Admin Runbook · Email Only · Updated 30 October 2026
Migrating from Google Workspace to Zoho Mail: An Admin's Step-by-Step Runbook
Migrating from Google Workspace to Zoho Mail is mostly an access and planning job: once Zoho can read your Google domain, the mailbox transfer itself runs from the Zoho Mail admin console.
This runbook covers the Google service account, domain-wide delegation, Zoho's migration settings, a pilot, batches, MX cutover and SPF and DKIM, using Zoho's own help pages as the source.
Short answer
When migrating from Google Workspace to Zoho Mail, set up and verify your domain and users in Zoho first. Then create a Google service account, grant Zoho's scopes through domain-wide delegation, and add a Google Workspace migration in Zoho Mail's Data Migration section.
Run a pilot for a few users, migrate the rest in batches, switch MX at a quiet time, re-run for late mail, and publish SPF and DKIM.
What Moves When Migrating from Google Workspace to Zoho Mail
In short: Zoho Mail can migrate mail, contacts and calendar data from Google Workspace; Drive files need a separate route.
Admins in public Zoho forums often ask the same things before starting: will labels survive, will calendars come across, and will mail stop during the switch? Zoho's help answers most of this.
Here is what to expect when migrating from Google Workspace to Zoho Mail with Zoho's built-in option.
| Data | Migrates with the Google Workspace option? | Notes from Zoho's help |
|---|---|---|
| Yes | Labels become folders; folder and date filters available | |
| Contacts | Yes | Placed under the relevant categories |
| Calendar | Yes | All users must exist in Zoho first, and the domain must match |
| Users | Can be imported | Users can be imported from Google Workspace in the admin console |
| Drive files | No, separate route | Personal data via export; team data needs a migration request for WorkDrive |
Source: Zoho's Google Workspace to Zoho Mail migration help. This guide is email-only and focuses on migrating from Google Workspace to Zoho Mail. If you are also moving files, chat and meetings, see our Google Workspace to Zoho Workplace switch guide and Zoho Workplace migration plan.
Gmail Labels and Duplicate Mail: Decide Before You Start
In short: Gmail labels become folders, so one email with several labels can be copied several times unless you set exclusions.
Gmail uses labels, not folders. Zoho's help explains that each label becomes a folder in Zoho Mail, so an email with three labels can appear in several folders and use more storage.
Zoho offers three options that help when migrating from Google Workspace to Zoho Mail:
- Exclude Inbox mails with more than one label, so they arrive only under their other labels.
- Mark Important as a tag (ZMImportant) instead of copying them to a folder.
- Mark Starred as a tag (ZMStarred).
Zoho also suggests adding the Important label to the exclude list, because those emails are already in the Inbox. Agree these choices with users before the pilot, not after. Label clean-up is the quickest storage win when migrating from Google Workspace to Zoho Mail.
Steps 1 to 3: Prepare Zoho Before Migrating from Google Workspace to Zoho Mail
In short: Inventory users, groups, aliases and mailbox sizes, then add, verify and set up the domain and users in Zoho Mail.
- Inventory the source. List users, groups, aliases, shared mailboxes and rough mailbox sizes. Note any users with heavy label use, because they shape the timeline for migrating from Google Workspace to Zoho Mail.
- Add and verify the domain. Add your domain in Zoho Mail and verify it using Zoho's domain verification steps. Do not touch MX yet.
- Create users and groups. Zoho requires user accounts to exist before migration. Its how-to also shows an Import from Google Workspace option on the Users page, with choices for aliases and phone numbers.
Zoho's general migration planning help adds two useful tips: inform users and give them login details before the switch, and consider a catch-all account to spot missed addresses.
Getting these three steps right removes most of the risk in migrating from Google Workspace to Zoho Mail, because every later step depends on users and the domain existing in Zoho.
Steps 4 and 5: Google Service Account and Domain-Wide Delegation
In short: Create a Google service account, enable the APIs, and grant Zoho's listed scopes through domain-wide delegation.
This is where most admins get stuck when migrating from Google Workspace to Zoho Mail. Follow Zoho's Google Workspace access setup help exactly, in a browser where only the admin's Google account is signed in.
Step 4: Create the Google service account and key
- Cloud Shell method (JSON key): run Zoho's script in the Google Cloud Shell, approve access, and download the JSON file. Note the client_email and client_id inside it.
- Developers Console method (P12 key): create a project and service account, note the service account email and the Unique ID (client ID), then create a P12 key.
- Enable the APIs Zoho lists for this method, including Gmail, Calendar, Contacts, CalDAV, Admin SDK and People.
Step 5: Grant scopes through domain-wide delegation
In the Google admin console, open Security, then API controls, then Manage domain-wide delegation. Add the client ID and paste the scope list from Zoho's help page.
The list covers read-only mail, contacts, read-only directory data for users, domains and groups, and calendar access. Copy it fresh from Zoho's page on the day, because Zoho notes it adapts as Google changes its APIs.
Keep the key file safe and share it only with the person running the migration. After migrating from Google Workspace to Zoho Mail is complete, you can remove the delegation and delete the service account key in Google.
Steps 6 and 7: Configure the Migration and Run a Pilot
In short: Add server details and settings in Zoho's Data Migration, run a pilot, then migrate users in batches.
Step 6: configure. In the Zoho Mail admin console, open Data Migration, start a migration and choose Google Workspace. Enter the super admin email and the service account email, upload the JSON or P12 file, and click Authenticate.
| Setting | Options in Zoho's help | Suggested use (Example only) |
|---|---|---|
| Data | Mail, contacts, calendar | All three for most teams |
| Folders | All folders with exclusions, or specific folders | Exclude Important if Inbox copies are enough |
| Date range | All emails or a set range | Full history for the main run; a range for the final catch-up |
| Maximum connection limit | Number of users migrated in parallel | Start low in the pilot, then raise |
| Storage pause | Pause at 80% or 95% storage | Keep on, to avoid surprises |
| Users | Manual, CSV import, or fetch from source | CSV for batches, with priorities |
Step 7: pilot. Zoho recommends a sample migration for a small group of users first. Check folder counts, contacts and calendars in each pilot mailbox when migrating from Google Workspace to Zoho Mail, and review the per-user statistics and Mail Failures report.
Zoho's planning guidance gives one reference point: a batch of 25 users with mailboxes around 2 GB and a connection limit of 10 takes around 11 hours. Treat it as a rough guide; your pilot tells you the real speed for migrating from Google Workspace to Zoho Mail.
Steps 8 and 9: Batches, MX Cutover, SPF and DKIM
In short: Switch MX at a quiet time, re-run migration for late mail, then publish SPF and DKIM.
Step 8: migrate in batches and switch MX. Run the remaining users by priority, using the CSV option for larger groups when migrating from Google Workspace to Zoho Mail. Zoho suggests switching MX at a quiet time, such as a weekend, and keeping source passwords unchanged until migration finishes.
Use the MX values shown in your Zoho Mail admin console, which depend on your data centre, and remove the old provider's MX records. Zoho's email delivery help explains why mixed MX records cause delivery problems. Email routing can help if you need a staged switch.
Step 9: catch up, then authenticate. Re-run migration for all users to pick up mail that arrived before MX changed; Zoho says duplicates are handled, or you can set a date range. Then publish SPF and DKIM.
These two records finish the job of migrating from Google Workspace to Zoho Mail, because they decide whether your outgoing mail is trusted.
- SPF: Zoho's SPF help says a domain must have only one SPF record. Replace the old Google entry, or merge entries if another service still sends for you.
- DKIM: per Zoho's DKIM help, add a selector in the admin console, publish the generated TXT record, then click Verify.
- Timing: Zoho notes DNS changes can take 12 to 24 hours depending on TTL.
Our Zoho Mail SPF, DKIM and DMARC setup guide goes deeper, and Zoho Mail not receiving emails helps if mail stops after cutover.
Troubleshooting When Migrating from Google Workspace to Zoho Mail
In short: Most failures come from blocked key creation, missing APIs or scopes, or changed source passwords.
| Problem | Likely cause | Fix from Zoho's help |
|---|---|---|
| Key creation blocked | An organisation policy disables service account keys | Grant the Organization Policy Administrator role, then turn off the policy |
| Contacts not migrating | People API not enabled | Enable the People API and retry |
| Authentication fails | Wrong client ID, missing scopes or wrong key file | Recheck delegation and re-upload the key |
| Calendar gaps | Users missing in Zoho or domain mismatch | Create all users first and use the same domain |
| Failed users after completion | Source issues for some mailboxes | Use Retry or Retry All on the migration's Users tab |
Zoho's migration troubleshooting help has the full steps. For other source types, see our Zoho Mail migration guide and cPanel to Zoho Mail migration. For a personal Gmail move rather than a company domain, read Gmail to Zoho Mail migration.
How Codroid Labs Helps With Migrating from Google Workspace to Zoho Mail
Codroid Labs is a Zoho Partner and a Zoho AI Enabled Partner, recognised by Zoho after the AI Accelerator Series 2026. As a Zoho Partner, Codroid Labs sells Zoho licences and provides implementation, customisation, migration and AMC support.
Based in New Delhi, we support businesses across India remotely. For email implementation projects we can handle the service account setup, delegation, pilot, mailbox transfer, MX cutover and SPF and DKIM, with your admin kept in control.
Book a migration call, call +91 7838402682 or email team@codroiditlabs.com. See also our Zoho Mail admin console guide and Zoho Mail partner India page.
Quick Answers
Does Zoho have a Gmail migration tool for companies?
Yes. The Google Workspace option in Zoho Mail's Data Migration moves mail, contacts and calendar.
What do I need before starting?
Super admin email, service account email and a JSON or P12 key file.
Will labels be kept?
Labels become folders, which can duplicate mail; use Zoho's exclude and tag options.
When should MX change?
After the pilot and main batches, at a quiet time, followed by a catch-up run.
Migrating from Google Workspace to Zoho Mail: FAQs
What data is moved when migrating from Google Workspace to Zoho Mail?
Mail, contacts and calendar data, per Zoho's help. Drive files use a separate WorkDrive route.
Do users need to exist in Zoho Mail first?
Yes. Zoho requires user accounts to be created before adding the migration, and all users for calendar migration.
Which Google key type should I use?
Zoho documents both: a JSON key through the Cloud Shell method, or a P12 key through the Developers Console method.
Can I migrate only some folders or dates?
Yes. You can choose specific folders, exclude folders, or set a date range.
Can I change Google passwords during migration?
Zoho advises keeping source passwords unchanged until the whole migration is complete.
Will mail be lost during the MX switch?
Re-run migration after changing MX to collect late mail; Zoho says duplicates are handled.
Do I need to update SPF and DKIM?
Yes. Keep a single SPF record that includes Zoho, and publish Zoho's DKIM TXT record, then verify.
Want help with your Google Workspace to Zoho Mail migration?
Tell us your user count and domains. We will plan the service account, pilot, batches and cutover with you.
Related guides
Zoho references (checked 30 October 2026)