List users, aliases, shared addresses, groups, forwarding rules, mailbox sizes and retention requirements. Identify calendars, contacts and local-only mail separately. An IMAP migration generally covers email folders; it should not be assumed to migrate every calendar, contact or sharing permission.

1. Create destination users and the required aliases or groups. Confirm license capacity and mailbox limits for OX App Suite, Zoho Workplace, Google Workspace or the selected service.
2. Verify domain ownership without removing the current MX records. Obtain access through the provider's supported migration method. Use OAuth or migration credentials as required; do not weaken the organisation's authentication policy.
3. Run a small pilot with a representative mailbox. Check message counts, dates, folder mapping, attachments and large messages. Record any items that the tool skips.
4. Copy the remaining mail while users continue working on the old service, if the migration method supports it. Explain when users should stop making changes there.
5. At the agreed cutover time, publish the destination's MX records and configure SPF, DKIM and DMARC appropriately. Preserve website and unrelated DNS records.
6. Run any supported final incremental copy. Test external sending and receiving, aliases, groups, mobile access and application-generated mail.

Some senders may use cached routing information for a while. Monitor both services and make a final check for messages that arrived late at the source. Avoid automatic forwarding loops between old and new mailboxes. Tell staff exactly which account to use and when, especially when the old and new usernames look identical.

Keep an agreed recovery copy and confirm that important mail is accessible from the destination. Reconfigure scanners, website forms and other SMTP senders. Remove temporary migration credentials after use. Cancel the former service only after the business owner accepts the result and any retention obligation has been addressed.

If a copy fails, preserve the migration report and retry only the affected items or supported incremental job. Starting an unrelated full migration repeatedly can create duplicate folders and make reconciliation harder.

• Setting up your domain and first mailboxes in OX App Suite
• Setting up Zoho Workplace with your business domain
• Activating Google Workspace for your business domain
• Keeping external business email while hosting your website with us

• OX App Suite business email
• Zoho Mx
• Google Oauth