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A business email migration moves mailboxes from one provider or server to another. A safe migration starts with an inventory and backup, transfers data before the final DNS change where possible, tests the new service and keeps the old service available until important functions are confirmed. The process depends on the platforms involved.
Phase 1: Inventory and prepare
- List every mailbox, alias, forwarding rule, shared address and distribution list.
- Record mailbox sizes, folders, contacts, calendars and retention requirements.
- Identify services sending mail using the domain, including website forms and CRM tools.
- Confirm access to domain registrar, DNS, administrator accounts and recovery contacts.
- Choose a migration window and inform staff.
Phase 2: Protect existing data
Create a backup or export using a method appropriate to the current provider. Confirm whether messages, folders, contacts, calendars, rules and attachments are included.
Record current MX, SPF, DKIM, DMARC and provider verification records. Do not delete the old account or cancel the source service before checking the destination.
Record current MX, SPF, DKIM, DMARC and provider verification records. Do not delete the old account or cancel the source service before checking the destination.
Phase 3: Set up and transfer
Create destination mailboxes and verify domain ownership. Configure authentication records as directed by the destination provider. Transfer messages and supported data, then run a final incremental sync if supported.
Changing MX records affects where new inbound messages are delivered. DNS caching can mean some messages temporarily reach the previous service, so plan for overlap.
Changing MX records affects where new inbound messages are delivered. DNS caching can mean some messages temporarily reach the previous service, so plan for overlap.
Phase 4: Test before closing the old service
- Send and receive messages with external addresses.
- Check important folders, attachments and search results.
- Test mobile devices, desktop clients, shared mailboxes and forwarding.
- Test website forms and automated notifications.
- Review SPF, DKIM and DMARC results.
- Confirm staff can sign in and recover accounts.
Common migration mistakes
Common problems include forgetting a mailbox, changing nameservers without copying the DNS zone, assuming contacts transfer automatically, cancelling the old plan too early and failing to update website forms or third-party senders.
Agree who handles issues, how long the source service remains available and what rollback steps apply if critical mail flow fails.
Agree who handles issues, how long the source service remains available and what rollback steps apply if critical mail flow fails.
Frequently asked questions
Will email be interrupted during migration?
Planning can reduce disruption, but timing depends on platforms, DNS and data volume. Some overlap is possible while DNS caches update.
Will all messages and contacts transfer?
Not automatically in every migration. Confirm supported data types and verify the destination before retiring the old service.
When can I cancel the old plan?
After the new service is tested, important data is verified, mail flow is stable and the agreed recovery period has passed.
