The Best Way To Migrate Multiple Email Accounts To Microsoft 365

In business, maximizing productivity and access to resources simultaneously could be the distinguishing factor between a highly profitable business and one on the brink of failure. Businesses that regularly employ the best tools and services can enjoy an efficient workflow, especially when these tools are structured on the cloud. One of the best tools that facilitate all the aforementioned advantages to businesses and corporate entities is the Microsoft 365 package. If you want to migrate your email accounts to Microsoft 365, this article is for you.

What Is Microsoft 365

Microsoft 365, formerly Office 365, is a type of productivity tool situated on the cloud, with various services ideal for any business entity. Microsoft 365 provides access to traditional Office applications such as Excel, Word, Access, and PowerPoint. However, that is not all there is to enjoy from Microsoft 365. With the platform’s advanced security features, one can enjoy professional email and scheduling services to ensure no meeting is missed at any time. The emailing services of Microsoft 365 allow for a streamlined business process, guaranteeing stability and uptime. 


Other than the preceding, Microsoft 365 provides up to 1 TB of storage space for any user within a business package. The cloud storage allows for upload and downloads at any given time or location, ensuring any individual can work from any place of their choosing, provided they have access to the internet. In the new remote work-oriented world, Microsoft 365 is a game changer. For entities that regularly take meetings, integrating Microsoft Teams into the Microsoft 365 platform allows for efficient communication through video chat and texting, thus ensuring that businesses can run smoothly at all times.

Why Migrate To Microsoft 365

Before delving into the details of how to migrate to Office 365 or Microsoft 365, as it is referred to in the present times, it is appropriate to mention the variety of reasons why you should migrate. At the forefront of the considerations you should have when choosing to migrate is the low likelihood of downtime for the platform.

Secondly, the platform’s security features protect against data breaches which can be costly for any business. Lastly, the platform has built-in protocols to adhere to the GDPR and ISO 27001 standards, completed SAS70 Type I and II audits, and achieved the EU Safe Harbor seal. As such, you can rest assured that your organization complies with all relevant regulatory measures.

How To Migrate

There are different options to choose from when attempting to migrate into Microsoft 365 depending on the legacy system or original email service provider you have been using, as follows:

From Exchange Servers

If you have been using an on-premise Exchange Server platform for your organization, with at most 2000 mailboxes, you can download the Hybrid Configuration Wizard, which will help you with a step-by-step guide on how to migrate the users. The option to go for here would be the Minimal Hybrid Configuration, allowing you to assign licenses to all the users after configuration.

Import Service to Migrate PST Files

A PST or a personal storage table file is the extension associated with Outlook files. These files store information about the calendar and user messages in the system. Using the Import service in the Microsoft Purview compliance portal, it is possible to upload all the PST files in the former email service provider into the new system. Microsoft uses the information in the PST files to map users into a new mailbox tied with Microsoft 365 in a streamlined fashion.


IMAP-Enabled Email Systems

The options above provide a way of migrating into Microsoft 365 from an email service within the Microsoft ecosystem. However, if you are considering migrating from other email services such as Gmail, there are still some options for you. IMAP or Internet Message Access Protocol is a service associated with emails such as Gmail, Exchange, or Outlook, enabling efficient remote access. This is beneficial since users can access their emails without downloading the contents on their devices.

In migrating from IMAP-enabled email systems, the administrator must generate mailboxes and assign licenses to all users. Next, the administrator has to get the information relating to the source email server to facilitate exchange afterwards. Next, you will need to create a CSV file that lists the email addresses, usernames, and passwords for the mailboxes you want to migrate.

Afterwards, you will need to connect Microsoft 365 to the source email using the email server settings obtained earlier. Lastly, change MX Record DNS information to route emails to the Microsoft 365 mailbox. Afterwards, you will need to send the welcome email to all users with the login information they need.

Parting Shot


Migrating to Microsoft 365 from any email service provider is not only simple but is also desirable for any business intending to enjoy the full range of services associated with Microsoft 365. Following the instructions above will allow you to easily migrate into the Microsoft 365 service, provided that the process is followed as described.

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