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The Ultimate Guide for
G Suite Admins
The migration and change management phase of a Google Apps Deployment can vary greatly in the amount of time it takes to execute depending on the deployment approach. Outlined below are some of the key tools, terms and data migration options to consider when performing a migration.
Data Migration Approaches & Tools
As we discuss in our Google Apps Deployment Guide, when performing a migration of user data to a new platform it is important to gain an understanding of what data is required to be migrated and where that data is stored. Most commonly in a Google Apps migration email, calendar, and contact data is stored on one central server managed by IT. In some cases data may also (or solely) be located on the end user’s machine. This gives us two common approaches to migration; server-side and client-side. We will also discuss a less common but known approach, the PST migration.
Server-side migration
Server-side migrations involve installing a migration tool on a migration station to connect directly to the server and migrate the end user data to their Google Apps accounts. This is usually performed with the Google Apps Migration for Microsoft Exchange Tool (GAMME). This is a free tool provided by Google that obviously given the name, was built primarily to migrate data from a MS Exchange server. However it can also be used to migrate from any IMAP enabled server over the IMAP protocol, which allows for the transfer of email data only (not calendar/contacts).
Google also provides a free tool for migrating from Lotus Notes aptly named Google Apps Migration for Lotus Notes (GAMLN), which allows for migration of email, calendar, contacts and Lotus Notes email archives.
Another server side tool worth noting is the Cloud Migration Tool which is a paid tool provided by Cloud Solutions. This is a robust migration tool used to migrate from nearly all the leading mail platforms to not only Google Apps but to many other cloud email providers as well.
*Server side migrations are commonly run twice. Once prior to cut-over in an initial migration for the bulk of mail and once again after the cut-over for the remainder of mail and calendar/contacts*
Client-side migration
Client-side migrations most commonly need to be performed in the following scenarios
- Your company has POP email enabled and no mail is stored on a central server
- You are performing an IMAP migration and require the migration of calendar and contacts from the end user’s individual machines
- End users’ current workflows are to commonly reference locally stored email because of an existing IT storage policy and would require it in their inbox post go-live
- Your server’s health or local network does not allow for a server side migration
The most common tool used to perform a client side migration is the Google Apps Migration for Microsoft Outlook (GAMMO) tool which is another free tool provided by Google. This tool is also embedded within the Google Apps Sync for Microsoft Outlook (GASMO) application. If choosing to allow users to sync Outlook using the GASMO application, you would only need to download the GASMO tool on the workstations to perform the client side migration rather than also downloading GAMMO as a stand alone tool.
The GAMMO tool only migrates from MS Outlook and when migrating from other mail clients such as Thunderbird and Mac Mail, you will need to rely on 3rd party tools or perform manual exports/imports, both have been known to produce mixed results.
*Client side migrations are ideally performed after the cut-over with the tool only running once to simplify communications, consolidate support efforts, and prevent data duplication (specifically of calendar and contacts)*
PST migration
A PST is a Microsoft file type specific to storing MS Outlook personal folder data, most commonly email messages. The GAMME tool is used to perform PST migrations as one of the migration options available in the tool. You would most likely perform a PST migration in two different scenarios:
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- Your internal network can not handle a migration and would prefer to ship the mail files off site to be migrated on another network
- Your only option is to perform a client side migration because of one of the reasons listed above, and you would prefer to have all the client side files aggregated to one machine and migrated by one staff member or consultant rather than individually on each end user’s machine.
*PST migrations are most often performed post cut-over as IT teams would prefer not to perform the logistics of pulling down mail into the PST format followed by running the migration both prior to cut-over and post cut-over as it is time intensive and rarely adds much value opposed to performing the migration only once after the cut-over has occurred.*
Migration Speed
The speed of your migration will be determined by several factors:
- Bandwidth on your network
- Processing power of your migration station
- Number of migration stations running concurrently
- Health and hardware resources on your legacy server
- Total size of data to be migrated
- Google servers’ import acceptance rate (1 message/second)
Change Management
During the migration of data IT teams will periodically need to check in on the status of the migration however much of it is waiting on the data to transfer. During this time it would be advantageous to be conducting change management activities to prepare your end users for the go-live.
Once again the execution and approach to change management can vary greatly depending on the culture of the organization and chosen deployment approach. However below is a list of common activities used by organizations to improve the experience of moving over to Google:
- Assigning “Google Guides” who are either familiar with the technology or are brought onto the platform prior to the company wide go-live. These guides serve as champions of the platform and provide ad hoc support for their fellow end users.
- Providing a series of live webinars prior to and post go-live to give an overview of the technology and answer any end user questions.
- Make your users aware of Google Gooru, which they can visit at their leisure and become more familiar with the platform.
- Sending out a company wide series of emails highlighting the benefits and features of the new platform as well as helpful links and resources.
- Providing a support team onsite and available all day in the days immediately after go-live.
Phase 3 of Google Apps deployment is important because it is when all your data is migrated from old legacy systems where data loss can occur. It is also crucial to educate your end users so they are aware of the differences between Google Apps and your legacy system.
This article is Part 11 of Google Gooru’s Comprehensive Guide to a Google Apps Deployment. To access the entire guide for FREE, please fill out the form located here.
My organization is using Zoho Mail as business email application from past 1 year. But, from past few days, we are facing some challenges with Zoho email hosting. Therefore, we have decided to perform Zoho to Gmail migration. Now, my question is how one can migrate Zoho mail to Google Apps? Can you please let me know the Zoho to G Suite migration process in detail, it will be a great help.
Everyone wants to migrate from Zoho Mail Account to Google Apps, which is not at all an easy task to perform. But, keeping the requirement of users in mind, we have discussed a complete solution that a user can use export emails from Zoho to Google Apps. Read on to know the stepwise solution for the same in detail.
Read More: Compare Zoho Mail Vs G Suite
Zoho to Gmail Migration Via Manual Approach
If you are looking for a solution to perform Zoho to G Suite Migration using the manual method, then keep in mind that there is no direct solution available. In order move from Zoho account to Google Apps, we have divided the complete process into three main parts discussed below:
1 : Export Zoho Mail Emails
2 :Import Zoho Emails into Outlook
3 :Move PST to Google Apps Account
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Step 1: Export Zoho Emails
The very first step to perform Zoho to Gmail migration is move emails from Zoho Mail account in ZIP format. Follow the steps mentioned below for Zoho export mailbox:
1. Open Zoho Mail on the local machine and go to Settings option.
2. Navigate to Mail Settings >> Import/Export Messages option.
3. Choose the folder from where you want to extract emails.
4. Select the export option of your choice and click on the Export buttons.
5. As you click on the Export button, the request is immediately sent to server queue and following message will be displayed:
6. Wait for few seconds, you will get the notification along with the reference URL. You can easily download all required emails from this URL in .zip format
Note: The reference URL is sent to that profile through which you have sent the request and the link will expire after 30 days.
When you are done with the downloading process, immediately unzip it via WinRAR application. All the emails are extracted in the EML file format. After that, a user needs to export EML file to PST format. This will take users one more step closer to the Zoho to G Suite Migration.
Step 2: Import Zoho Emails into Outlook
In order to export emails from WLM to Outlook, a user first need to import extracted EML files to Windows Live Mail one by one. As you done with the import process, follow the steps discussed below to export emails from Windows Live Mail to Outlook application:
1. Open MS Outlook application and Windows Live mail application on the same machine
2. In Windows Live Mail, click on File >> Export email >> Email Messages option.
3. Now, you need to click on the Microsoft Exchange option from the Windows Live Mail Export wizard and click Next to proceed further.
4. Next, you can choose All Folder option or Selected Folder option to export specific folders only to Outlook.
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5. Click on the Finish button and come out of the Windows Live Mail.
After successfully performing all the above-listed steps, emails are successfully imported from Windows Live Mail to Outlook. As the Zoho emails are now moved to Outlook, so they must be converted to PST format. Therefore, a user can easily extract PST file from its default location on the machine.
Challenges: Manual migration to Outlook is not at all a simple and reliable approach. It has lots of drawbacks such as it is not a direct solution. It requires a user to be technically strong to perform it. Apart from all this, the process is very lengthy and complex while executing. And, the major disadvantage of using manual method is it requires both Outlook and Windows Live Mail installation on the system.
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Expert Solution: As discussed above, there are various limitations that a user might encounter while importing into Outlook. Therefore, to avoid all such limitations, a user is advised to switch an expert solution named as Zoho Backup Tool. With this software, it is easy to add Zoho Mail to Thunderbird, Outlook in just a few number of clicks without any hassle. Moreover, it does not require any extra installation to perform this migration. Moreover, the tool also maintains folder hierarchy and data integrity. A user can use this software on any version of Microsoft Windows OS.
Step 3: Move PST to Google Apps Account
As a user export emails from Zoho to Microsoft Outlook, its time to import it successfully to Google Apps account. Now, to this in a simple and cost-effective manner, one can use GAMMO tool (Google Apps Migration for Microsoft Outlook) offer by Google. It is specially designed to migrate Outlook folders to Google Apps account. It allows users to import all data items stored in PST file like emails, calendars, tasks, notes, contacts, etc., to Google Apps account in just a few number of clicks. In this way, a user can successfully migrate Zoho Mail to Google Apps account.
Final Words
Users are continuously searching for a solution to migrate emails from Zoho to Google Apps. Therefore, considering such requirement of users, we have discussed a proper manual solution. Using this method, a user can easily perform Zoho to Gmail migration without compromising data integrity. As the method is not a direct solution, so a user first needs to PST format and then to Google Apps. However, the manual solution to export into PST format is not at all a reliable solution. Therefore, a third-party tool is also suggested above that easily export into Outlook PST format. After following above method carefully, a user can easily migrate Zoho Mail to Gmail without any hassle.