Email migration, without losing your correspondence.

When do you need an email migration?

The need usually comes up in one of these situations: mailboxes keep filling up with the current provider, emails land in spam, support is hard to get, you want to move from free addresses to business addresses, or your website is moving to another server and email has to move with it. Whatever the reason, the steps are largely the same.

Preparing for the migration

A good migration starts with an inventory. First, we list:

• All mailboxes, users and approximate mailbox sizes
• Forwards, aliases and shared mailboxes
• Other systems that send email in your name (invoicing software, CRM, website forms)
• Current DNS records, especially MX, SPF and DKIM
• Which devices and programs your users work with

This list prevents "oh, we had that address too" surprises on the night of the switch.

Step-by-step switch

1. New mailboxes are created. The same addresses are set up on the new system, and passwords are shared securely.
2. TTL is lowered. A few days in advance, the records' propagation time is reduced so the DNS change spreads quickly.
3. The initial copy runs. All folders, incoming and sent email in the old mailboxes are transferred to the new mailboxes over IMAP. This runs in the background while users keep working.
4. MX is changed. At a suitable time, usually outside business hours, the MX record is pointed to the new system.
5. The final sync runs. Email that lands on the old system while DNS propagates is collected with one last copy.
6. Devices are reconfigured. Outlook and phones are connected to the new server.
7. SPF, DKIM and DMARC are updated. The new system's sending identity is defined.

After the migration, the old account is kept open for a while instead of being closed right away; if anything was missed, it can be completed from there. Before switch day, users also get a short note explaining what will change and whom to contact.

Common issues

Old email stored in a local Outlook file (PST) isn't on the server, so it doesn't migrate automatically; it has to be imported separately. If a mailbox is very large, the initial copy can take a long time, so it's started early. Calendars and contacts are migrated differently from email and are planned separately.

During migration, correspondence containing personal data moves from one system to another. Making sure the transfer runs over an encrypted connection, and how the data on the old system will be deleted afterward, are planned from the start with KVKK compliance in mind (KVKK is Türkiye's Personal Data Protection Law).

Checklist

• Have all mailboxes and aliases been listed?
• Have the systems that send email in your name been identified?
• Was TTL lowered in advance?
• Was the final sync done?
• Is the old account being kept open for a while?

Frequently asked questions

For the big picture, go back to the business email page, or get in touch with us about your migration plan.