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Move your email to Zomail

Import old mail into Zomail from Gmail, Google Workspace, Yahoo or any IMAP host, for one person or a whole company, then switch MX with a safe cut-over plan.

On this page
  1. Import your own mailbox
  2. Import the whole company from the admin console
  3. Moving from Microsoft 365 or Outlook.com
  4. The cut-over plan
  5. What to tell your users
  6. FAQ

Zomail copies mail from your old provider over IMAP, either one mailbox at a time from Settings or for the whole company from a CSV file in the admin console. Imports run in the background, can be re-run without creating duplicates, and never change the old mailbox.

Import your own mailbox

  1. Get the old account's password ready. For Gmail and Google Workspace, turn on 2-step verification in your Google account and create a Google app password. For Yahoo, create a Yahoo app password. For a cPanel, Plesk or other hosted mailbox, use the normal mailbox password.
  2. Open webmail at https://mail.zomail.io and go to Settings → Import mail from another account.
  3. Choose the provider: Gmail / Google Workspace, Yahoo Mail or Other IMAP server. For another server, enter the IMAP server name (for example mail.oldhost.com), the port (usually 993) and the security (SSL/TLS).
  4. Enter the old user name and password: the old e-mail address and the password or app password.
  5. Click Test connection, check the list of folders that will be copied, then click Start import.
  6. Leave it running. You can close the page; progress updates on the same settings page, and earlier runs are listed below it. To stop, click Stop import; mail already copied stays.

Google Workspace accounts also need the Workspace administrator to allow IMAP access. If the test fails with a sign-in error, check that first.

Import the whole company from the admin console

Use this when you move many people at once. Create the Zomail mailboxes first (see getting started), then:

  1. Go to Admin → Data migration (Bulk mail migration).
  2. Upload a CSV file or paste the rows. Each line is: Zomail address, source server (or the shortcut gmail or yahoo), source user name, source password, then optionally port and tls or starttls.
  3. Click Create imports. Problems are reported per line, such as "line 4: no such mailbox in this customer".
  4. Follow the progress per person. Stop one with Stop import if needed.
anna@example.com,mail.oldhost.com,anna@oldhost.com,<old password>,993,tls
minh@example.com,gmail,minh.oldaccount@gmail.com,<Google app password>

A header line is ignored, and a password that contains a comma goes in double quotes. You can send up to 1,000 lines at a time. Source passwords are encrypted and deleted when the import finishes, but delete your own copy of the CSV after uploading it.

Moving from Microsoft 365 or Outlook.com

Microsoft has turned off password sign-in over IMAP for most Microsoft 365 and Outlook.com accounts, and Zomail does not offer an OAuth import from Microsoft yet. The reliable route today is:

  1. In Outlook connected to the old Microsoft account, export the mailbox to a .pst file.
  2. Add your Zomail mailbox to Outlook over IMAP with an app password (see connect email apps).
  3. Open the .pst file in Outlook and drag folders into the Zomail account. Outlook uploads them over IMAP.

This works well for a handful of mailboxes. For larger moves, plan the time per person, or ask us before you start.

The cut-over plan

A clean move keeps mail flowing the whole time. The order matters.

WhenWhat to do
A day or two beforeLower the TTL of your MX record (for example to 300 seconds) so the switch spreads quickly
Before the switchAdd the domain, create the verification, SPF, DKIM and DMARC records, create every mailbox
Before the switchRun the first import for everyone. This copies the bulk of the old mail
Switch dayReplace the old MX record with mx.zomail.io and remove the old MX entries
Right after the switchRun the import again for everyone. It copies only what arrived in the meantime, with no duplicates
A few days laterCheck that nothing still arrives at the old provider, then cancel it and raise the TTL again

During the hours when DNS caches update, some senders still deliver to the old server. That's why the second import run matters. Keep the old accounts open until you have run it.

What to tell your users

Send a short note before switch day. It saves most of the support questions.

  • The new webmail address is https://mail.zomail.io, and their user name is their full e-mail address.
  • Their temporary password and how to change it at first sign-in (Settings → Change password).
  • Old mail is being copied in the background; folders fill up over the next hours.
  • Outlook and phone users need a new account setup with an app password. Link them to connect email apps and mobile.
  • Contacts and calendars from the old system are not part of the mail import; ask users to export and import them if they need them.
  • Turn on 2-step verification and add a recovery e-mail on the first day.

Need a hand planning a larger move? Contact Zomail support.

FAQ

Will running the import twice create duplicate messages?

No. A repeat run copies only messages that are not already in Zomail.

Does the import change or delete anything in my old mailbox?

No. The source mailbox is only read.

Can I import a PST file in the Zomail admin console?

Not yet. Open the PST in Outlook and drag the folders into your Zomail IMAP account, as described above.