Office 365 can be a gamechanger for your business. It helps increase productivity, communication, and its cloud-based technology means it’s a program that can grow with your business.
That being said, Office 365 migration can be a huge pain. Like any other technological switch, you risk data loss, compliance violations, and overall frustration.
We’ll walk you through the basics of email migration to ease that fear and help you feel empowered to make the move on your own — but should you need assistance, Aventis Systems can always help.
Let’s get started:
1. Add your domain to Office 365
First, add the email domain in your current IMAP email environment to Office 365 as an accepted domain. This will allow Office 365 to grab vital information.
2. Create your users in Office 365
Then, create a user profile for each of your teammates and set them up with their own Office 365 inbox. Make sure each one has the same email address as they did on the previous system. Double-check spelling and capitalization.
3. Locate the full name of your current email server
Next, find the name of your current source email server by looking through the settings of your current email system and searching for “POP” or “IMAP.” The most common names include mail.comcast.net, pop.gmail.com, mail.mac.com, etc. You’ll need to add this information to Office 365.
4. Make a list of the mailboxes you want to migrate
In order to migrate, you’ll need access to each of the mailboxes you want to migrate. You will likely be able to do so using your mailbox system’s administrator credentials. Then, using an Excel spreadsheet, make a list of each of the email addresses, usernames and passwords you want to migrate.
You can migrate up to 50,000 mailboxes at once. So if you run a larger business, you can do so in batches.
5. Connect Office 365
To connect Office 365 to your current email system, you’ll need to enter your current IMAP server information.
6. Use a migration batch to Office 365
Upload the list of mailboxes you want to migrate into Office 365, which will validate the file as long as it is formatted correctly and doesn’t exceed 50,000 rows.
Once this step is done, ask your teammates to test that they were migrated to Office 365 by testing their login information.
7. Route your emails to Office 365
In order to route new emails to your new Office 365 system, you’ll need to re-route your MX record. The steps to do this vary on your current email system, but Microsoft provides step-by-step guides for different providers here.
8. Stop synchronization
Once you’ve verified that all your teammates are on Office 365 and new emails are coming into those inboxes, it’s time to stop the synchronization between your old and new email systems. You do that by deleting the migration batch you started in step six, but Microsoft recommends waiting at least 72 hours.
9. Ask for help if you need it
If you need help or advice migrating to Office 365, reach out to a provider who can help you complete the process and ensure that the migration has been successful.