Painless email migration guide

Rest assured that email migration can be a painless and successful process, or at least with a minimum impact on your daily work operations, businesses, employees, clients, and data. 

Allow us to kick this off with a disclaimer by saying that this entire process is generally left to professionals and designated software, and that is it generally not advised for anyone who is not well-versed in email migration to take it upon themselves to carry this move-out. 

You might be wondering why that is the case. Well, bear in mind that this is a complex and risky process where all of your work-related data, including emails, attachments, calendars, and more are being moved from one place to another. 

A lot can go south and you want to avoid that, right? Even if you do what is advised and hire a professional to complete the transfer for you, understanding this process, even if only observing it while it is being carried out, is important for the entirety of your organization. 

What does it mean to migrate your emails? 

As we have briefly touched upon, migrating emails means moving them from one provider to another provider of your choice. For example, you no longer want to use G Suite and would now much rather use Microsoft. But, how do you get there, and is it a safe move to take on? 

Tensions, headaches, lost contacts, and documents are probably what you have in mind when someone tells you that the time has come to move your emails elsewhere. However, a lot of this is easily avoidable with a little help of proper preparation and detailed plans. 

Is migrating your emails a risky procedure? 

Yes, of course, but it does not have to be that risky of a process after all. Conducting email migration without any tensions whatsoever is not a very real expectation. 

However, the benefits of email migration are countless and you know what is best for you and your business. 

On the other hand, the risk can be well reduced and you can have all of your emails, contacts, passwords, calendars, and other data safely backed up as well as ready for transfer. 

How does email migration work? 

This process is usually carried out in well-planned, separate but connected phases, which include the planning phase, the email repository set-up, the communication plans drafts, the email policies set-up, a batch test as well as the final cut-over to the new service you wanted. 

Even if you might be a tad apprehensive about the fact that this is a complex process, keep in mind that it is also a process that happens daily and with many businesses across the world.

Is any data lost during email migration? 

Let’s break it down quickly. Some things will move and others will not. The latter should be safely stored before you make the big jump to avoid unnecessary headaches. 

Expect things like your emails, inbox, calendars, folders, contacts, notifications, and labels to make the jump. These are your essentials. It is still recommended to compile this data and have it safely backed up before any transfer happens, even if only a batch one. 

What will not make it, especially if you are crossing over from G Suite to Microsoft, are tasks, calendar attachments, chats and appointments, any chat data like history and attachments, as well as links that take you to Google Drive. 

Advantages of email migration 

Advantages depend on what you’re looking for, but safety, speed, user experience, lesser expenses, and better tools are parts of the reasons to migrate.

Brett Sartorial

Brett is a business journalist with a focus on corporate strategy and leadership. With over 15 years of experience covering the corporate world, Brett has a reputation for being a knowledgeable, analytical and insightful journalist. He has a deep understanding of the business strategies and leadership principles that drive the world's most successful companies, and is able to explain them in a clear and compelling way. Throughout his career, Brett has interviewed some of the most influential business leaders and has covered major business events such as the World Economic Forum and the Davos. He is also a regular contributor to leading business publications and has won several awards for his work.