What Is Mail Migration?


Author: Lorena
Published: 7 Nov 2021

Email Migration using IMAP Protocol

The most used method for email migration is the IMAP protocol, as it has more advantages than using POP protocol.

Why an Organization Can Move to a New Mail Service

An organization can decide to move from an existing mail service to a new one because it found a new email service provider that was more secure and privacy- compliant. Other reasons why organizations may decide to migrate their emails to a new client include a merger, acquisition, user experience, and email account consolidation.

On-premises Exchange Users Migration to Microsoft 365 and Office SharePoint

It is more reasonable to migrate 150 users or less, even though cutting over migration supports moving up to 2000 mailboxes. After the migration is complete, each user who has an on-premises Exchange mailbox will be a new user in Microsoft 365 or Office 365. You have to assign licenses to users who have migrated.

IMAP Migrations

You need access to user mailboxes in your email system to migrate email. If you know the user passwords or can access their mailboxes by using administrator credentials, there won't be any impact to users. If you are moving from a service that is specific to that type of email service, you might need to change settings or record the name of your email server.

If you have a custom domain, you need to verify it in your domain registry system. Microsoft 365 or Office365 needs to connect and communicate with the source email system to successfully migrate email. The settings that are used to create the connection are what Microsoft 365 or Office365 uses to do this.

It doesn't take as long for email to show up in your new Microsoft 365 or Office365 mailboxes if you have settings configured. There are tips for IMAP migrations. If you verify that email is being routed to Microsoft, you can stop the migration of email between your source email system and Microsoft.

When the mail migration is complete, you can change your organization's MX record to point to Microsoft or Office365. Your MX record is used by other mail systems to find your email system. Changing your MX record will allow other mail systems to send email to the new mailboxes in Microsoft 365 or Office 365.

Exchange Online Migration of Mailboxes to Microsoft 365 or Office

Microsoft Exchange 2003 and Microsoft Exchange 2007 are not supported. Exchange 2003 support ended on April 8, Exchange support ended on April 11, 2017.

You can only migrate mailboxes that are user and resource mailboxes. Distribution groups, contacts, and mail-enabled users are some of the recipients who are migrated to Microsoft 365 or Office365. Out of Office messages are not migrated to user mailboxes.

The Out of Office feature will remain on the migrated mailbox if a user turns on it before the migration. People who send messages to the mailbox will not be notified. The user needs to recreate the Out of Office message after the mailbox is migrated to allow notifications to be sent.

After mailboxes are migrated and on-premises accounts are converted to mail-enabled accounts, users need to create a new Outlook profile in order to connect to Microsoft 365 or Office 365. Checks if a mail-enabled user exists in the Microsoft 365 or Office 365 organization for each user listed in the file. Mail-enabled users are created in Microsoft 365 or Office365 as a result of the directory synchronization process.

Initial syncup begins. Exchange Online processes migration requests at a time. The administrator specified the maximum number of concurrent migrations that they wanted to use.

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