How to request an email migration?

Your role is to coordinate—give us the info we need, pick a date, and tell your team when to update their devices.

Step 1: The Guest List (Who is moving?)

We need a list of exactly which mailboxes to move to the new system. Please note any mailbox not migrated or deleted will be subject to the $3/month Rackpace email fee.

• Action: Send us a list (Excel, CSV, or just a clear email) with:
  • Email Address (e.g., [e-mail])
  • Current Password (We need this to copy your email history. If you don't have it, we can reset it to a temporary password for the move.) Please make sure you have the correct passwords for each e-mail address.
  • Source IMAP server address of the previous provider if not using Rackspace - contact Support if you need help finding this out.
  • Mailbox Type (Is it a person? A shared info@ address? Does it forward, and if so, where to?)
  • Any Alias: Include any Alias accounts on your domain you wish us to migrate.
  • Contact and Calendar Migration: We can also import your Contacts and Calendar. To request this kind of migration, attach the exported *.vcf files (for Contacts) and the *.ics files (for Calendar) in the Support ticket.

Step 2: Pick Your "Cutover" Date

Tell us when you want the switch to happen. Ideally, choose a day when email traffic is light (e.g., first thing Tuesday or end of day Friday). Send the request at least 24 hours before the desired time frame (and at least 48 hours before a weekend migration).

• Action: Include your preferred slot in your ticket.
  • Example: "Please switch us over this Friday at 5 PM EST."

Step 3: Sit Back (We do the rest as long as we host your DNS.*)

Once we have your list and date, we handle the rest automatically:

• ✅ Verify your domain with the new provider.
• ✅ Update your MX Records to route mail to the new server.
• ✅ Update SPF Records so your email doesn't go to spam.
• ✅ Run background syncs to copy your old emails over.

Our Multi-pass sync approach to ensure zero email loss:

• First sync before DNS changes.
• Second sync after DNS records change.
• Third sync a few days later to catch any stragglers.

Our team will supervise the migration and update the ticket once it is complete. The migration duration depends on the total size of the mailboxes, the original mail server's speed, and already scheduled migrations, but it's usually completed in less than 24 hours.

*Please note: If we do not host your DNS records, you will need to make DNS changes at your DNS provider for the migration.