Migrate email with the data migration service

Transfer email data on behalf of your users

This article is for administrators who want to move their organization’s email data to Google Workspace. If you're a user who wants to move from Google Workspace to Gmail, follow the steps in Get only old messages instead.

You can migrate your users' email data to Google Workspace using the data migration service if you're migrating from:

  • Microsoft Exchange Server 2003, 2007, 2010, 2013, 2016, or Exchange Online (Microsoft 365).
  • A webmail provider that uses the IMAP protocol, such as 1&1 IONOS, AOL, Apple iCloud, Bluehost, Yahoo!, or Zoho.
  • Another Google Workspace account.
  • A personal Gmail (@gmail.com) account

You must be signed in as a super administrator for this task.

Before you begin

  1. Before you can use the data migration service, you need to complete steps in the account you're migrating from. For details on setting up your source account, go to Prepare your source account.
  2. Complete the steps below to set up the data migration service to migrate email from:

Exchange or Exchange Online

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Step 1: Set up the data migration service

Option 1: Set up Exchange Online

  1. Make sure you have completed the steps in Prepare your source account: Exchange Online
  2. For Migration Start Date, accept the option that appears or choose a start date for your migration.
  3. For Migration Options, accept the options that appear or choose to exclude some data.
  4. Click Select Users.

Option 2: Set up other versions of Exchange

  1. Sign in to your Google Admin console.

    Sign in using an account with super administrator privileges (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Accountand thenData migration.
  3. Click Set Data Migration Up.
  4. For Migration Source, select your version of Exchange.

    Then, select Email as the data type.

  5. For Connection Protocol, choose an option:
    • Auto Select (Recommended)
    • Exchange Web Services (EWS) and in the Server URI field enter your EWS server name (for example, https://outlook.office365.com/EWS/Exchange.asmx)
  6. For Role Account, enter the email address and password for your role account.
  7. Click Start.
  8. (Optional) If the connection was unsuccessful, verify the role account and connection protocol information is correct. Then, click Start again.
  9. For Migration Start Date, accept the option that appears or choose a start date for your migration.
  10. For Migration Options, accept the options that appear or choose to exclude some data.
  11. Click Select Users.
Step 2: Migrate email from Exchange

Migrate email for a single user

  1. Click Add user.
  2. For Source Email, enter the user's email address on the source account.
  3. For Google Workspace Email, start entering the user's new email address and choose from the list of suggested users.
  4. Click Start.
  5. (Optional) To migrate another user's email, repeat these steps.

Migrate email for multiple users

  1. Click Bulk upload with csv.
  2. Click Attach File to upload the migration CSV file containing the legacy email addresses and the new email addresses.
    Include only those addresses that you want to migrate in the CSV file, this can be all or just some of the addresses on your server. For details on how to format the file, go to Use CSV files with the data migration service.
  3. Click Upload and Start Migration.
  4. If there are errors in your file, choose an option:
    • To update the file, click Cancel. Then, upload the updated file.
    • To ignore the incorrect mappings, check the Ignore errors box.

Tip: To exit a completed migration, click Moreand thenExit migration.

IMAP-based webmail providers

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Step 1: Set up the data migration service
  1. Sign in to your Google Admin console.

    Sign in using an account with super administrator privileges (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Accountand thenData migration.
  3. Click Set Data Migration Up.
  4. For Migration Source, select Other IMAP Server.

    Make sure Email is selected as the data type.

  5. For Connection Protocol, choose an option:
  6. For Role Account, enter the email address and password for your role account.
  7. Click Start.
  8. (Optional) If the connection was unsuccessful, verify the role account and connection protocol information is correct. Then, click Start again.
  9. For Migration Start Date, accept the option that appears or choose a start date for your migration.
  10. For Migration Options, accept the options that appear or choose to exclude some data.
  11. Click Select Users.
Step 2: Migrate email from IMAP-based webmail providers

Migrate email for a single user

  1. Click Add user.
  2. In the Source Email field, enter the user's email address on the source account.
  3. For Google Workspace Email, start entering the user's new Google Workspace email address and choose from the list of suggested users.
  4. For Password, enter the user's password for their source email account.
  5. Click Start.
  6. (Optional) To migrate another user's email, repeat these steps.

Migrate email for multiple users

  1. Click Bulk upload with csv.
  2. Click Attach File to upload the migration CSV file containing the legacy email addresses and the new Google Workspace email addresses.

    For details on how to format the file, go to Use CSV files with the data migration service.

  3. Click Upload and Start Migration.
  4. If there are errors in your file, choose an option:
    • To update the file, click Cancel. Then, upload the updated file.
    • To ignore the incorrect mappings, check the Ignore errors box.

Tip: To exit a completed migration, click Moreand thenExit migration.

Connection information for common IMAP-based webmail providers

If your provider isn't listed here, check your provider's documentation for this information. Also, make sure your username and password are close-at-hand.

Webmail provider IMAP server name
123 Reg imap.123-reg.co.uk
1&1 IONOS
  • imap.ionos.com
  • imap.ionos.co.uk
  • imap.ionos.fr
  • imap.1and1.com
AOL imap.aol.com
Apple iCloud imap.mail.me.com
Bluehost

mail.example.com (where example.com is your domain name)

DreamHost imap.dreamhost.com
Fastmail imap.fastmail.com
Gandi.net mail.gandi.net
HostGator gator####.hostgator.com (where #### is your HostGator server name on the left hand of the cPanel)
Locaweb email-ssl.com.br
MSN imap-mail.outlook.com
Namecheap mail.privateemail.com

Microsoft 365, Outlook, Hotmail, and live.com

outlook.office365.com
one.com imap.one.com
OVHcloud ssl0.ovh.net
Rackspace secure.emailsrvr.com
Yahoo! (including Yahoo! Small Business)

imap.mail.yahoo.com

Yandex
  • imap.yandex.ru
  • imap.yandex.com
Zoho
  • imap.zoho.com (For personal users with a username@zoho.com email address)
  • imappro.zoho.com (For organization users with a you@your-company.com domain-based email address)

Google Workspace

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Step 1: Set up the data migration service

Perform the following steps on your target Google Workspace domain (the account you're migrating to).

  1. Sign in to your Google Admin console.

    Sign in using an account with super administrator privileges (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Accountand thenData migration.
  3. Click Set Data Migration Up.
  4. For Migration Source, select Google Workspace.
  5. Click Start.
  6. For Migration Start Date, accept the option that appears or choose a start date for your migration.
  7. For Migration Options, accept the options that appear or choose to exclude some data.
  8. Click Select Users.
Step 2: Migrate email from another Google Workspace account

Perform the following steps on your target Google Workspace domain (the account you're migrating to).

Migrate email for a single user

  1. Click Add user.
  2. For Source Email, enter the user's Google Workspace email address on the source account.
  3. For Google Workspace Email field, start entering the user's new Google Workspace email address and choose from the list of suggested users.
  4. For Password field, enter the user's password for their source email account.
  5. Click Start.
  6. (Optional) To migrate another user's email, repeat these steps.

Migrate email for multiple users

  1. Click Bulk upload with csv.
  2. Click Attach File to upload the migration CSV file containing the legacy email addresses and the new Google Workspace email addresses.

    For details on how to format the file, go to Use CSV files with the data migration service.

  3. Click Upload and Start Migration.
  4. If there are errors in your file, choose an option:
    • To update the file, click Cancel. Then, upload the updated file.
    • To ignore the incorrect mappings, check the Ignore errors box.

Tip: To exit a completed migration, click Moreand thenExit migration.

Personal Gmail account

Set up & migrate from Gmail

Before you begin: Make sure the user whose data you're migrating is available to sign in to their Gmail account and allow you to migrate data. After they authorize, you have 10 minutes to enter the user's new email address and start the migration before the authorization expires.

  1. Sign in to your Google Admin console.

    Sign in using an account with super administrator privileges (does not end in @gmail.com).

  2. In the Admin console, go to Menu ""and then"" Accountand thenData migration.
  3. Click Set Data Migration Up.
  4. For Migration Source, select Gmail.
  5. Click Start.
  6. For Migration Start Date, accept the option that appears or choose a start date for your migration.
  7. For Migration Options, accept the options that appear or choose to exclude some data.
  8. Click Select Usersand thenAdd user.
  9. For Source Email, enter the user's Gmail address.
  10. Click Authorize.
    • The Gmail account owner is prompted to sign in to Gmail.
    • The Gmail account owner must review the request for permission to view and manage their mail and click Allow.
  11. For Google Workspace Email, start entering the user's new Google Workspace email address and choose from the list of suggested users.
  12. Click Start.

    You have 10 minutes to enter the user's new email address and start the migration before the authorization expires.

  13. (Optional) To migrate Gmail for another user, repeat these steps.

Migration tips


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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