Plan Your Migration Carefully: Start by documenting all existing email accounts, groups, aliases, and filters. Schedule migration over a weekend to reduce email disruption and inform users about their new Zoho login details.

Set Up Zoho Mail Organization: Sign up for a Zoho Mail plan with your custom government domain and verify ownership by adding required DNS records (TXT/CNAME). Prepare SPF, DKIM, and DMARC records to ensure email security and deliverability post-migration.

Create User Accounts & Groups: In the Zoho Mail Admin Console, mirror your organizational structure by creating user accounts and groups. You can add users manually or import them via a CSV file; this allows a smoother migration process.

Access Migration Tools: Navigate to the “Data Migration” section in Zoho’s Admin Console. Choose the right migration type — One-Click/App based for Google Workspace or Microsoft 365, or IMAP/POP for other systems — and enter source server details.

Map and Run Sample Migration: Add source email addresses and map them to their Zoho counterparts manually or through CSV. Conduct a small test run to validate settings and resolve issues before performing the full batch migration.

Update MX Records & Test: Once email migration begins smoothly, update your domain’s MX records to direct all new incoming emails to Zoho Mail. Verify that users can log in, send and receive messages, and that contacts and calendars migrated correctly.

Post-Migration Validation & Support: After completing migration, provide user support, confirm email continuity, and decommission old accounts once stability is assured. For government migrations, central IT teams often handle these steps under MeitY leadership.

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