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BUSINESS EMAIL & OFFICE · MIGRATION GUIDE

Switching from Microsoft 365 to Zoho Workplace

Zoho offers one-click migration of mail, contacts and calendar from Microsoft 365, and imports OneDrive into WorkDrive. Zoho says archive-mailbox migration stops on October 1, 2026.

Jump to migration steps Read the full comparison
By Bill Belcamino · Last updated September 19, 2026 · Our methodologyResearched and fact-checked by the HelpCompare team
Switching from Microsoft 365 to Zoho WorkplaceVerified Sep 19, 2026

Quick verdict: Run Zoho Mail’s Microsoft 365 migration for mail, contacts and calendar, and WorkDrive’s OneDrive import for files (SharePoint libraries are not migrated). Zoho warns that Microsoft is switching off Exchange Web Services from October 1, 2026 and that in-place archive mailbox migration will be disabled after that date, so migrate archives first. Switch MX records last.

Estimate · your inputs

Switching Cost & Friction Estimator

Most buyers only budget for the new subscription. This estimates the hidden labor, data-cleanup, and retraining cost of actually making the switch.

25,000
10

Estimate assumes: 1 hour of data-mapping/cleaning labor per 2,000 records, a blended $75/hr ops rate, tiered migration & cleaning tooling fees, and 4 hours of retraining per seat at a $45/hr fully-loaded rate.

Estimated Migration Time —
Data Friction Rating —
Total Hidden Switching Cost $0

    Why teams move from Microsoft 365 to Zoho Workplace

    Lower cost

    Zoho Workplace Standard is $3 a user a month on annual billing, against $7 for Business Basic.

    Email-only seats

    Mail Lite from $1 a user.

    SSO on every paid plan

    Zoho includes SAML single sign-on on all paid plans.

    How the migration actually works

    If you have archive mailboxes, migrate them before October 1, 2026.

    StepWhat you do
    1Prepare Zoho WorkplaceSign up, verify your domain and add users.
    2Migrate mail, contacts and calendarUse Zoho Mail’s one-click Microsoft 365 migration, starting with archive mailboxes.
    3Import OneDriveUse WorkDrive’s OneDrive import; SharePoint libraries are not migrated, so move them by hand.
    4Switch your domain’s mail recordsWhen the copy is complete, point your domain’s MX records at the new provider and add its SPF, DKIM and DMARC records. Run a final incremental sync afterwards to catch mail that arrived during the change.
    5Replace desktop appsUsers who rely on desktop Excel or PowerPoint need a plan: Zoho Sheet and Show run in the browser.
    6Cancel Microsoft 365Export anything left with Purview eDiscovery, then cancel at the end of your commitment.

    What this path doesn’t do for you:

    SharePoint libraries, Teams chats and Power Automate flows do not migrate. Archive-mailbox migration depends on a Microsoft service being switched off from October 1, 2026.

    Pricing side by side

    PlanMicrosoft 365Zoho Workplace
    Entry planBusiness Basic $7/user/mo (annual)Workplace Standard $3/user/mo (annual); Mail Lite $1
    Mid planBusiness Standard $14Workplace Professional $6
    Top Business planBusiness Premium $22Enterprise — contact sales
    Storage1 TB OneDrive + 100 GB mailbox30 GB or 100 GB mail + team storage
    Free planNone (one-month trial)Up to 5 users

    US list prices checked on each vendor’s pricing page on September 19, 2026, annual billing.

    Feature parity check

    CapabilityMicrosoft 365Zoho Workplace
    Import from the other toolIMAP email onlyOne-click Microsoft 365 migration; OneDrive import
    Desktop appsStandard and PremiumWriter desktop app; others in browser
    Storage1 TB + 100 GB mailbox30 GB or 100 GB mail + team storage
    Device managementIntune on PremiumMobile access management on Professional
    Free planNoneUp to 5 users

    Going the other direction, or want the full comparison first?

    Read the Microsoft 365 vs Zoho Workplace comparison Switching from Zoho Workplace to Microsoft 365 instead?
    Verified data

    Security & access: what changes when you switch

    Security, offline and access rules that differ between Microsoft 365 and Zoho Workplace. Rows where both tools are the same (5) are left out; the full side-by-side is on each tool’s page: Microsoft 365, Zoho Workplace.

    What changesMicrosoft 365 (today)Zoho Workplace (after)
    Other certificationsISO/IEC 27017, ISO/IEC 27018, ISO/IEC 27701sourceISO/IEC 27017, ISO/IEC 27018, ISO/IEC 27701, SOC 1 Type II, ISO 9001, ISO/IEC 20000-1, ISO 22301, PCI DSS (SAQ-D), CSA STAR Self-Assessment, Cyber Essentials Plus, TX-RAMP, HDS, ENSsource
    GDPR data processing agreementDPA offeredsourceNot published
    Single sign-on (SAML/OIDC)YesBusiness BasicsourceYesMail Litesource
    Two-factor authenticationYesEnforcement: All Business plans via security defaults; Conditional Access MFA policies need Entra ID P1 (Business Premium)sourceYesEnforcement: Not plan-gated on the pages read (policy enforcement described generally)source
    Admin audit logYesBusiness BasicsourceYessource
    Data residency choicesNot publishedUS, EU, India, Australia, Japan, Canada, Saudi Arabia, UAE, Singapore, Chinasource
    EncryptionBitLocker and per-file encryption at rest; TLS and IPsec in transitsourceEncrypted at rest and in transit (TLS; S/MIME and OpenPGP options); WorkDrive AES-256 at restsource
    Desktop appsWindows, macOSsourceWindows, macOS, Linuxsource
    Offline limitsDesktop Office apps only on Business Standard and Premium; Business Basic has web and mobile apps only. Extended offline activation (up to 180 days) is a Microsoft 365 Apps for enterprise feature.Business StandardsourceTrident offline data excludes email attachments not previously viewed; Trident is for paid and trial Zoho Mail/Workplace users.source
    IP allowlistingYesBusiness PremiumsourceYessource
    Device & session controlsYesBusiness PremiumBusiness Premium adds Intune Plan 1 endpoint management, Defender for Business device protection and Windows 11 Pro upgrade; Basic and Standard do not include Intune.sourceYesMail PremiumMobile Access Management on Mail Premium and Workplace Professional; Workplace Enterprise adds endpoint control features; Zoho Directory device authentication (10 devices) on all paid plans.source
    Editorial assessment

    Before you cut over

    • Set up single sign-on in Zoho Workplace on Mail Lite before you invite the team, so accounts are created through your identity provider rather than by hand.

    Checked September 19, 2026 against each vendor’s own trust center, help docs and app pages. Hover or tap “source” to see the exact wording we relied on. “Not published” means we could not find the vendor saying it on its own site — it doesn’t mean the feature is missing. Plan names are the lowest plan the vendor says includes the feature. Security · Offline · Remote vs office · Download the data

    Frequently Asked Questions

    Can Zoho import from Microsoft 365?

    Yes: mail, contacts and calendar in one click, and OneDrive files into WorkDrive (not SharePoint libraries).

    What changes on October 1, 2026?

    Zoho says Microsoft is switching off Exchange Web Services from that date, and that it will disable migration of in-place archive mailboxes.

    Will I save money?

    Usually: Zoho Workplace Standard is $3 a user a month on annual billing, against $7 for Business Basic and $14 for Standard.

    How long does an email migration take?

    It depends on mailbox sizes and the number of users; run a pilot with a few mailboxes first and schedule the MX switch for a quiet period.

    Canonical data for the tools on this page

    Every pricing fact, rating, AI billing model and switching guide we hold on each tool, on one page — with the date each figure was last verified.

    Microsoft 365Pricing, free plan, AI cost & every comparison›Zoho WorkplacePricing, free plan, AI cost & every comparison›
    Microsoft 365 vs Zoho WorkplaceHead-to-head comparisonGoogle Workspace vs Microsoft 365Head-to-head comparisonGoogle Workspace vs Zoho WorkplaceHead-to-head comparison

    Sources

    Prices on this page were recorded from each vendor’s own pricing page on the date shown at the top of the page. Vendors change pricing often — check the live source before you buy.

    Every figure is also in our open dataset (JSON and CSV, CC BY 4.0), with its source page and verification date. See how we research pricing.

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    01 · CompareWhich tool fits your team, side by side.75 comparisons 02 · Price & approveSourced, dated pricing and a one-page brief for sign-off.Decision brief 03 · SwitchWhat moves, what you rebuild, what it costs.150 guides 04 · ShareDownload and cite the data. CC BY 4.0.Open data
    Bill Belcamino, founder of HelpCompare
    About the author

    Bill Belcamino

    Founder and author, HelpCompare

    Bill has worked in software and digital marketing for more than 20 years. He spent nine years as an engineer at HP, served as COO scaling a platform past 200,000 users, and ran Google’s $70M/year search syndication partnership at Alot.com. He has bought, trialled, integrated and cancelled more SaaS tools than he can count, and started HelpCompare because the real cost of switching tools is the part nobody covers.

    “I’ve sat on both sides of the table: the agency recommending the tool and the client paying for it.”

    Researched and fact-checked by the HelpCompare team. Pricing on this page was last verified on September 19, 2026. No paid sponsorships, no affiliate commissions.

    Read Bill’s story How we verify pricingSpot an error? Tell Bill