Email, cloud & backup
Moving business email to Microsoft 365 or Google Workspace without losing anything
Many small businesses still run email on their web host or an old provider, with small mailboxes, weak spam filtering and no two-step verification. Moving to Microsoft 365 or Google Workspace usually fixes all three. With a bit of planning, staff barely notice the switch.
The short version
The plan
- List every mailbox, alias and shared address.
- Lower the DNS TTL a day before you switch.
- Copy existing email, then change the MX records.
- Check sending, receiving and authentication afterwards.
Choosing a platform
| Consider | Microsoft 365 | Google Workspace |
|---|---|---|
| Desktop Office apps | Included in many plans | Web-based Docs, Sheets and Slides |
| Familiar email app | Outlook | Gmail |
| Device management and security | Strong options in Business Premium | Good options in higher plans |
| Works well if your team… | Lives in Word, Excel and Outlook | Prefers browser-based tools and Gmail |
Both are reliable and secure when set up well. Choose based on the tools your team already uses.
Before you migrate
Inventory
List every mailbox, alias (like info@ or accounts@), distribution list and shared mailbox. Note which ones are actually used. A migration is a good time to tidy up.
Check what else uses email
Your website contact form, scanners and printers, accounting software and other tools may send email through your current server. Note their settings so you can update them.
Check who controls your DNS
You’ll need access to change DNS records at your domain registrar or host. See protecting your domain.
Lower the TTL
A day or two before the switch, lower the time-to-live (TTL) on your MX records to something short, like five minutes, so the change takes effect quickly.
Migration day
Set up the new tenant
Add and verify your domain in Microsoft 365 or Google Workspace, create user accounts, and turn on MFA before anything else.
Copy existing email
Use the platform’s migration tools to copy email from the old server, usually via IMAP. Do an initial copy before the switch, then a final catch-up copy afterwards.
Change the MX records
Update MX records to point to the new platform. New email starts arriving there within minutes to hours.
Set up devices
Sign staff in to Outlook or Gmail on their computers and phones, and remove old account profiles to avoid confusion.
After the switch
- Send and receive test emails, inside and outside the business.
- Update SPF, enable DKIM and add DMARC. See SPF, DKIM and DMARC.
- Update your website form, printers and other tools that send email.
- Keep the old email service running for a short overlap period, then cancel it once you’ve confirmed everything moved.
- Apply the security settings in our Microsoft 365 and Google Workspace guide.
- Set up a separate backup for the new mailboxes.
Calendars and contacts need separate steps
IMAP migrations move email, not always calendars and contacts. Export them from the old system and import them, or use a migration tool that handles them.
Common questions
Will we lose email during the switch?
Not if the old server keeps running during the overlap and you do a final catch-up copy. Lowering the TTL keeps the changeover short.
Can we do it ourselves?
For a handful of mailboxes, yes, if you’re comfortable with DNS. For more mailboxes, shared calendars or complex setups, an IT provider will save time and mistakes.
How long does it take?
A small business can often be planned in a week and switched over in an evening, with copying continuing in the background.
Sources
This guide is general information, not legal or financial advice. If you think you’ve lost money or personal information, contact your bank and the services named above straight away.
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Related help
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Want a hand with this at work?
These guides are free to use. If your business wants help putting the checks, accounts and devices in place, our team can do it with you.