Changing email providers without losing the essentials
Changing the destination for new email does not move old messages, contacts or calendars. Treat data migration and delivery cutover as separate work.
Inventory what must move
- People, mailboxes, aliases and shared addresses.
- Mail folders, contacts and calendar data that need to be preserved.
- Desktop and mobile clients.
- Website forms, scanners and marketing tools that send mail.
- Retention, access and recovery requirements.
Prepare and test the destination
Create the required accounts and permissions using the provider’s supported process. Test a small migration before moving every mailbox. Check a sample of folders, message dates and attachments rather than relying only on a success notice.
Schedule the cutover
Record existing DNS values and plan any final data synchronization. Change mail records only when the destination can receive mail. Confirm sending, receiving and authentication from outside the organization, then update devices and application senders.
Retain a recovery route
Keep the old service or a suitable export until the data and delivery checks pass. Explain to staff where to look during the transition. Do not send customer mailbox exports through an ordinary support chat; use an approved secure migration method and limit access to the people who need it.
Your next step
Compare business-email plans. Confirm current availability, inclusions and billing terms before purchasing.