E-mail Migration

Your inbox, unchanged. We transfer all your email data, including your specific folder hierarchy, so you can pick up exactly where you left off.

 

1. How to Request an Email Migration

IfWe handle migrations in a multi-step process to ensure everything is transferred over safely before and after you needchange toyour migrateMX mailboxesrecords.

from

Step a1: previousPrepare provider,the firstMailboxes

create

• Create the mailboxes on our side from your Admin Panel or WHMCS.
  For bulk import (100+ mailboxes), add and verify the domains first, then visitwe ourcan perform a bulk creation of the users from a CSV file (SupportDownload Portalexample CSV for bulk import users).
• Set temporary passwords. We need the current passwords of the mailboxes to perform the migration, but please do not request athese from your customers. Instead, set up temporary passwords with the previous provider and inform your customers what passwords to use during the migration.

  YouThey can alsocontinue schedule a migration during your out-of-office hours - sendusing the requestcurrent atprovider least 24 hours beforeuntil the wantedMX timerecords frameare (changed.

• Collect the IMAP server address of the previous provider. For some providers, like Google Workspace, you will need to enable IMAP access and atset leastup 48application hourspasswords beforefor aeach weekendmailbox. migration).

Migration Tip: Managing Local Delivery If you are currently migrating and have not yet created all of your user mailboxes, you may encounter delivery errors for accounts that don't exist here yet (Server error: '550 sorry, no mailbox here by that name').
To prevent this, you can temporarily set Local Delivery to "No". This tells our system to look for those mailboxes at your old provider instead of rejecting the mail locally.

 

Important:Step 2: Submit Your Request

• Batch your requests: RememberWe recommend one ticket per migration batch (1 to switch2 Localdomains Deliveryare backthe easy to manage, especially for DNS updates and client setups).
• "Yes"Open a Support Ticket. onceVisit our Support Portal and
  • Choose "3 - Migrations" as the help topic.
  • Mention the domain(s) you're migrating in the ticket subject line (easier to track progress).
  • Schedule it (optional): Use the "Schedule for" field to set a date and time. We treat this as a "do not start before" limit - perfect for after-hours migrations.

• Attach your migration CSV file: Include your migration CSV file (Download example CSV file for migration) with:

  • the email addresses

  • temporary passwords

  • source IMAP server
    

  • Leave the "Destination Email Address" column completely blank unless the new address is actually changing. 
• Exclusions: By default, we do not migrate Trash or Spam folders to ensure your new start is as clean as possible. If you updatedo need them migrated, please mention it in the DNSticket.
MX records to point to our servers.

Note on Trash & Spam: To keep your new inbox clean, we don't migrate the Trash or Spam folders by default. If you need us to bring the Trash folder along, just mention it in your support ticket!

1.

 How

to

Step Request3: an EmailThe Migration

Process

• CreateAutomated updates. We send automated emails when the mailboxesmigration on our side from your Administrator Panel or WHMCS. For more than 100 mailboxes, after you add the domains on our sidestarts and verifywhen theirit ownership, we can also perform a bulk creation of the users from a CSV file (Click here to download an example CSV to bulk import users).ends.
• CollectTicket communication: You can reply to the necessaryticket infoanytime. To keep your ticket moving swiftly through our active queue, our team will only reply if we need information or to notify you that a step is complete.
• Timeframe & Next steps: fromMigrations usually take under 24 hours, depending on data size and the existingold e-mailserver's service:speed. IMAPOnce serverthe address,initial currenttransfer passwordsis ofdone, eachwe emailwill addressupdate (checkyour ifticket youwith can set up temporary ones justinstructions for the migration).next For some providers, such as Google Workspace, you will need to enable IMAP access and setup application passwords for each mailbox.
• Send your migration request by visiting our Support Portal. Attach a migration CSV file with the following information (Click here to download an example CSV file for migration):
  • the e-mail address
  • the password for the e-mail address with the previous provider (you can set temporary passwords)

  • source IMAP server address of the previous provider - contact our Support team if you need help finding this out.

    Please make sure you have the correct passwords for each e-mail address.
    steps.

 

• Our
  team

  Step supervises4: theFinal migrationSync and willClient updateSetup

  the ticket once it has been completed. The migration duration depends on the mailboxes' total size, the original mail server's speed, and the already scheduled migrations - but it's usually completed in less than 24 hours.
• Update the DNS records (MX, SPF, DKIM, webmail, etc.) for the domains to point to our servers ( use the information in this guide: DNS Configuration). Important: If you temporarily set Local Delivery to "No" before the migration, it is time to switch it back to "Yes" now.
• Our team does another syncReply to makeyour sureticket. Once your MX records are changed, reply to the migration ticket so we transferredcan everything.perform the second migration pass. This catches any residual emails delivered to the old provider during the transition.
• Setup your e-mailemail clients to use the new IMAP and SMTP hostnames. You(See canSection use4 the information in this guides: Setup IMAP on email clients or Servers & Ports.below).

2. ContactMigrating andOther Calendar MigrationData

We can also import your Contacts, Calendars, Aliases, Forwards, Distribution Lists, and help you carry over your Outlook rules.

• Contacts and Calendar.Calendars: Toyou requestcan thisimport kindthem ofvia migration,email or attach the exported *.vcf files (for Contacts)contacts and the *.ics files (for Calendar)calendars in the Support ticket.

  3. Alias Migration

  We can also importto your aliases.migration support ticket.

• Aliases: Click here to downloadDownload an example CSV file for alias migration.
  
  Fill
  it
  out

  4.and Forwardsattach Migration

  it

  We can also importto your forwards.migration Ifticket.

one
• Forwards: user has multiple forwards, you can add multiple lines for the same user. Click here to downloadDownload an example CSV file for forwards migration.
  Fill

  5.it Distributionout Listand Migration

  attach

  
  Weit. canAdd helpmultiple youlines transition distribution lists seamlessly. To ensurefor a smoothsingle migration,user pleaseif followthey have multiple forwards.

• Distribution Lists: Create the stepsempty below:
  list
  • Before we can import your members, you must first create the distribution lists withinin your Admin Panel.
  Panel
  • Preparefirst. a CSV file containing your list names and their corresponding members. You can include multiple distribution lists in a single file. Each member must be listed on a separate line using the following format:Then, click here to download an example CSV file for list migration.migration
  ,
  • Submitlisting Youreach Request:member once your file is ready, simply openon a supportseparate ticketline, and attach theit CSV.to Ouryour teamticket.
  will
  • Outlook handleRules & Filters: Your organizational rules are tied to your specific Outlook profile. To keep them, export your rules (.rwz file) from the bulkold Outlook profile via File > Manage Rules & Alerts > Options > Export Rules. Once you set up your new profile (see Section 4), import forthat yousame tofile ensureinto every member is correctly mapped.it.

   

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  6.3. What to Expect After Migration

  
  Your Folder Structure & The Auto-Archive Feature

  ToWe transfer all your email data and folder hierarchy. However, to ensure your service remains fast and reliable, our system uses an automated optimization tool. We transfer all your email data and folder hierarchy, but if a folder grows too large, we organize the data to keep your email client performing at its best.tool.

  • The 10,000 Item Threshold: If any folder (such as your Inbox or Sent items) contains more than 10,000 emails, our system automatically moves older messages into an archive sub-folder.
    Example: IfFor youexample, haveif a folder namedyour "Leads"Inbox" withhas more thanover 10,000 emails, messages older than last yearmessages will be foundmoved into Archive.Leads.Inbox.2023, Archive.Leads.Inbox.2022, and so on.etc.
    
  • Why we do this: This prevents your email clientclients (likefrom Outlookslowing down or Thunderbird) from becoming slow or suffering fromcorrupting data filefiles, corruption.and Itkeeps alsowebmail makes searching for messages in Webmailsearches nearly instantaneous.
  • Current + Last Year: OurActive systemfolders keepsretain messages from the current year and the previous year of messages in your active folders.year. Older data is safely tuckedmoved away intoto archives.
  • Full Accessibility: These archivedArchived emails remain fully searchable and accessible onacross all your computer,devices. phone,If anda tablet.folder seems to have fewer messages than expected after a migration, simply check the sub-folders for an Archive directory.

  Missing emails? Check your archive folders.
  If you notice a folder has fewer messages than expected after migration, don't worry, your data is safe. Simply check the sub-folders for an Archive directory. All your historical data remains fully searchable and accessible across all your devices.

  How We Ensure a Complete Transfer

  To guarantee no data is lost, we follow a rigorous multi-step process:

  • Initial Sync: We move the bulk of your data before you switch your DNS records.
  • The Final Pass: After your MX records are updated, our team performs another sync to catch any "residual" emails that landed at your old provider during the transition.
  • Exclusions: By default, we do not migrate Trash or Spam folders to ensure your new start is as clean as possible.

  ---

  7. 

  4. Updating Outlook for Your NewEmail ServiceClients

  IfWhen youit alreadyis use Outlooktime to manageconnect your email,email youapps don't(Outlook, needApple toMail, switchThunderbird, apps.eM YouClient, simplyiOS, needAndroid, to point Outlooketc.) to our servers. However, because Outlook stores data in specific ways,servers, you must follow thesethis stepsone carefullycrucial rule to avoid corrupting your setup or losing your historyemail orhistory.

  corrupting

   your setup.

  The Golden Rule: CreateAlways Add a New Account / Profile

  Overwriting an old profile instead of creating a fresh one often causes the setup to fail or your data files (PST/OST) to become corrupted.

  Do not simply edit your existing IMAP or POP profile to change the server names.
  Overwriting an old profile often causes the setup to fail.

  1. Keep your current email account profile untouched as a reference.

  2. Add a completely new profileaccount withor theprofile to your app using your new server details through the Outlook Profile Manager. Here is a step-by-step guide.details.

  3. Once the new profileaccount is verified, yousyncing, canand set it as the defaultdefault, andyou can safely delete the old profile.one.

  
  

  For

  Outlookstep-by-step Rulesconfiguration &guides Filters

  Your organizational rules (like "move all invoices to the Accounting folder") are tied tofor your specific Outlookapp, profile.please Youvisit: canSetup moveIMAP themon toemail your new profile by following these steps:

  Exporting Rules (from the old profile)

  1. Open Outlook using your old profile and go to the File tab.

  2. Select Manage Rules & Alertsclients.

   

  3. Click Options and then select Export Rules.

  4. Save the .rwz file somewhere safe.

  Importing Rules (to the new profile)

  1. Switch to your new Outlook profile.

  2. Go to File > Manage Rules & Alerts.

  3. Click Options and then select Import Rules.

  4. Select the .rwz file you saved earlier.

  5. If You Were Previously Using a POP3 Connection

  If you were using a POP3 connection in Outlook,Outlook or another email client, your emails are likely stored only on your local computer and not on the previous server.

  Backup First: Before you begin, export your entire profile as a local backup ( like a PST file in Outlook).

  • Local Storage Risk: Since your computer is the only home for these emails, this backup is critical to prevent permanent data loss.

  • The Transition: Create your new IMAP profile first. Once active, you can import your old PSTPST/backup file into the new profile to merge your history with the new service.

  • Safety Check: Do not delete your old Outlookaccount profile until you are 100% sure your data has been successfully imported into the new one.