What to Know about Email Migration

Sometimes, businesses need to migrate, or move, emails containing important data. Email migration includes transferring a single email, or multiple emails, from one client to another. The process consists of relocating company case records, including emails, appointments, contacts, and tasks. There are a few things companies need to migrate emails successfully.

Reasons for Migration

Company mailboxes get migrated for various reasons. For example, a company is switching to a new service provider, or is about to acquire or merge with another business. In these instances, a one-time migration approach. Other scenarios, where multiple accounts need to be combined, a more advanced approach will be necessary. Examples include when an employee departs a company, when a company migrates emails to preserve data for legal compliance, when a company is evaluating a new program or service during what’s called a migration pilot, and when an email system is being upgraded or a new one is being installed. Both can be achieved using an email migration service online.


There are several technical procedures used for a successful email migration. Forwarding emails to a designated email address ensures a safe place to keep company information. MX record modification lets mail servers process emails on behalf of a SMTP domain. Converting content from one format to another keeps emails secure from threats such as viruses and breaches. Mapping properties creates a precise map of these properties when they are migrated to a new website, for example from Yahoo to Gmail. Making copies of all emails being sent to a designated email address gives companies a secure back up in case the emails are lost or stolen.


Email migration solutions use different features for different migration scenarios. A list of source and destination systems that are supported, like IMAP and Exchange, are gathered in a single, secure mailbox. An administrative login is created that allows an administrator to access multiple mailboxes. Administrators can then create multiple migration passes without duplication. Scalability lets large sets of emails migrate simultaneously. Administrators monitor the progress of the migration and receive alerts of any issues during the procedure. The migration process uses reliable sources to automatically find and troubleshoot any errors during migration.  Filters are used to migrate specific content from specific locations. Administrators keep the content being migrated secure using technology such as SSL encryption.

These features can be provided by an email migration service. Several migration service providers can be found online with a simple search. They offer a mix of products, platforms, and programs to help businesses grow and thrive online. More specifically, their migration services, sometimes called managed migration, provides businesses with a team of specialists who utilize proven methods and tools to make email migration as painless a process as possible.

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