Along with all the advanced features, the Tool is designed with an interactive GUI. The objective is to make every user, whether non-technical or expert, effectively operate the tool and backup their Zoho mailbox in no time. We provide you with a detailed software guide that will explain how to use the application.
Follow the below steps to backup your mailbox using Zoho Mail Backup Tool
Visit the official website of CloudMigration and download the Zoho Mail Backup Tool. Install and run the application as administrator.
Enter your Zoho login credentials (Username and App Password) and click on the Sign-in button. You need to use the app password instead of the regular password.
After that, the tool previews the mailbox folders available in your Zoho mailbox account. Select the required folders and click on the Next button.
Now, expand the Save/Backup/Migrate As field to check the list of all the available file formats and email clients.
Select the PDF file format from the list.
Tick the Remove Duplicate Mail on basis of the To, From, Subject, Bcc, and Body option. It will exclude the duplicate mailbox items while downloading the Zoho mailbox to PDF file format.
Next is the Maintain Folder Hierarchy feature. By default, this option is kept enabled to keep the hierarchy of mailbox files as the original.
If you want to save the email attachments in a separate subfolder, opt for the Save attachment separately. It will distinguish your email from attachments in PDF or any other format.
The tool also provides the Convert Attachments to PDF Format option. Check this option for converting all your email attachments into PDF file format.
After migrating Zoho emails, you can delete these emails from your Zoho mailbox account using the Free up Server Space option. Select this option to delete downloaded emails and create free space for new incoming emails.
If you have migrated your Zoho emails once before using the Zoho backup Tool, tick the Skip Previously Migrated Items option. It allows you to create a backup of only new mailbox data.
To download Zoho emails without email attachments, tick the Migrate or Backup email without attachment files option. It leaves all attachment files and backups only necessary mailbox data.
For scheduling your Zoho mailbox backup, tick the Set Backup Schedule feature and assign a suitable date, time, and frequency for migration. The tool automatically starts the Zoho mailbox migration on the defined time with specified properties.
The Mail Filter feature allows you to backup emails of a particular date range. Tick this option and enter desired Start Date and End Date to define the range.
After that, give a custom name to the folder containing the resultant file by enabling the Custom Folder Name option. Enter the desired name in the field.
The Naming Convention option allows you to define criteria to name the output folder.
Now, click on the Path to Save option and define the destination path to the resultant file. You can choose any custom location. By default, the saving location is Desktop.
At last, click on the Convert button to begin the migration of the Zoho mailbox to the system as a PDF file.
After completing the Zoho mailbox migration, click on the Download Report button to download the migration report.
Also, click on the Convert Again button to save your Zoho mailbox to other file formats or email accounts.
Perform Steps 1 to 4 as mentioned above. After that, follow the steps below.
Choose Gmail from the list of file formats and email clients.
Now, enter the login credentials of your Gmail account. Fill in a suitable Email Address and App-Password. Press the Sign In button.
The Remove Duplicate Mail option allows you to create a backup file free from duplicates. Tick this option to migrate only necessary mailbox items.
For migrating your Zoho mailbox folders to Gmail in the same order as the original, enable the Maintain Folder Hierarchy option. By default, it is selected.
The next option is the Free up Server Space. You can delete your migrated Zoho emails and leave sufficient space for new emails.
The Skip Previously Migrated Items option allows you to leave mailbox items that you migrated once. It helps you to create an incremental backup.
If you want to export your Zoho emails without attachments, tick the Migrate or Backup emails without Attachment files option.
After that, check the Set Backup Schedule option and enter the specific date, time, and frequency. It enables the auto migration feature of the tool.
Now, tick the Mail Filter option and add a suitable Start Date and End Date to use the date range filter.
The Custom Folder Name option allows you to give a particular name to the folder storing the resultant file.
At last click on the Convert Again button to initialize the Zoho mail to Gmail migration.
After completing the migration, you will see the report of the migration. Click on the Download Report button to download the migration report.
Press the Convert Again button to repeat the process.
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