Migrating Email Without Losing Messages
Moving email to a new provider is more delicate than moving a website, because the messages themselves are irreplaceable business records. A careful migration brings across your full history — inbox, sent items and folders — with nothing lost and minimal disruption.
This article outlines how we plan an email move so your team barely notices the change.
What Has to Move
A complete migration covers far more than just future mail.
- Existing messages across all folders.
- Sent items and drafts.
- Contacts and shared calendars where supported.
- Aliases, distribution lists and forwarding rules.
The Migration Sequence
We move data first and switch delivery last to avoid any gap.
- Set up accounts on the new provider in advance.
- Copy existing mail across while the old system still receives.
- Switch the MX records to the new provider.
- Run a final sync to capture anything that arrived during the cut-over.
Avoiding Surprises
We schedule the cut-over for a quiet period, brief your team on the new login, and stay on hand afterwards to resolve any teething issues quickly.
Frequently Asked Questions
Will we be without email during the move?
No — a planned migration keeps mail flowing throughout, with the old system receiving until the new one is fully live.
If you need a hand with any of this, your Progressive Robot delivery team is ready to help. Raise a ticket from the Support area of your client portal or speak to your account manager and we will guide you through the next steps.