Introduction: Why Businesses Are Moving to Zoho Mail in 2025

In 2025, the world of business communication is rapidly shifting towards data privacy, control, and integration. Many companies and professionals are beginning to reconsider traditional email providers like Gmail and Google Workspace, which, while popular, rely heavily on advertising-driven data ecosystems.

Enter Zoho Mail — a powerful, ad-free, and privacy-focused email solution that has become one of the most trusted platforms for modern businesses. What makes Zoho Mail stand out isn’t just its robust email interface, but its deep connection to the broader Zoho Ecosystem — a collection of over 45 business applications that can run nearly every aspect of a company, from communication and CRM to finance, HR, and project management.

Migrating to Zoho Mail doesn’t just mean getting a new inbox. It means stepping into a fully integrated digital environment built for businesses that value independence, reliability, and security.

This detailed guide will walk you through:

  1. How to create a Zoho Mail account with your custom business domain (like info@yourcompany.com)

  2. How to safely migrate all your Gmail data — including emails, folders, and contacts — to Zoho Mail without losing anything.

    Part 1: Setting Up Zoho Mail with Your Custom Domain

    Why a Custom Domain Email Matters

    A professional email address instantly establishes trust and brand identity. Instead of using a generic Gmail address, businesses prefer using something like contact@brandname.com. Zoho Mail makes this simple, providing custom domain hosting even on its free plan (for limited users), while its paid plans — Zoho Mail Lite, Zoho Workplace, and Zoho One — offer enhanced storage, collaboration tools, and integrations.

    Before You Start

    Before setting up Zoho Mail, make sure you have:

    • A registered domain name (for example, yourbusiness.com)

    • Access to DNS management through your domain registrar (GoDaddy, Namecheap, Cloudflare, etc.)

    • A valid mobile number for verification purposes

    Having these ready ensures a smooth setup process without interruptions.

    Step 1: Sign Up and Choose Your Plan

    1. Go to the Zoho Mail or Zoho Workplace official website.

    2. Browse the available plans. For a complete business suite, Zoho Workplace or Zoho One is ideal.

    3. Fill in your details — name, current email (for recovery), phone number, and a strong password.

    4. Verify your phone number through SMS to continue.

    5. Once verified, you’ll be directed to the Zoho Mail setup wizard to connect your domain.

    Step 2: Add and Verify Your Domain Ownership

    This is the most crucial step — it tells Zoho that you’re the actual owner and administrator of your domain.

    1. In the Zoho Admin Console, click Add Domain and enter your registered domain name.

    2. Choose a verification method. The two most common methods are:

    CNAME Method (Recommended)

    • Zoho will provide a unique CNAME string (e.g., zb12345678) and a corresponding host value (like zc.mybusiness.com).

    • Log into your DNS panel (from GoDaddy, Cloudflare, etc.).

    • Create a CNAME Record with the details:

      • Host/Name: The unique value provided by Zoho

      • Value/Target: The unique CNAME code (e.g., zb12345678.zoho.com)

    • Save the record and return to Zoho Mail to verify it.

    TXT Method (Alternate Option)

    • Zoho will give you a TXT verification code (starting with zb...).

    • In your DNS settings, create a TXT record:

      • Host/Name: Usually @ or your domain name

      • Value/Text: Paste the unique zb code

    • Wait a few minutes for propagation and then click Verify TXT Record in Zoho Mail.

    • Once verified, the domain status will turn to “Verified”.

    Step 3: Create the Administrator Account

    Once your domain is verified, Zoho will ask you to create your first email address — the Super Administrator account.
    This is typically something like admin@yourcompany.com or yourname@yourcompany.com.
    This account will control the organization settings, add new users, and manage all email configurations.

    Step 4: Set Up MX Records for Email Routing

    To start receiving emails through Zoho Mail, you’ll need to point your domain’s MX (Mail Exchanger) records to Zoho’s servers.

    1. Log into your DNS management panel.

    2. Delete any old MX records (they may point to Gmail or your web host).

    3. Add the following Zoho MX records exactly as shown:

    Record TypeHostValuePriority
    MX@ or blankmx.zoho.com10
    MX@ or blankmx2.zoho.com20
    MX@ or blankmx3.zoho.com50

    After saving, DNS propagation may take up to 48 hours, though in most cases it completes within a few hours. Once done, all new emails sent to your domain will be directed to your Zoho Mail inbox.

    Step 5: Configure SPF Record (To Prevent Spam Issues)

    SPF (Sender Policy Framework) helps ensure your emails are not marked as spam. It authorizes Zoho’s mail servers to send emails on your domain’s behalf.

    Add the following TXT record in your DNS settings:

    • Host/Name: @

    • Value/Text:
      v=spf1 include:spf.zoho.com ~all

    If you also use other email services like Mailchimp, SendGrid, or Salesforce, include them in the same record (never create multiple SPF records):

    v=spf1 include:spf.zoho.com include:servers.mcsv.net ~all

    Step 6: Configure DKIM for Enhanced Email Security

    DKIM (DomainKeys Identified Mail) adds a cryptographic signature to your outgoing emails to verify authenticity and prevent spoofing.

    1. Go to Zoho Admin Console → Mail Administration → Mail Settings → DKIM.

    2. Select your domain and click Add Selector to generate a key.

    3. Zoho will provide a host name and a TXT value.

    4. In your DNS settings, create a TXT Record:

      • Host/Name: e.g., zoho._domainkey.yourcompany.com

      • Value/Text: The long public key provided by Zoho

    5. Once published, go back to Zoho Mail and click Enable DKIM.

    After setting up MX, SPF, and DKIM, your Zoho Mail account is officially live, secure, and ready to send or receive professional emails.

    Part 2: Complete Guide to Switching from Gmail to Zoho Mail

    Switching from Gmail to Zoho Mail involves three simple phases: preparation, migration, and cutover. The process is safe, efficient, and preserves all your Gmail data.

    Phase 1: Preparing Your Gmail Account

    1. Enable IMAP Access

    1. Log in to your Gmail account.

    2. Click the gear icon → See all settings.

    3. Go to Forwarding and POP/IMAP.

    4. Under IMAP Access, select Enable IMAP and click Save Changes.

    2. Generate a Google App Password

    Since Google no longer allows third-party logins with standard passwords, you’ll need an App Password for Zoho to access your mailbox.

    1. Visit your Google Account → Security → 2-Step Verification and enable it.

    2. After that, click App Passwords.

    3. Choose:

      • App: Mail

      • Device: Other (type “Zoho Migration”)

    4. Click Generate and copy the 16-character password.
      (Keep it safe — this password will be used during the migration.)

    Phase 2: Migrating Data Using Zoho’s Migration Tool

    Zoho Mail includes a built-in Data Migration Tool accessible from the Admin Console.

    1. Open the Migration Tool

    • Log in as the Super Admin.

    • In the left panel, select Data Migration → Start Migration.

    2. Configure IMAP Server Details

    • Choose IMAP as the protocol.

    • Enter:

      • Server Address: imap.gmail.com

      • Security: SSL

      • Port: 993

    3. Set Migration Preferences

    • Check Mail and Contacts to include both.

    • Choose All Folders for a complete transfer.

    • Select All Emails (or specify a date range if you only want recent ones).

    • Enable:

      • Mark Starred as Tag (preserves Gmail’s starred emails as tags)

      • Exclude Inbox duplicates (prevents redundant entries due to Gmail labels).

    4. Add User Accounts

    • Click Add User.

    • Enter:

      • Source Email: your Gmail address

      • Source Password: the 16-character App Password

      • Destination Email: your Zoho Mail address

    • Click Add.

    • For multiple users, you can also upload a CSV file.

    5. Start Migration

    Click Start Migration. The process begins immediately. Depending on mailbox size, it can take from a few minutes to several hours.
    When complete, Zoho Mail will show Status: Completed, confirming that your entire Gmail history is securely backed up in Zoho.

    Phase 3: Post-Migration (Cutover Steps)

    Even after migration, new emails may still go to Gmail temporarily. To avoid losing messages:

    1. Enable Forwarding in Gmail

      • Open Gmail → Settings → Forwarding.

      • Add your Zoho Mail address as the forwarding target.

      • Confirm using the verification email sent by Zoho.

      • Choose to forward and archive Gmail’s copy (to keep your Gmail inbox clean).

    2. Update Your Email on All Platforms

      • Change your contact email in banking, social media, business tools, and subscriptions.

      • Inform your clients and contacts about the new Zoho address.

    3. Monitor for a Few Days

      • Continue checking both Gmail and Zoho Mail until all emails start arriving in Zoho.

    Once forwarding is consistent, you can safely retire Gmail for good.

    Part 3: Understanding Zoho Corporation and Its Expanding Ecosystem

    Migrating to Zoho Mail is more than changing an email provider — it’s joining an ecosystem built for businesses that want independence and control.

    About Zoho Corporation

    Founded in 1996 as AdventNet, Zoho Corporation is a privately held Indian multinational with a unique philosophy. Unlike most tech giants, Zoho has never taken external funding and operates with complete independence.

    Zoho’s Core Principles:

    • Privacy First: No ads, no user tracking, and no data sharing.

    • Built in India: Zoho’s main operations are based in Tenkasi, Tamil Nadu, empowering rural communities through technology.

    • Complete In-House Development: Every Zoho product is built internally, ensuring smooth, native integration.

    Trending Zoho Products in 2025

    1. Zoho One – The All-in-One Business Suite
      A complete bundle that includes all 45+ Zoho apps under a single subscription. It acts as a “Business Operating System”, offering unified login, central administration, and data sharing between tools.

    2. Zoho CRM (Customer Relationship Management)
      One of the world’s leading CRMs.

      • Features Zia, Zoho’s AI assistant for predictive analytics, workflow automation, and anomaly detection.

      • Helps manage leads, automate sales, and track performance.

    3. Zoho Books, Invoice & Expense (Finance Suite)

      • Zoho Books: Full-fledged accounting software.

      • Zoho Invoice: For creating and tracking invoices.

      • Zoho Expense: Automates employee expense reports.

    4. Zoho Projects & Zoho Sprints

      • Zoho Projects: Best for traditional project management (with Gantt charts).

      • Zoho Sprints: Designed for agile teams, allowing sprint planning and backlog management.

    5. Zoho Workplace

      • Integrates with Zoho Mail, providing tools like Writer, Sheet, Show, WorkDrive, and Connect — Zoho’s alternative to Google Workspace or Microsoft 365.

    6. Zoho People

      • A complete HR platform that handles recruitment, onboarding, attendance, and performance tracking — especially useful for remote teams.

    A Smarter Move for Your Business in 2025

    Switching from Gmail to Zoho Mail is not just a technical upgrade — it’s a strategic decision for long-term privacy, control, and growth.

    With Zoho Mail, you get enterprise-grade security, no ads or tracking, and access to one of the most integrated software ecosystems in the world. By following this complete setup and migration guide, you can seamlessly move your existing Gmail data to Zoho Mail and future-proof your business communications for years to come.