Email migration: guide for a smooth transition

Email migration: planning is essential

An email migration can be complex, but with good preparation it goes smoothly. This guide helps you through the process.

Phase 1: Preparation

Inventory

Map out:

• Number of mailboxes
• Total storage used
• Shared mailboxes and distribution lists
• Aliases and forwards
• Calendars and contacts

Set up new environment

1. Create accounts at new provider
2. Verify domains
3. Configure test mailbox
4. Check spam and security settings

Communication plan

• Inform users about migration
• Share timeline and expectations
• Give instructions for new login

Phase 2: Prepare DNS

Lower TTL

Lower the TTL of your MX records to 300 seconds, at least 48 hours before migration. This ensures faster DNS propagation.

Document records

Note current DNS settings:

• MX records
• SPF record
• DKIM records
• Autodiscover/Autoconfig records

Phase 3: Migrate data

Method 1: IMAP migration

Suitable for small migrations:

1. Configure IMAP on old server
2. Use migration tool (imapsync, MailMigra)
3. Synchronize mailboxes to new server

Method 2: PST/MBOX export

For Outlook users:

1. Export to PST file
2. Import in new environment

Method 3: Provider migration tools

Microsoft and Google offer their own migration tools:

• Microsoft 365: Migration Batch
• Google Workspace: Data Migration Service

Phase 4: Switch DNS

Change MX records

Replace old MX records with those from your new provider:

Priority 10: newmailserver.provider.com
Priority 20: backup.provider.com

Update SPF record

Adjust SPF record for new mail servers.

Configure DKIM

Add the DKIM records provided by your new provider.

Phase 5: Verification

Testing

• Send test emails to and from migrated accounts
• Check that email is delivered correctly
• Test calendar and contacts
• Verify old mail was migrated

Monitoring

• Watch for bounces and delivery failures
• Check spam filtering operation
• Monitor user questions

Phase 6: Completion

Old environment

• Keep old mail server active for 2 more weeks for late emails
• Set up forwarding if possible
• Make backup of old data

Documentation

• Update internal IT documentation
• Adjust guides for new environment
• Archive migration log

Tips for successful migration

1. Migrate outside business hours
2. Start with a test group
3. Keep old environment as backup
4. Communicate proactively with users
5. Plan extra support capacity

Frequently Asked Questions

How long does it take to implement this?

Implementation time varies per situation. Simple configurations can be done within an hour, more complex setups may take several hours to a day.

What are the costs?

Costs depend on your hosting provider and package. Many basic features are included for free, advanced features may incur additional costs.

Do I need technical knowledge?

You need little technical knowledge for the basics. Most hosting providers offer extensive documentation and support to help you.