Services · Migration

Email and mailbox migration

Move to or between Microsoft 365, Google Workspace and Zoho without losing a message, a calendar entry or a shared mailbox. Users keep working while it runs.£40 to £75/mailbox

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Email and mailbox migration at Optimum IT Solutions

What email and mailbox migration actually means

Email migration is moving your business email from one system to another, to or between Microsoft 365, Google Workspace and Zoho, without losing anything or breaking anyone's day. It sounds simple and almost never is, because email is not just new messages arriving. It is years of history, calendars full of appointments, shared mailboxes several people rely on, contact lists, rules, signatures and the settings on everyone's phone and laptop, all of which has to arrive intact on the other side.

The reason it goes wrong so often is that people underestimate exactly that. A migration done carelessly loses messages, drops calendar entries, breaks the shared inbox the whole office works from, or leaves half the team unable to send for a day while their devices are reconfigured. Because email is the thing a business genuinely cannot work without for even a morning, those failures are not minor inconveniences, they are the difference between a smooth move and a very bad week.

We do it the careful way. Everything is copied across and checked before anything is switched, mailboxes stay live on the old system until the final sync so there is always a way back, and the cutover is scheduled around your hours rather than ours. The aim is that people arrive one morning to their same email, their same history and their same calendar, simply now running somewhere better, having noticed nothing.

See it work

Rather than take our word for it

Watch the whole lot move across to something better, without the office stopping.

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IMAP / Google WorkspaceMicrosoft 3650%

A scripted demonstration. Real migrations are planned, tested on a copy first, and cut over out of hours so your team keeps working.

How it helps your business

The first benefit is that you actually get onto the better platform, safely. Whether the reason is cost, features, security or joining up with the rest of your tools, the move is usually worth making and the fear of it going wrong is what stops people. Handling it properly removes that fear, so you get the platform you wanted without the horror story that put you off.

The second is that nothing is lost, and with email that matters more than people realise until it is gone. That thread from two years ago that settles a dispute, the shared mailbox the whole team answers from, the calendar everyone books against: losing any of it in a botched move is painful and sometimes genuinely costly. A migration that keeps every message, entry and mailbox intact protects the record your business runs on.

And it keeps the business working throughout, which is the whole point. Because the old system stays live until the new one is proven and the switch happens quietly out of hours, there is no morning where the team cannot send or receive, no scramble, no day of lost work. The move becomes a non-event, which for something as critical as email is exactly what success looks like.

What is included

Microsoft 365, Google Workspace, Zoho, Exchange and IMAP in any direction
Mail, calendars, contacts, shared mailboxes, distribution groups and rules
Tenant to tenant moves after an acquisition or a demerger
SPF, DKIM and DMARC set correctly on the way in, so mail actually arrives
Cutover out of hours, with mailboxes staying live until the final sync

Real examples

Tap an example to read what actually happened.

The shared mailbox everyone relied on

An estate agency ran almost everything through a single shared inbox that the whole office answered from, and a previous provider had warned them a move would mean rebuilding it and losing its history. We migrated it intact, with every message and the shared access preserved, and cut over on a Friday night. Monday morning the team opened the same inbox with the same history, now on a properly managed platform, and nobody lost a thread or a beat.

The migration that could always go back

A cautious accountancy firm had been quoted a big-bang email move by another company and, sensibly, did not trust it. We copied everything across and kept the old mailboxes live until the new system was fully checked and everyone's devices were reconfigured, so at every point there was a way back if something surprised us. Nothing did, but the safety net meant the whole thing was calm rather than the white-knuckle weekend they had feared.

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Common questions about email and mailbox migration

How much does email and mailbox migration cost?

£40 to £75/mailbox. We agree the exact number before any work starts, so there are no open ended day rates.

How long does email and mailbox migration take?

Most work of this kind is live within three to four weeks. We give you a date before we begin and tell you early if anything threatens it.

Do you work outside Edinburgh?

Yes. We are based in Edinburgh and work on site across the Lothians, Fife and Glasgow, and remotely across the United Kingdom.