6 Simple Steps to Migrate IMAP Email to Google Workspace – Efficiently

Many businesses are shifting from independent email providers to Google Workspace to improve collaboration. Unlike IMAP-based email services, Google Workspace is integrated with Gmail, Calendar, Drive, Meet, etc. With Google Workspace’s connected environment, businesses tend to enhance their productivity. So, how does one migrate IMAP email to Google Workspace efficiently? You have two possible solutions: either do it manually or use an automated IMAP Backup Tool for a quick and efficient process.

IMAP (Internet Message Access Protocol) email services allow users centralized email access across multiple devices. Google Workspace is a productivity platform that includes Gmail, Google Drive, Google Docs, Google Sheets, etc. Businesses migrate to Google Workspace for better email management, enhanced storage, and collaboration tools.

Top Reasons to Migrate IMAP Email to Google Workspace

Companies choose to migrate to Google Workspace for security purposes and accessibility, therefore enhancing collaboration. Below are the reasons why one needs to do this migration: 

1. Better Email Management: IMAP has only limited email functions, while Google Workspace provides a comprehensive solution that integrates with Google apps. 
2. Improved Storage: Growing businesses need large storage space and efficient management. Google Workspace includes cloud-based storage space and admin controls for efficient email management. 
3. Advanced Security: IMAP provides only basic security, whereas Google Workspace offers advanced features such as 2FA, encryption, AI-powered threat detection, etc, for email protection.
4. Seamless synchronization: IMAP has synchronization issues. On the other hand, Google Workspace’s Gmail is cloud-based and provides real-time access across desktop, mobile, etc.
5. Less IT Workload: An IMAP server requires manual setup and configuration. Whereas Google Workspace handles everything automatically in the cloud, lowering both the IT effort and cost.

Now that we have understood the reasons, it is recommended to move IMAP emails to Google Workspace. 

How to Migrate IMAP Email to Google Workspace?

Migrating IMAP Emails to Google Workspace enhances security, collaboration, and integration with Google apps. Google Workspace provides powerful email management and many advanced features. This migration can be done either manually or using the IMAP Backup Tool. Now that we know the benefits of this migration, let’s proceed with the best ways to make the transition smooth. 

Migrate from IMAP Server to Google Workspace Using MS Outlook

With the help of this method, users can manually migrate emails and attachments between accounts. It is often used by small-scale businesses and individuals. 

Use the following step-by-step instructions to move your IMAP emails to Google Workspace:

Step 1: Add IMAP Account to Outlook

1. Open the Outlook application.
2. Go to File > Add Account. Now, enter the IMAP email address and click on Connect.
3. Enter these IMAP Server details:

Incoming Server Details (IMAP):	Address: imap.example.com
	Port: 993
	Encryption: SSL/TLS
Outgoing Server Details (SMTP):	Address: smtp.example.com
	Port: 465 or 587
	Encryption: SSL/TLS

4. Enter the password and press Connect.

Step 2: Migrate IMAP to Google Workspace by exporting it to a PST File

1. Navigate to File > Open & Export > Import/Export > Export to a file > Next.
2. Choose Outlook Data File (.pst) and then click Next.
3. Select the desired IMAP mailbox folder and click on Next.
4. After that, choose the location to save the .pst file and click Finish.

Step 3: Configure Google Workspace Account in Outlook

1. Open MS Outlook and go to File > Add Account.
2. Fill in your Google Workspace email address and click on Connect.
3. Lastly, click Finish as soon as Outlook has configured the account using IMAP.

Step 4: Import the PST File into Google Workspace

1. Click on File > Open & Export > Import/Export.
2. Then, choose Import from another program or file > Next.
3. Choose Outlook Data File (.pst) and press Next.
4. Locate the exported PST File and click Next to proceed.
5. Choose Google Workspace folder as the destination and hit Finish.

Limitations: This process of IMAP to Google Workspace migration is time-consuming as it involves many technical steps. The user needs to have technical knowledge to use this method. It has various issues, such as not retaining folder structure, migrating only emails, etc. Also, there’s a file size restriction of up to 25MB in Google Workspace.

Migrate Emails from IMAP to Google Workspace Using the Google Workspace Migration Tool

With this method, the user need not purchase a third-party tool. This is an in-built feature for Google Workspace Admins. This method is ideal for small businesses. Users can also bulk-migrate multiple users by using CSV files. 

These are the steps to migrate an IMAP email to Google Workspace:

1. Go to Google Admin Console and log in to your account.
2. Go to Menu > Data Migration > Set up Data Migration.
3. Choose Other IMAP Server under Migration Source and Email under Data Type. Then, enter the IMAP server details.
4. Under the Migration Start Date tab, choose the date from which you want to migrate emails.
5. Under the Migration Options tab, select the emails.
6. Now, click on Select Users to pick the desired user accounts.
7. Click Add User and fill Google Workspace Email ID as the destination, IMAP Email account as the source, and password.
8. Finally, click Start. 

Limitations: It does not transfer contacts, calendars, and tasks. It only migrates emails. The built-in option does not migrate the upcoming emails. Rather, it migrates only the old emails. 

An Automated Solution to Migrate IMAP to Google Workspace

The IMAP Backup Tool offers an easy and efficient email backup and migration. It allows users to save IMAP emails in multiple file formats. Additionally, it offers bulk conversion for faster processing and smart mail filter options. Users can also prevent duplicate backups by skipping already migrated emails. Furthermore, it enables users to back up emails without attachments and free up server space. 

Below are the simple steps to migrate emails from IMAP to Google Workspace: 

1. First, download and install the IMAP Backup Tool.
2. Choose from Single mode or Batch mode and sign in with your IMAP account credentials.
3. Expand the tree structure, choose the files/folders, and press Next.
4. Under Saves/Backup/Migrate As, choose G Suite and click Next to continue.
5. After that, log in with your Google Workspace account and hit Next.
6. Choose the additional features if required and press Convert.

Conclusion

Moving IMAP Emails to Google Workspace improves email accessibility and boosts security and productivity. IMAP email migration to Google Workspace can be done manually or automatically. Manual methods require manual steps and are, therefore, prone to errors. Opting for an automated IMAP Backup Tool to migrate IMAP to Google Workspace ensures a simpler, more reliable, and error-free transfer. 

Related Post: Export IMAP Emails to PDF.

Frequently Asked Questions:

Q- Does Google Workspace support IMAP?

Ans- Yes, Google Workspace does support IMAP. It allows users to access Gmail through various email clients such as Thunderbird, MS Outlook, Windows Mail, and Apple Mail.

Q- Does Google use IMAP or POP3?

Ans- Google uses both of them. It uses IMAP for email clients and POP3 for users who want to download their emails to a single device. With IMAP, one can access emails across devices, and POP3 is for local storage.