View failure calendars button on the top right portion of the window. For more information on reasons for migration failure, follow this help page.

Note:

You can remove the access you have given for the application from the Migrations listing page. Click the Installed Apps option on the top right corner of the page, select the G Suite option, and click Remove. Please ensure that there are no migrations in progress before you remove the remove the application. You will have to install the Zoho Mail app and verify it again to add any further migrations.

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