Guide on How to Export Zoho Mail to Outlook

In today’s fast-paced digital world, email remains a critical tool for personal and professional communication. Zoho Mail, known for its robust features and user-friendly interface, is widely used by many organizations. However, many users prefer Microsoft Outlook for its advanced features and seamless integration with other Microsoft Office applications. This blog will guide you through the process on how to export Zoho Mail to Outlook, covering both manual and automated methods.
Zoho Mail is part of the Zoho suite of online productivity tools. It offers a clean, ad-free interface with powerful features like advanced search, extensive filtering options, and integration with other Zoho applications. Zoho Mail provides a secure email hosting service with support for custom domain email hosting, making it a popular choice for businesses.

Microsoft Outlook is a leading email client that provides comprehensive email management solutions. It includes features such as calendar integration, task management, and contact organization. Outlook is favored by many businesses for its advanced security features, extensive customization options, and seamless integration with Microsoft Office tools like Word, Excel, and PowerPoint.

Reasons to Export Zoho Mail to Outlook

• Better Integration – Outlook integrates seamlessly with Microsoft Office applications, enhancing productivity.
• Advanced Features – Outlook offers advanced features such as calendar management, task tracking, and better email organization.
• Enhanced Security – Outlook provides robust security features, including encryption and advanced threat protection.
• Offline Access – Outlook allows users to access their emails offline, which is beneficial for those who need to manage emails without an internet connection.
• Centralized Management – Managing emails, contacts, and calendars in one place can streamline productivity and organization.

How to Export Zoho Mail to Outlook with Manual Method

Step 1 – Enable IMAP Access in Zoho Mail

• Log in to your Zoho Mail account.
• Go to Settings > Mail Accounts.
• Click on IMAP Access and ensure it is enabled.

Step 2 – Configure Zoho Mail in Outlook

• Open Microsoft Outlook.
• Go to File > Add Account.
• Select Manual setup or additional server types and click Next.
• Choose POP or IMAP and click Next.
• Enter your Zoho Mail account details:

Your Name: [Your Name]

Email Address: [Your Zoho Mail address]

Account Type: IMAP

Incoming mail server: imap.zoho.com

Outgoing mail server (SMTP): smtp.zoho.com

User Name: [Your Zoho Mail address]

Password: [Your Zoho Mail password]

• Click More Settings and go to the Outgoing Server tab. Check My outgoing server (SMTP) requires authentication and ensure Use same settings as my incoming mail server is selected.
• Go to the Advanced tab and enter the following:

Incoming server (IMAP): 993

Use the following type of encrypted connection: SSL

Outgoing server (SMTP): 465 or 587

Use the following type of encrypted connection: SSL or TLS

• Click OK, Next, and then Finish to complete the setup.

Step 3 – Export Emails to PST File

• In Outlook, go to File > Open & Export > Import/Export.
• Select Export to a file and click Next.
• Choose Outlook Data File (.pst) and click Next.
• Select the Zoho Mail account you added and ensure Include subfolders is checked.
• Choose a location to save the PST file and click Finish.

Drawbacks of the Manual Method

• Time-Consuming – The manual process is lengthy and can be tedious, especially for users with a large number of emails.
• Complexity – Configuring IMAP settings and exporting emails requires a certain level of technical expertise.
• Risk of Data Loss – Incorrect settings or steps can lead to data loss during the export process.
• Limited Automation – The manual method does not support automatic or scheduled backups.
• No Incremental Backup – Each export requires the entire process to be repeated, making it inefficient for regular backups.

How to Export Zoho Mail to Outlook with Automated Solution

For a more efficient and reliable solution, consider using the CubexSoft Zoho Backup Tool. This tool simplifies the process of exporting Zoho Mail to Outlook and offers several advantages over the manual method.

Features of Zoho Mail to Outlook Tool

• User-Friendly Interface – The tool has an intuitive interface that makes the backup process straightforward and accessible to all users.
• Incremental Backup – Supports incremental backups, allowing you to save only new emails after the initial backup.
• Multiple Formats – Allows you to save emails in various formats, including PST, EML, MBOX, and more.
• Selective Backup – Offers options to select specific emails, folders, or date ranges for backup.
• Enhanced Security – Ensures the security of your data with encrypted connections and secure authentication.

How to Export Zoho Mail to Outlook – Working Steps

• Download and install the Zoho Mail to Outlook Tool on your computer.
• Launch the tool and Select Zoho Mail option from the 90+ given Webmail apps list. Then log in with your Zoho Mail credentials and click on Login button.
• Select the folders you want to backup.
• You can also apply filters from given multiple filters.
• Choose PST as the destination format for Outlook from backup Tab.
• Enter the location to save the PST file and other desired options.
• Click on the backup Button to Start the backup process and let the tool handle the rest.

Conclusion

Exporting emails from Zoho Mail to Outlook can enhance your email management experience by leveraging Outlook’s advanced features and integration capabilities. While the manual method is an option, it can be time-consuming and complex. The tool provides a more efficient and reliable alternative, ensuring a smooth and hassle-free export process.