Query 1:
I have a Zoho CRM setup for my business and it has been a lot of time using this mail service. The Zoho mail contains many of my payment related emails that are most important to me. Now I want to archive Zoho mail, the important ones and download them locally. I don’t know any process of saving data locally. The Zoho mail offers a 30 day offline use email function. But I want my data for a lifetime. Please consider this important and provide a solution.
Query 2:
I want to save archived Zoho mail to computer hard drive. I have moved my important mail data to the archive folder. I don’t know the process of saving data in Zoho. I want the data to be accessible in my Desktop Outlook application. Is it possible? If it is, can anyone help me with the reliable solution?
The two queries above show how important it is to save personal data at the local end. In the below article we will be learning various techniques to perform the Zoho Backup process.
How to Export All Emails from Zoho Mail?
In context of saving all emails from Zoho mail, including archive Zoho mail, Zoho itself provides an email export functionality. There are many other procedures as well. We will learn them in the upcoming sections. First, we take you to the direct export solution of Zoho. The Zoho offers an Export and Import option for downloading and uploading the emails in Zoho Mail. The data is exported in EML format and can be imported in the same format. Move down to learn the process.
Steps to Save Zoho Emails in Archive Folder Locally
- Login to Zoho Mail here: https://accounts.zoho.com/signin.
- Click on View Archived option and Unarchive all emails. Create a New folder with Archive label and move these emails into the new folder.
- Click on Settings Gear icon.
- Navigate to the Import/Export Emails option and click on Export History button.
- Click on Select Folder drop-down below Export section and Select the Archive folder.
- Click on Export date drop-down and Select Export all emails in the folder option.
- Check for the Include Subfolders option and click on Export button.
- An email is sent containing the archive Zoho mail zip file link. Open email and click on show zip links.
- Hit the .zip file link to download your archived Zoho mail data.
- The process of Export function in Zoho mail is very much time-consuming. The process will take a time period of 2 days to create a backup file of the selected Email folder.
- In case of large number of email folders, you will need to perform the same task a number of times to save the whole Zoho mail data.
- There is no direct method to save the archive Zoho Mail emails. You need to perform the extra task to download the emails in this folder.
- Download and Run Zoho Email Backup Utility.
- Login with Zoho account (personal/ business).
- Select the Backup file format: PST/EML/MSG/MBOX.
- Browse a location to save all Zoho emails.
- Hit on Start button.
Please note: The Zip file link is not valid for lifetime and will expire after a time period of 30 days.
This is how you can export all emails from Zoho mail archive folder. To download emails from all folders, you need to repeat the task for all mail folders existing in your Zoho mail account. Some limitations that restrict users from preferring this method are mentioned below
Limitations With Zoho Mail Export All Email Process
Having some disadvantages, the Zoho Mail export process provides some Advantages to the user. They are shown below
<ul><li> The Zoho mail offers a direct way to download Zoho emails to hard drive. </li>
<li> Zoho Mail creates a single EML for all the emails exported. This helps to access individual emails at ease.</li>
<li> There is functionality to download the data as a whole or with time interval. There is a function of date filtering in Zoho mail backup process.</li></ul>
These are some Pros and Cons of Zoho Mail export email process. You can also add Zoho Mail to Outlook to use Zoho email data in Offline mode for lifetime. We shall move on to the next process.
Alternative Solution to Export All Emails from Zoho Mail
Another method to saving Zoho emails to local hard drive is by using Zoho Email Backup application. This utility directly downloads the data to computer in multiple formats making the export process real ease for the Zoho mail users. In addition, there are multiple options to filter emails and manage the live backup process. An option to directly archive Zoho Mail on local drive is possible using this application. It will download the Zoho mail data and afterward, remove the same data from the Zoho mail server. This process is automatic and does not require any human intervention.
Steps to Export All Zoho Emails to Hard Drive
This will begin your Zoho Mail download process. There are a Pause and Resume option within the tool to deal with the network interruptions. Also, the function to resume the abrupt backup process is an advantage. This will resume the process it the application is shutdown anywhere during the process is on.
Disadvantage of the Application
The application has many functions to ease the user work and efficiently download the data without data loss. One disadvantage in the application is that it will not work in the Mac system. This is really a big disadvantage for the Mac system users.
Conclusion
The article above is talking about how to export all emails from Zoho Mail account. There is a guide displayed to complete your Zoho mail download process using various procedures. You can get the most eminent solution to save your important Zoho email data on Windows hard drive.