1. Inventory what must move
List users, aliases, shared mailboxes, approximate data sizes, calendars, contacts and any applications sending mail. Identify the person who owns the domain and the person who administers the current email platform.
2. Match the method to the data
An IMAP migration transfers email, but does not migrate contacts, calendars or tasks. Other migration methods have different requirements. Do not assume every item visible in Outlook will be copied by an email-only migration.
3. Confirm the destination and responsibilities
Check subscription requirements, destination accounts, account protection and who can approve administrative access. Agree what is included in setup, migration work and support. Record who owns the Microsoft 365 tenant and the DNS account.
4. Test before the main cutover
Use a pilot to check a representative mailbox and user workflow. Plan the DNS change window, user communication, expected interruption and escalation contact. Record the conditions under which changes should stop or be rolled back.
5. Validate and document the result
Check incoming and outgoing email, access from required devices, aliases and any business applications that send mail. Compare migrated data and log exceptions. Keep the old service available for an agreed period rather than cancelling it immediately.
Questions for your quote
How many users are covered? Which types of data will move? Who changes DNS? What is the expected cutover window? What is the support period? Which subscription and renewal terms apply? Are licence, migration and support charges separate?
Technical reference: Microsoft’s IMAP migration guidance. Requirements depend on your actual systems.
Discuss licences, setup and support
CLOUDHAI provides Microsoft 365 licence sales, setup and support. Share your user count and existing email platform to discuss requirements. Migration availability and scope must be confirmed in your proposal.