Email migration with message sync and delivery tests

For many companies email matters more than the website - it carries customer contact, invoices, orders and business agreements. We migrate mailboxes, messages and configuration with a planned MX switch plus sending and receiving tests.

Ask about email migration Configurator

What an email migration involves

Email migration is more than creating new accounts on a new server. It means transferring the entire correspondence history over IMAP, configuring DNS records and verifying that mail doesn't land in spam after the change of provider.

Incorrect SPF, DKIM or DMARC configuration can cause sent messages to land in recipients' spam folders - directly affecting the company's reputation.

What an email migration includes

✓ Mail account migration

✓ Message transfer over IMAP

✓ Setting up new mailboxes

✓ Aliases and forwarding

✓ MX records

✓ SPF configuration

✓ DKIM configuration

✓ DMARC configuration

✓ Email client configuration

✓ Minimising the break in receiving mail

✓ Post-migration support

Before the migration

What we check before an email migration

Number and size of mailboxes

We inventory the mailboxes, their size and the number of messages to move over IMAP.

Current and new provider

We verify IMAP migration options between the current and target mail servers.

DNS access

We check who manages the domain's DNS and which MX records need changing.

Aliases and forwarding

We identify all aliases and forwarders that must work on the new server.

User devices

We determine which devices and email clients the mailboxes must work on after the migration.

SPF, DKIM, DMARC

We verify the current authentication records and plan their configuration at the new provider.

Risks

What can go wrong with an unplanned email migration?

No incoming mail - wrong MX records cause inbound email to be lost

Mail lands in spam - missing or wrong SPF, DKIM, DMARC configuration

Lost archive - moving without IMAP sync loses the correspondence history

No access on phones and computers - email clients need reconfiguring

Can't send - the SMTP server on the new hosting needs separate configuration

Process

How an email migration works

Mailbox analysis

We inventory accounts, aliases, mailbox sizes and user devices.

Preparing the new accounts

We create mailboxes and aliases on the new mail server.

Message sync over IMAP

We move the correspondence history to the new server - in the background, without interrupting your mail.

Changing DNS records

We change the MX, SPF, DKIM and DMARC records - mail starts flowing through the new server.

Send and receive tests

We verify sending, receiving and the correctness of the authentication records.

Device configuration

We help configure email clients (Outlook, Thunderbird, Apple Mail) and mobile devices.

Microsoft 365

Technical transfer to Microsoft 365 and full M365 implementation

We can carry out the agreed technical transfer of mailboxes, messages and DNS records to Microsoft 365. Before migration, we review the source provider, domain access, mailbox count and the MX switch plan.

If you also need tenant design, licences, MFA, security policies, Teams, SharePoint, OneDrive and a way of working, the full project is handled by Cyfryzacja Przedsiębiorstw.

Explore Microsoft 365 implementation

What this service covers

This page covers the technical migration of data, mailboxes and DNS between providers.

We do not sell hosting or a DNS service. We work on the environment and DNS zone to which the client has authorised access.

Before changing email, we agree the plan, tests and order of work instead of promising no interruption in every case.

FAQ

Email migration - common questions

No, not if the migration is done over IMAP. We move the entire correspondence history with folders to the new server before switching DNS.

Message sync runs in the background - email works the whole time. A short break can only occur when the MX records change in DNS, usually a few minutes to a few hours.

Yes, configuring authentication records is a standard part of an email migration. Correct SPF, DKIM and DMARC configuration stops mail from going to spam.

Yes, after the migration we help configure Outlook, Thunderbird, Apple Mail, Gmail and other email clients as well as mobile devices.

It depends mainly on the number of mailboxes and the size of messages. A few small accounts take a few hours. Dozens of mailboxes with large archives can need several days of IMAP sync.

We can migrate many mailboxes at once. For a large number of accounts we stage the migration and prioritise the most important mailboxes.

Yes, we can carry out the technical transfer of mailboxes, messages and DNS records after agreeing the scope. Tenant design, licences, security and ways of working are covered by Cyfryzacja Przedsiębiorstw.

Tell us the number of mailboxes - we'll prepare an email migration plan.

Use the configurator or describe your situation directly. You don't need to know which DNS records to change - we'll do it for you.

Request a quote Migration configurator