Migrate Google Workspace to IMAP-Email Provider: Complete Guide
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All users & archival mailboxes of an organisation can be securely transferred from Google Workspace (formerly called G Suite) to another IMAP enabled email service like Hostinger Email, Zoho Mail or a self-hosted /private email server including their folder structure, with BitRecover Google Workspace to IMAP Migration tool in minimal downtime.
Important Note: Google Workspace does not provide a direct way to export mailboxes to another IMAP service provider. Its migration services only bring data from IMAP into Google Workspace.
Understanding Scope of Google Workspace Migration
| Parameter | Specification |
|---|---|
| Source | Business, Enterprise, Frontline & Education (Starter, Plus, Standard, Essentials), Nonprofits or Google Workspace Individual |
| Destination | Any IMAP-enabled server: Dovecot, Zimbra, cPanel, Rackspace, GoDaddy, Zoho, Yahoo, Namecheap Private Email, Office 365 (via IMAP) and others |
| Data Transferred | Emails, attachments, folder hierarchy, read/unread status, dates, sender and recipient details |
| Admin access needed | Google Workspace super admin authorizes complete tenant migration from Google Workspace to IMAP | Not required for single account transfer |
| Devices Supported | Windows 7–11, Server 2008–2022, macOS Tahoe–Yosemite |
| Authentication | Secure OAuth & API-Based Connection for Google Workplace & IMAP for destination |
| Downtime | None. Mail keeps flowing to Google until you change MX records |
Note: When transitioning from Google Workspace Gmail to IMAP the tool can only migrate emails to the destination mailbox as IMAP (Internet Message Access Protocol) usage is restricted to messages. But the tool exports Google Contacts to CSV for later import in webmail (if available) or email client.
Before You Start to Move Google Workspace Emails to IMAP Account
- For multi-user Google Workspace to IMAP Superadmin Account, Service Account ID and Certificate File.
- Go to Apps >> Google Workspace >> Gmail >> End User Access and ensure IMAP access is ON.
- Create destination mailboxes on IMAP server and a CSV for accounts ID and password/app-password.
- IMAP server host name, port number, email address, and password required for migration.
- Lower DNS MX records TTL to 300 seconds (5 minutes) at your DNS provider 24 to 48 hours.
- Backup Google Workspace Mailbox to prevent accidental data loss or folder structure corruption.
Steps to Transfer Email from Google Workspace to IMAP with BitRecover
- Download the BitRecover Google Workspace Migration Tool.
- Choose “I am Admin” mode to batch migrate users from G Suite to IMAP.
- Enter details – Admin ID, Service Account ID and Certificate File and “Login”.
- Select the users you want to migrate and further select labels under Google Workspace account.
- From the saving option choose “IMAP”.
- Enter the IMAP host name & server details.
- Use Batch Mode and upload the CSV with the user accounts on the IMAP server.
- Map the users and apply filters like Date Range, Sender & Receiver Address, and Has Words etc.
- Press “Backup”.
Features of BitRecover Google Workspace to IMAP Migration Tool
Post Google Workspace to IMAP Migration Steps
- Check the migration report and verify each mailbox size, attachments, headers & timestamps.
- Update MX, SPF, DKIM and DMARC records so that incoming emails will land in the new IMAP server and outgoing mail from the new server will not land in spam.
- With the “Incremental Migration” option run the delta transfer to move new emails received or sent during migration.
- Test the mailflow by sending and receiving emails from the destination mailbox.
Why do Businesses Migrate Google Workspace to IMAP Providers? Scenarios
- Better Autonomy: Switching email providers to a private IMAP Server eliminates Google Cloud APIs, binds and modifies retention, backup, bandwidth and deletion rules.
- Consolidating Email & Hosting Provider: Managing different email and web hosting infrastructure simplifies management and reduces multivendor dependency. Consolidation email provider after mergers or acquisition is common in business.
- Cost Saving: Admin transfer Google Workspace emails to IMAP mailbox for off-boarded employees (certain mailboxes are free with hosting) or for a better per user subscription model.
How Is General IMAP Provider Different From Google Workspace? Comparison
| Factor | Google Workspace | IMAP Provider |
|---|---|---|
| Mail Structure | Labels | Folders |
| Storage Access | Proprietary with No Direct Access | MBOX or Maildir |
| Integration | Email + Drive, Calendar, Contacts | Email Only |
| Provider Dependence | Proprietary SaaS | Standard RFC-compliant |
| API Throttle | Download – 2.5 GB, Upload – 500 MB | Determined by Manager |
| Authentication | OAuth 2.0, SAML SSO, Domain-Wide Service Accounts | TLS/SSL (Port 993), App Passwords |
| Per User Cost | $7.00 – $14.00 / user / month | $1.00 – $3.00 / user / month |
FAQs: Migrate Google Workspace to IMAP
Q1: Does Google Workspace have a built-in tool to migrate to another IMAP server?
No, there is no such email transfer option provided by Google Workspace.
Q2: Do I need each user’s password to migrate from Google Workspace to IMAP?
No, you only need a password and username for the destination IMAP accounts in CSV format. The BitRecover Google Workspace to IMAP migration tool uses admin level impersonation to fetch users account data.
Q3: What happens to Google Workspace labels after migrating to IMAP?
With the “Save Message in Default Folder” option, emails are mapped to their corresponding folders to replicate Google labels as IMAP folders.
Q4: Will it create duplicate emails if I run the migration again?
No, you can use the “Incremental Migration” option to move only new or modified emails.
Q5: Can I switch my email provider from Google Workspace to IMAP without changing my domain?
Yes, your domain and your email provider are separate things; migration does not alter the DNS details.
Q6: Is there any limitation on the mailbox size for migration?
No, there is no limit on mailbox export size or the number of mailboxes that can be migrated with the tool.
Q7: Can I migrate only a single user account using the tool?
Yes, you can move only one single Google Workspace email to another IMAP server even without needing admin account credentials.
Q8: When can I cancel my Google Workspace organization after migrating to IMAP?
After completing and verifying the migration, maintain the active Google Workspace subscription for 5 to 10 days before cancellation.
Q9: What if the internet connection is lost during the migration?
The tool can handle minor internet connection loss and automatically retry attempts.
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