Move your email provider and keep every message
We copy mail, folders, contacts and calendars to your new provider, switch MX at a quiet time, then sync again so nothing is left behind.
In plain English.
Moving email provider is mostly about order. Copy the mail too late and people start the week with empty inboxes. Change MX before the new mailboxes are ready and incoming mail bounces. Forget a shared address or alias and messages to it disappear. We plan each step around the MX change so nothing lands in the gap.
Mail and folders usually move over IMAP, using the Google Workspace data migration service, Exchange Online IMAP migration batches, or a dedicated migration tool where the volume needs it. Contacts and calendars travel differently: vCard and ICS exports from older hosts, or PST files from Outlook data that only ever lived on one computer.
We copy the bulk of the mail days ahead, lower the MX record's TTL, then switch at a quiet time. A delta sync afterwards picks up anything that reached the old host while DNS was updating. The old mailboxes stay available until you are happy, then we close them.
It suits you if.
- You are leaving an old web host that bundled your email
- You are moving from IMAP mailboxes to Google Workspace or Microsoft 365
- You are switching between Google Workspace and Microsoft 365
- Staff keep years of mail in Outlook PST files on their laptops
- You merged with another business and need mailboxes combined
What we do.
Mailbox inventory
Every mailbox, alias, forwarder and shared address is listed with its size, so nothing is missed and the timing is realistic.
Pre-staged copy
Most of the mail is copied before the switch, so on the day only recent messages need to move.
Planned MX cut-over
MX TTL lowered ahead of time, records switched at an agreed quiet time, and inbound mail tested from outside straight away.
Delta sync afterwards
A final pass copies anything that reached the old host while resolvers were still using the old MX.
Contacts, calendars and PST files
Address books and calendars are exported and imported separately, and local PST archives are uploaded where you want them kept.
Authentication rebuilt
SPF, DKIM and DMARC are updated for the new provider, and old includes removed so SPF stays within its lookup limit.
How it runs.
- 01
Free call and inventory
We learn where your mail is now, where it is going and who uses which addresses, then measure each mailbox.
- 02
Prepare and pre-copy
The new mailboxes are created and the bulk of the mail copied while everyone carries on using the old system.
- 03
Cut over
MX and authentication records are switched at a quiet time, devices reconnected, and a delta sync run.
- 04
Check and close
We confirm everyone has their mail, fix any gaps, then close the old mailboxes when you are ready.
Questions people ask.
How long does an email migration take?
For a small team, a week or two from the free call to the switch is typical, mostly spent copying mail in the background. The switch itself is done in an evening or at a weekend. Very large mailboxes or many PST files add time, which we tell you up front.
Will we lose any emails?
We plan so you do not. Mail is copied before the switch, the old host keeps receiving until DNS settles, and a delta sync brings across anything that arrived late. We check message counts per folder before closing the old mailboxes.
What do you need from me?
Admin access to the old and new providers, or each user's mailbox password for IMAP moves, plus a list of people and shared addresses. For Outlook archives, we need access to the computers where PST files are stored.
How much does an email migration cost?
It is a fixed price agreed after a free call, based on the number of mailboxes, how much mail they hold and where it is going. New Google Workspace or Microsoft 365 licences are paid to the provider directly or passed on at cost.
Your next chapter starts with a conversation.
Nottingham & Derby / UK-wideLet’s build
what’s next.
15 minutes with Garreth.
A real conversation about your business.