Business Email Migration: A Checklist for Your Team

Start with the people and addresses

List active users, former employees, aliases, shared addresses and groups. Assign a business owner to each address so approvals do not become a last-minute decision.

• Count the licences you expect to need.
• Record mailbox sizes and data that must be retained.
• Identify the authorised domain and email administrators.

Agree what should move

Messages, calendars, contacts, shared folders and permissions may need different transfer methods. Write down the included data types and what will remain in the previous system. Ask how exceptions will be reported.

Prepare the destination

Confirm the provider edition and approved contract before creating users. Verify domain access, prepare accounts and establish multi-factor authentication and recovery access.

Compare Google Workspace and Zoho Mail against your working requirements.

Run a pilot before changing mail routing

Test a representative mailbox. Check message dates, attachments, calendar requirements and access from the devices your team uses. Ask the user to validate the result before moving everyone.

Plan the DNS change and cutover

Agree a change window and who can approve it. Inventory application and CRM senders alongside mailboxes. Review SPF, DKIM and DMARC with the new provider and confirm the MX changes.

• Capture the previous configuration.
• Agree a rollback decision and transition period.
• Tell users when to sign in to the new service.

Validate and hand over

Test inbound and outbound mail, aliases, groups and device access. Record unresolved items. Hand over administrator ownership and agreed onboarding instructions. Keep the old service available for the approved transition period before any cancellation.

Prepare an enquiry

Share the current provider, intended provider, users, mailbox sizes and target date. Discuss your email migration with CloudLelo to review the subscription and migration scope.