Migrate Office 365 to Zoho Mail: All Users, Contacts & Calendar

Rollins Duke
Published: July 16th, 2026 • 10 Min Read

Summary: Small businesses or organizations who want to migrate Office 365 to Zoho Mail can do so via Zoho Mail’s built-in Data Migration tool in Zoho Admin Console. The Microsoft 365 to Zoho Mail migration process can be tedious as it involves verifying the domain, moving mailboxes, emails, contacts, and calendars data, ensuring complete transfer, user mapping & updating MX records. This process can be simplified and done faster with minimum downtime using an automated tool especially with large Office 365 tenants. Here we have provided a complete step-by-step workflow of Office 365 to Zoho Mail migration that you need to follow to ensure no data is lost during the process.

Nowadays opting for the best emailing service becomes a headache. Users are demanding different email services to fulfill business requirements. Several small businesses are considering Zoho Mail and CRM services as the bright side.
Zoho Mail is continuously improving its online cloud services timely according to business needs. As a result, nowadays a lot of small businesses are using Zoho services. Before starting Office 365 to Zoho Mail migration process, first read some reasons behind the procedure.

Why Do Businesses Prefer to Migrate Office 365 to Zoho Mail?

Cost reduction, account consolidations during merger & acquisitions or to simplify IT admin (archival & eDiscovery) & operational tasks (CRM etc.) are a few of the common reasons why migrations from Microsoft 365 to Zoho Mail are often carried out.

Compared to M365, Zoho Mail is available at an affordable price. Hence, small businesses opt for the starting phase of business.
Microsoft 365 requires administrator-level knowledge for account setup, user creation, permission & role assigning, in-place archiving, and other operations. While Zoho is a little bit easy to use.
Zoho One is a specially designed package for small businesses that comes with 40+ integrated services. Thus, users can easily use it to manage emails, lead generation, finance management, check the reach of customers, etc.
Zoho Mail also has the latest and most useful features like premium email services such as Filters, Rules, Advance Filters, Out of Office, Professional Signature, User & Group Management, Two-factor Authentication, and so on.

Here is quick comparison between the featured offers by Zoho Workspace & Microsoft 365:

Comparison Factor	Microsoft 365	Zoho Workspace
Starting Price (Per User/Month)	US$6.00	US$1.00
Auto Archival & eDiscovery	Yes	Yes
Collaboration Applications	10+ productivity apps	55+ application including CRM, Finance, HR, Projects, Helpdesk & more
Attachment Size Limit	150 MB (Max)	Up to 1 GB (based on the plan you are using)
Control Panel	Required technical expertise since it offers extensive administrative capabilities	Simplifies Zoho Admin Console
Best For	Large Enterprises	SMB, startups & agencies

Note: When migrating mailboxes from Office 365 to Zoho Mail you should choose the correct plan based on the number of users and your business requirements.

Office 365 to Zoho Mail Migration Workflow: Planning Phase

Often working businesses are critical about their environment change from Microsoft 365 to Zoho Mail due to reasons like possible downtime, employee’s resistance to change and the risk of data loss during transfer.

All such issues can be avoided with the proper planning and informing all the stakeholder about when you are moving Exchange Online mailbox to Zoho Mail:

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Prepare Your Zoho Environment

Add domain, verify ownership, and set up the Zoho Mail Admin Console.

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Create Destination Mailboxes

Create user & admin mailboxes and assign licenses under the admin account.

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Select Migration Medium

Choose whether you want to migrate using the in-built migration tool (best with limited mailboxes) or with dedicated Office 365 to Zoho tool.

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Begin the Actual Data Transfer

This can be the most time taking part based on the amount of data you have.

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Map Source & Destination Accounts

Create a CSV of users source and destination and add them into the medium

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Authorize Microsoft 365

Remove throttling and provide required permissions

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Verify Migration

Ensure that all the mailbox content, folder hierarchy, complete user data and contacts & calendars are migrated

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Update MX & DNS Records

To complete the migration and so that all your new incoming emails are landing in the new mailbox

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Monitor Production Mail Flow

Test by sending and receiving the demo mail to confirm migration.

Prerequisites to Seamlessly Migrate Office 365 to Zoho Mail

Before you begin your Office 365 to Zoho Mail migration process as a small business or large scale organization with 400-500 users you need to prepare your source i.e. Microsoft 365 and destination Zoho Mail properly. Here are the requirements:

Office 365 Global Admin Account: Only global accounts can enable required OAuth permission and initiate multi-user migration.
Setup Zoho Mail Environment: Add & verify your domain in Zoho Mail using DNS verification records, setup and create destination user & admin mailboxes in Zoho Mail and complete Zoho Mail Admin Console access to access & track Data Migration section.
User Mailbox List in CSV: Create a CSV file holding all the user email address, user name & passwords for all User, Shared, Room and Archive Mailboxes from both Microsoft 365 and Zoho Mail environment.
Data Backup: Backup your Office 365 mailboxes before migrating to Zoho account.
Stable Internet Connection: You do require 25–50 Mbps broadband connection as you need to be connected to both servers at all times.
DNS Access: Requires to update MX record after migration for business email continuity.
Manage EWS Throttling (Optional): For faster migration without delays due to EWS (Exchange Web Services) API limit try increasing it or disabling limitation for a while.

Method 1: Migrate Office 365 to Zoho Mail Using Native Tool

Here is the step-by-step Office 365 to Zoho Mail migration process using Zoho Mail’s in-built data migration tool in Zoho Admin Console. Mostly IT admins use this method to move from Microsoft 365 Workplace to Zoho Mail as:

Secure native method – that connects to account via OAuth and hence no risk of data sharing to third parties.
In-built migration utility that does not require any additional PST export or import.
It lets you move Microsoft 365 emails, contacts & calendar to Zoho server in one go.
This method is most suitable for SMBs and organizations already using Zoho Mail – have an idea about how it functions and have a limited number of users.

Step 1: Go to Zoho’s Native Data Migration Wizard

Log in to Zoho Mail Admin Console with your Zoho admin account.
From the left pane click on Data Migration and press the +Create button.
Give the name to migration eg: “Office 365 to Zoho”.
Select Server details and choose “Microsoft/Office 365” from the drop down menu.
Sign In with administrator credentials of “Office 365 server” using OAuth and press Accept to provide required permissions.

Step 2: Add Settings in Zoho’s Native Tool for Office 365 to Zoho Mail Migration

Once you enter the Settings page, enter your “Settings Name” to make sure you keep it unique.
Using the checkbox choose what data (Emails, Contacts & Calendars) you want to migrate from Exchange Online server to Zoho Mail server.
Further select if you want to migrate All folders to selective folders. You can also mention which methods to keep and what to exclude.
Click the Add button to fully configure migration settings.
Go to the Create Page and set the Maximum Connection Limit eg: 9, 10, 11 etc.
You can even choose to pause the migration based on the storage limit of the account.
Finally press Create to complete the Office 365 to Zoho Mail migration setup.

Once the migration list has been created then you can start adding the user you need to migrate.

Step 3: Map Microsoft 365 Users to be Moved to Zoho Account

Go to Office 365 to Zoho migration from the list in which you want to add users for migration. Here “Office 365 to Zoho” that we have newly created.

The built in tool lets you map mailbox users in two ways manually one at a time or via the CSV file:

Method 1 – Using Add Button

You can add “Source” and “Destination” accounts and select its type one by one to create the migration list.

Method 2 – Using Import Option

Click on the Import button under the user section to add a CSV with the import data. In the CSV you must have Source Microsoft 365 Email Address, Destination Zoho Mail Email Address and Mailbox Type, Priority Migration, or Shared Mailbox Address.

Step 4: After adding the user go to the Data Migration page and press Start Migration.

Software to Migrate from Office 365 to Zoho Mail

Office 365 Backup Software is an excellent tool for Microsoft Outlook 365 to Zoho Mail migration. This application is capable to migrate complete Office 365 emails to Zoho Mail directly without facing any issues.

Just download the free demo version of the software which allows transferring 25 emails from each Office 365 folder to Zoho Mail including entire email items and components. After getting complete satisfaction upgrade it anytime.

Download Now Purchase Now

Important Note: If you want to cancel your Office 365 subscription after completing the Microsoft 365 to Zoho migration process. Then this is advisable to export Office 365 emails to PST files and keep it safe for future use in case of losing data.

Read Me First: Make sure your Zoho Mail IMAP Settings should be enabled before starting the migration process.

How to Migrate Microsoft 365 to Zoho Mail?

1. Run Office 365 to Zoho Mail Migration Tool and enter the O365 email address.
2. Thereafter, fill your M365 account password and press Sign In.
3. Now software is adding Office 365 email folders in the software window.
4. Use checkboxes for selecting required folders for migration.
5. After that, set email filters as per your requirements.
6. Pick IMAP Server from the listed saving options as shown in the respective screenshot.
7. Thereafter, enter the Zoho Mail IMAP setting in specific fields.
  Email Address: [email protected] or [email protected]
  Password: Password of your account
  IMAP Host: imap.zoho.com
  IMAP Port No: 993
8. Now click on the Backup button to migrate Office 365 to Zoho Mail account.
9. Microsoft 365 to Zoho Mail migration procedure was completed successfully.
10. Lastly, login to your Zoho Mail account and see the migrated data.

Office 365 to Zoho Mail Migration Tool Features

Migrate primary, shared, and in-place archive mailboxes from M365 to Zoho Mail account directly.
Keep all email attachments, header data, and body elements during Outlook 365 to Zoho Mail migration.
Use advanced filters to migrate data between a specific date range, by email address, by subject, and exclude unnecessary folders.
In front, checkboxes allow you to check or uncheck folders for migration.
Outlook 365 to Zoho Mail migration Tool preserves the folder structure during the completion of the task.
An automated solution to migrate Office 365 to IMAP of Zoho Mail account by asking only account credentials.
This utility is compatible with the latest Windows OS as well as Mac OS computers.

Answers to Your Queries

Que 1: Can I migrate Office 365 to Zoho Mail free and pro email accounts?

Ans: Yes, the tool is compatible with both freeware and professional Zoho Mail accounts.

Que 2: Is there any manual method available to migrate from Microsoft 365 to Zoho Mail?

Ans: Yes, the manual method is available but complicated to use, you can follow the steps mentioned here.

Que 3: Does your software support the latest Windows 11 OS?

Ans: Yes, Office 365 to Zoho Migration Tool supports the latest Windows 11 and Windows Server 2022 editions. Even all MacBook or iMac machine users can use it.

Bottom Lines

In this article, we have explained the step-by-step process to migrate Office 365 to Zoho Mail using professional software. If you want to resolve your query manually then follow up with the link mentioned in the 2^nd FAQ. If you have any other doubts about O365 to Zoho Mail migration then feel free to connect with our technical support team and get complete guidelines.

Recommended: 3 Best Methods to Migrate Shared Mailbox to Office 365