2 Methods to export Zoho Mail to Outlook PST

Vikas Singh
Vikas Singh

Published On - June 26, 2024

Summary: Are you looking for a way to back up your Zoho Mail data for additional security purposes? If so, then the blog will guide you with two different ways to securely backup Zoho Mail to PST. Moreover, you can check out Recoveryfix IMAP Backup tool to back up your Zoho Mail data instantly.

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Zoho Mail is a business communication platform that offers email communication services, calendars, contacts, tasks, notes, streams, and bookmarks for the modern workforce. All these features allow businesses to communicate and collaborate more effectively. Also, users can integrate extensions developed by Zoho Mail or create new extensions using its Developer Space as per their need to boost productivity.
Despite having these advanced features, Zoho Mail still needs to improve its security in comparison to advanced email clients such as Outlook. That’s why user’s backup Zoho Mail data into PST format to access it in the Outlook application.

Why do users need to backup Zoho Mail data into PST format?

A PST file offers several advanced features that motivate users to take a backup of their Zoho Mail data into PST format. The most prominent ones are as follows:

  • A PST file can be accessible in Office 365 and Exchange Online.
  • Users can add passwords to their PST files for additional security.
  • A single PST file can store up to 50 GB of email data.
  • Users can easily share PST files among different systems.
  • A PST file helps users to free up storage space in their mailbox.

Manual methods to export Zoho Mail data to Outlook

Taking a backup of Zoho Mail data using manual methods can be done easily. So, after deep research, we have come up with two different techniques that can export Zoho Mail successfully.

Method 1: Configure Zoho Mail account in Outlook

Users can configure and access Zoho Mail’s data in the Outlook application by enabling IMAP in their accounts. To do so, follow the given instructions attentively.

Part 1: Enable IMAP in Zoho Mail account

To configure Zoho Mail in Outlook, users first need to enable IMAP settings in their account.

  • Step 1. Go to Zoho.com and log in with your account credentials.
  • Step 2. Access Settings by clicking on gear icon.
  • Step 3. Click on Mail accounts option under Settings.Click on Mail accounts
  • Step 4. Navigate to the IMAP tab under the Mail Accounts section, then check IMAP Access, Auto-Expunge Emails, and Include Archived Emails option. Navigate to the IMAP tab
  • Step 5. It will enable IMAP settings for your account.

Part 2: Configure Zoho Mail account into Outlook application

You can configure Zoho Mail account into Outlook application with the help of the following instructions.

  • Step 1. Launch Outlook application and click on File tab.
  • Step 2. Click on Add Account option to configure your Zoho Mail account.Add Account
  • Step 3. Enter your email address> go to Advanced options> select Let me set up my account manually option and proceed to Connect option.Advanced options
  • Step 4. Tap on IMAP option, then enter your account password and tap on Connect option.Tap on IMAP option
  • Step 5. Your Zoho Mail account has now been successfully configured in the Outlook application.

Part 3: Export Zoho Mail data into PST format

Outlook application allows its users to export its mailbox data into PST format. To perform this task, adhere to the given instructions carefully.

  • Step 1. Open Outlook application and click on File tab.
  • Step 2. Go to the Open & Export option, then click on Import/Export.Go to the Open
  • Step 3. Choose Export to a file option and proceed to Next.Choose Export to a file
  • Step 4. Select Outlook Data File (.pst), then press Next.Select Outlook Data File
  • Step 5. Navigate the mailbox folder and click on Next.Navigate the mailbox folder
  • Step 6. Browse to designate a location, choose Options based on your requirements, then proceed to Finish.choose Options based on your requirements
  • Step 7. Your Zoho Mail data is now successfully saved in PST format in your system.
Method 2: Utilize the Import/Export feature to export mailbox data

Import/Export Emails is the default feature of Zoho Mail, allowing its users to export or import mailbox data directly to their system. To export your mailbox data, follow the provided steps carefully.

  • Step 1. Access your Zoho Mail account by visiting Zoho.com in your browser.
  • Step 2. Go to Settings from the top right corner and then click on Import/Export Emails option.Go to Settings from the top right corner
  • Step 3. Tap on Export option> Select folder from the drop-down list> choose Export date range> check Include subfolders & Export archive email(s) alone options if needed, then proceed to Export.Tap on Export option
  • Step 4. You will receive a download link in your email, which is valid for 30 days. Download your mailbox data using that link.
  • Step 5. Your mailbox (.zip format) is now successfully downloaded into your system.
  • Step 6. Extract the downloaded files in your system. Once done, manually drag and drop them one by one into Outlook application.

Limitations of manual methods

After performing manual methods, we encountered several limitations that might hamper the process with undesired results. Most significant of them are stated below:

  • Manual methods are not suitable for exporting large mailboxes.
  • Lead to a substantial disruption in the original hierarchy of your data.
  • Not able to export specific data from your Zoho Mail account.
  • You might lose your data by utilizing these methods.

Why utilizing an automated Zoho Mail backup tool is preferable?

Exporting data from Zoho Mail into PST format can be done with the help of manual methods. But these methods come with certain limitations that might hamper the process and lead to unexpected outcomes. To avoid these limitations and ensure a reliable data backup, opting for an advanced Zoho Mail backup tool is the best approach.
One such tool is Recoveryfix IMAP Backup, which can easily export IMAP server-based mailboxes such as Gmail, Yahoo, AOL, Zoho, etc., in a few simple steps.

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Moreover, the tool offers several advanced features, including:

  1. It allows users to apply multiple filters for precise data backup.
  2. Users can take backup of their data in 8 different formats such as PST, MSG, HTML, EML, etc.
  3. Allows to save the data with its original hierarchy in a separate folder.
  4. Users can take backup of their data from multiple IMAP server-based accounts simultaneously.
  5. You can download a sample CSV file to add multiple accounts in the tool.

Conclusion

We have discussed a detailed procedure for exporting data from Zoho Mail to PST format with manual solutions. But performing these solutions might yield different results for users. Hence, utilizing the mentioned tool is preferable for error-free data backup. The tool offers real-time status of backup process that is helpful in tracking the progress.

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