Amit Shah’s Switch Sparks Surge: How to switch from Gmail to Zoho Mail: A step-by-step guide

A Political Endorsement Turns Tech Trend

In a move that’s sending ripples across India’s digital landscape, Union Home Minister Amit Shah recently announced that he has officially switched his email communications from Gmail to Zoho Mail, the Chennai-based, fully Indian-owned email platform. His email announcement read:

“Hello everyone, I have switched to Zoho Mail. Kindly note the change in my email address. My new email address is amitshah.bjp@zohomail.in. For future correspondence via mail, kindly use this address.

This isn’t just another tech switch — it’s symbolic. It comes during the BJP’s “Har Ghar Swadeshi” push, a campaign encouraging adoption of homegrown solutions.With prominent ministers already gravitating toward Zoho’s suite, the political weight of this decision is clear.

But beyond politics, many everyday users want to know: How to switch from Gmail to Zoho Mail: A step-by-step guide — without losing emails, contacts, or calendar entries. This article dives deep into that process, explores why Zoho Mail is gaining traction, and offers tips, caveats, and context gleaned from expert sources. Let’s get started.

Why Zoho Mail Is Suddenly Trending?

The Swadeshi Tech Wave

The momentum behind Zoho Mail has skyrocketed since the endorsement from Amit Shah. Suddenly, “Zoho Mail” is trending, appearing in Google trends and news cycles across India. As ministers shift, the narrative is clear: digital sovereignty matters again.

From Messaging to Mail: Zoho’s Ecosystem Expansion

Zoho isn’t just about email. The company has built an entire suite — Zoho Workplace — including documents, chat, calendar, and collaboration tools. The recent success of Zoho’s messaging app Arattai has also driven more eyeballs toward Zoho’s ecosystem. It’s a full-court press.

Privacy, Clean UI, and Ad-Free Experience

One of Zoho Mail’s strongest appeals is its ad-free and privacy-first design. Unlike Gmail, Zoho doesn’t pepper your mailbox with promoted content or contextual ads — a major draw for users tired of cluttered inboxes. Its integration with Zoho’s privacy and security tools further strengthens trust.

Business Ready: Custom Domains & Team Tools

Gmail (free version) lacks strong support for custom domains; Zoho makes it easier to configure business domains, handle multiple users, and integrate contacts, calendars, and collaboration tools. These capabilities make Zoho particularly attractive to professionals and small-to-medium organizations.

How to switch from Gmail to Zoho Mail: A step-by-step guide

Below, you’ll find a detailed, safe, and tested migration path — especially useful whether you’re an individual user or managing a business email system. How to switch from Gmail to Zoho Mail: A step-by-step guide is not just a headline — it’s your roadmap.

Pre-Migration Checklist: What to Prepare First

Before diving in, make sure:

• You have a Zoho Mail account (or set one up) — ideally with a business plan if you’ll use a custom domain.
• You have access to your Gmail / Google Workspace account with admin or user credentials.
• Make sure IMAP is enabled in Gmail (Settings → Forwarding & POP/IMAP) — this allows Zoho to access Gmail data.
• You know which emails, labels, folders, contacts, and calendar items you want to migrate (or whether you want to move everything).
• You’ve backed up your existing Gmail data (e.g. via Google Takeout) — just in case.
• Choose a migration window (off-peak hours if it’s a business) to minimize disruptions.

Sign Up or Upgrade Zoho Mail Account

If you don’t already have a Zoho Mail account:

1. Visit the Zoho Mail website and choose a plan — free or paid based on your needs.
2. If using a custom domain, pick a Business / Workplace plan so that you can verify your domain and set up MX records.
3. Create user accounts (if for an organization).

Once your Zoho Mail setup is ready, you’ll be able to start the migration.

Enable IMAP in Gmail

To let Zoho fetch your Gmail emails:

• Log in to Gmail → Settings → See all settings → Forwarding and POP/IMAP.
• Ensure IMAP is enabled (and configure any limits).
• Save changes.

This gives Zoho the “key” to read and migrate your mail.

Add an IMAP Migration in Zoho Admin Console

If you’re doing this for a business or multiple users, use Zoho’s Admin Console:

• Log in → go to Data Migration.
• Click Start Migration (or + Create).
• Choose IMAP as the protocol.
• Enter source server: imap.gmail.com, port 993, security SSL.
• Save that server configuration.

Configure Folder and Date Filters

When customizing migration:

• Choose All Folders or Specific Folders to include or exclude.
• Exclude overlapping labels (like “Important”) to avoid duplication.
• Define date range if you only want recent emails.
• Optionally mark Important / Starred messages as tags instead of full copies.

Add Users for Migration (Manual or CSV)

• You can add users one by one, or upload a CSV file listing Gmail users and their corresponding Zoho accounts.
• Provide the source (Gmail) email, source password or app-specific password (Google may require an app password).
• Choose priority for migration (which accounts move first).

Start the Migration & Monitor Progress

• After configuring, click Start Migration.
• Zoho provides real-time status dashboards, per-user folder stats, and failure reports.
• If failures occur, review error logs and retry specific users or folders.
• Make sure Gmail passwords do not change during migration.

Post-Migration: Finalize and Switch Over

• Verify important data (emails, contacts, calendar) is fully migrated.
• In Gmail settings, set up forwarding to Zoho Mail to catch any stragglers.
• Update your MX records for your domain (if applicable) so new emails land in Zoho.
• Inform your contacts and update your signature and email address everywhere.

Using Zoho’s Import / Export for .EML or Backup Files

If you have .EML files or zipped exports:

• In Zoho Mail → Settings → Import/Export, select your ZIP/EML file.
• Choose whether to retain folder structure or import into a chosen folder.
• Click Import, and Zoho handles the rest.
• Note failed imports will be reported with reasons.

Optional: Fetch Gmail from Zoho (POP/IMAP fetch)

If you prefer to keep Gmail live and fetch mails into Zoho:

• Go to Zoho Settings → Mail Accounts → Add Mail Account
• Use POP or IMAP mode.
• Set “Messages per Fetch” (e.g. 200) and interval (e.g. every 3 minutes).
• Enable “Delete messages from server when received here” if you want Gmail cleared.

This is more of a hybrid approach than full migration.

Diving Deeper: What Happens to Labels, Folders, and Duplicates?

Labels vs Folders: The Technical Gap

Gmail uses labels, whereas Zoho uses folders/tags. Because Gmail emails can have multiple labels, migrating one email might cause duplicates if it appears in multiple folders.

If an email had three labels, Zoho might import it three times under three folders — which can bloat your storage significantly.

Managing Overlaps & Deduplication

To avoid duplication:

• Exclude “Important” or “All Mail” labels during migration.
• Use Zoho’s “Exclude folder” settings.
• After migration, use dedup tools (within Zoho or third-party) to merge duplicates.
• Clean up leftover label-based archives if needed.

Migrating Calendar & Contacts

For Google Workspace users, calendar and contacts migration is supported via the migration wizard.

Note: Domain names in Google and Zoho must match to ensure calendar sync.

Real-World Case: Amit Shah’s Official Move

Amit Shah’s transition to Zoho Mail isn’t just symbolic — it’s strategic. By publicly announcing his new email and urging contacts to use it, Shah isn’t just endorsing Zoho — he’s putting skin in the game.

Zoho’s founders responded with gratitude, noting that years of consistent effort by Indian engineers have culminated in this moment. The broader narrative frames this as a win for India’s digital sovereignty and pushback against dependence on foreign cloud platforms.

In the wake of this announcement, Zoho’s messaging platform Arattai saw a 100× surge in traffic in just three days — a sign of public curiosity and shifting momentum.

Common Challenges & Troubleshooting Tips

Authentication Errors & App Passwords

Google has tightened security. You can’t always use your Gmail password — you may need a 16-digit app-specific password to allow Zoho access.

If you get “authentication failed” errors, check whether:

• App passwords are enabled
• Two-factor authentication (2FA) is interfering
• Google’s “less secure app access” is restricted (note: deprecated)

Partial or Failed Email Imports

If some emails don’t migrate:

• Inspect failure logs in Zoho’s migration dashboard.
• Retry specific users/folders.
• Ensure the emails conform to RFC standards (invalid messages may be skipped).
• Email size limits may block oversized attachments.

Duplicate or Missing Data

Duplicates often result from Gmail’s label overlap. Use dedup tools.

Missing data? Check:

• Whether excluded folders or labels were skipped
• If calendar sync had domain mismatches
• Import/export .EML files as supplement via Zoho’s tool.

DNS & MX Record Issues

After migrating, if new emails aren’t landing in Zoho:

• Confirm you’ve updated MX records correctly for your domain.
• Check propagation — DNS changes take time.
• Ensure there’s no conflicting MX record pointing somewhere else.

Downtime & Transition Period

While migrating large accounts:

• Choose off-peak hours
• Use forwarding to reduce missed emails
• Test with a small account first
• Inform users/customers ahead of time

Comparing Zoho Mail vs Gmail — Strengths & Weaknesses

Neither service is perfect — Gmail’s strength is familiarity, global reach, and the Google ecosystem. Zoho’s appeal lies in privacy, business control, and reducing dependency on foreign cloud platforms.

Pro Tips to Smooth Your Transition

Start Migration in Phases

Don’t try to move everything at once. Migrate smaller accounts or least-critical users first to test your setup and workflows.

Keep a Dual Inbox Period

Continue checking Gmail (via forwarding) while Zoho catches up — avoid missing important emails.

Clean Up Gmail Before Migration

Archive or delete unneeded emails. The less you move, the cleaner the process.

Communicate with Stakeholders

Let your contacts, clients, and teams know your new address ahead of time, and update website forms, signatures, and systems.

Backup Export Data

Keep an offline backup via .EML or Google Takeout even after migration, just in case.

Use Zoho’s Support & Community

Zoho offers extensive documentation and support forums. Use them. (E.g. Zoho’s help article on migrating from Gmail).

Sample Walkthrough: Migrating a Single Personal Gmail Account

Let’s assume you’re an individual user with one Gmail account. Here’s a simple path:

1. Enable IMAP in Gmail settings.
2. Create a Zoho Mail account (free or paid).
3. In Zoho Mail → Settings → Import/Export → select Gmail as source (if supported).
4. Alternatively, use Zoho’s Mail Accounts fetch (POP/IMAP) to pull Gmail into Zoho.
5. Wait for import.
6. Set Gmail forwarding → Zoho.
7. Move signature, update contacts, verify everything is working.

This simpler route is less powerful than Admin Console migrations but effective for personal use.

The Political Dimension: Symbolism Meets Tech Reality

A Strategic Nudge Toward Digital Self-Reliance

Amit Shah’s public switch is about more than email — it’s a signal that India’s leadership expects citizens, developers, and companies to think homegrown first in the digital realm.

Messaging Ripple Effects: Arattai’s Surge

Zoho’s messaging app Arattai, which was already generating buzz, saw a 100× traffic spike shortly after Shah’s announcement — proof of the influence such endorsements carry.

Institutional Implications

If top government officials adopt Zoho (for official communication, internal emails, etc.), it could spur institutional migrations, increased trust, and a reshaping of how public agencies adopt SaaS platforms.

Addressing Misconceptions

“Migration will break everything”

False. With proper planning, phased rollout, backups, and fallback (forwarding), disruptions can be minimized.

“Zoho Mail can’t compete with Gmail’s features”

Partially false. Zoho has matured — it now offers custom domains, integrated tools, collaboration features, and privacy-first design. It may lag behind in some Google-specific integrations, but it’s no longer a basic email service.

“Only businesses should consider this”

Not true. Individual users seeking a clean, ad-free, privacy-respecting inbox can benefit just as much as small organizations.

FAQ — Common Questions (and Clear Answers)

Q1: Will I lose any emails if I migrate?

A1: If done properly, no. Use Zoho’s migration tools or Import/Export, check logs, and back up beforehand to mitigate any risk.

Q2: Can I migrate Gmail contacts and calendar events?

A2: Yes. Zoho’s migration tools support calendar and contact import (especially for Google Workspace users).

Q3: Do I need to pay for Zoho Mail?

A3: Zoho offers a free tier with limitations. For custom domains or expanded features, you may need a paid plan.

Q4: Will my Gmail labels translate to Zoho folders?

A4: Gmail’s labels map to folders or tags in Zoho. Overlapping labels may cause duplicate imports.

Q5: Does Google block this migration or require extra permissions?

A5: You may need to authorize Zoho via app passwords, and Google’s security settings (2FA, less secure app rules) might need adjustment.

Q6: How long does migration take?

A6: Depends on mailbox size, number of users, and network speed. Small accounts may finish in minutes; large orgs may take several hours or more.

Summing It Up & Final Thoughts

The alignment of high-level political endorsement and a strong technical roadmap makes Zoho Mail’s rise feel both timely and intentional. The question — How to switch from Gmail to Zoho Mail: A step-by-step guide — is no longer academic. It can be your reality.

If you follow the roadmap above — plan, enable IMAP, configure migration carefully, monitor progress, and communicate changes — your migration can be smooth, data-safe, and effective.

Whether you’re an individual seeking cleaner, ad-free mail or a business looking to assert digital sovereignty, Zoho Mail now stands as a viable, mature alternative to Gmail — and one buoyed by a political narrative in India that demands attention.