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Email migration is the process of transferring email data from one email system, client, or server to another. This includes moving messages, contacts, calendars, and folder structures between platforms like Microsoft Outlook, Gmail, or enterprise mail servers. Organizations perform email migrations when switching providers, upgrading infrastructure, or consolidating systems during mergers and acquisitions.
Email migration is critical for business continuity when changing email providers or modernizing IT infrastructure. A poorly executed migration can result in data loss, extended downtime, and disrupted communications. Understanding migration processes helps organizations plan transitions effectively, minimize user disruption, and ensure compliance with data retention requirements.
Email migration typically involves exporting data from the source system in standard formats like PST, MBOX, or EML, then importing it into the destination platform. Most migrations use specialized tools that connect to both systems via IMAP or APIs to transfer data directly. The process includes mapping folder structures, converting incompatible formats, and synchronizing metadata like read status and timestamps.
Migration duration depends on data volume, connection speeds, and system complexity. A single user mailbox might migrate in minutes, while enterprise migrations with terabytes of data can take days or weeks. Most tools process 1-5 GB per hour per mailbox under optimal conditions.
Properly planned migrations should not lose any data. Always create backups before starting, use reliable migration tools, and verify message counts after completion. Some metadata like folder colors or custom flags may not transfer between incompatible systems.
Yes, cross-platform migrations are common. Tools support transfers between major providers like Gmail, Outlook, Yahoo, and enterprise systems. The key is ensuring format compatibility and proper authentication setup for both source and destination accounts.
Verifying email addresses after migration is recommended, especially for contact lists and distribution groups. Migration can expose outdated addresses, and verification ensures your email lists remain deliverable in the new system.
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