Email Migrations

Knowledge base article id: 45

The following procedure is used when migrating email from foreign mail servers over to our Rackspace Mail system.

This is a carefully tried and tested method resulting in no downtime of email. In the hundreds of migrations performed we have not seen any missing emails or downtime.

NOTE: As a courtesy, we will do the migration free of charge, therefore the labour involved in migrating the mails comes at no charge, however, we do use migrationwiz.com to migrate all the email accounts and we apply a charge the cost price of €15 per mail account to be migrated. 

Some things to consider when making mail migrations.

1. If you are using IMAP, then you will have to resync your mail. If you have a lot of mail this can take time especially on outlook.
2. If you do not host your dns with us, then you need to make sure that the TTL on your mx records is as low as possible.
3. Before migration we will need a list of the settings, usernames and password for your old accounts.

Steps to a successful migration

STEP 1

Get the login and server credentials from source server

In order to migrate emails, folders etc from the old server we need to be able to login so you need to give us all the login credentials for the source server.

STEP 2

Create the login credentials for destination server

We will create the new logins on our servers.

STEP 3

Create the migrationwiz project

We will create a new project in migrationwiz and apply the credentials from the source and destination servers.

STEP 4

Verify credentials for source and destination servers

In order for the migration to happen, we will perform a test between the source and destination server to make sure that the credentials are correct. We do not go to the next steps until all are verified correctly.

STEP 5

Perform trial migration

This is a quick test to make sure that we can actually migrate the data in the source mailboxes and send them to the destination mailbox. A small amount of data is transferred.

STEP 6

Perform "pre stage" Migration

If there is significant amount of data in the source mailboxes, our system will grab older emails (90 days and older) and import them to the destination server. This saves a lot of time during STEP 8.

STEP 7

Change MX records

Login to dns records for the email domain and switch out the old MX records with the new ones so incoming mail starts to filter to new mail server.

NOTE: the timing of this can also depend on the TTL values on the DNS server. If the DNS has very high TTL's then this can cause delays.
STEP 8

Perform Full migration

Do a final full migration of all accounts to new mail server.
STEP 9

Send client the login credentials for new server

Send welcome emails to client for new mail server so they can start checking their emails.
STEP 10

Verify DNS

Check DKIM and SPF.
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