Sort Through Email Migration Services Strategically & Choose One

Is your company actively seeking email migration software to transfer emails from your existing service provider to another? We understand that it can get way more difficult and confusing with too many options to select from. Based on what aspects do you choose and finalize an email migration tool that meets your business needs?

This article shares insights on how to sort through multiple email migration services and pick the most suitable one.

Compatibility & Technical Expertise

The topmost factor to look for in an email migration software is to check whether it is compatible with your existing and proposed email service providers. The shortlisted email migration service provider must be technically sound and have deep expertise in handling various use cases.

The email migration tool must have the following technical capabilities:

• Understand the various email protocols, configurations, and settings for different email service providers.
• Filter the necessary emails based on a specific date, email address, or other conditions.
• Preserve metadata like sender, recipient, date, etc., across the source email environment and the destination email platform.
• Maintain the same folder hierarchy in the destination email platform as in the source.
• Perform batch processing to reduce the network load and prevent failures.
• Execute delta or incremental migration to reflect any new changes in the source email platform during the initial one-time migration.
• Has an auto-synchronization feature to ensure the same emails are available in both the source and destination email platforms without duplicates.
• Offers detailed progress tracking and reporting functionalities to keep updated on the migration status.

Transferring Email Features

Before your IT team shortlists an email migration software, they must know whether it can transfer more than just emails. It must have the ability to transfer email attributes like attachments, calendars, contacts, mail distribution lists, events, to-do lists, etc, along with the emails.

This helps to preserve data with 100% accuracy across both email platforms after the migration.

Easy to Use

Despite strong technical abilities, most email migration services are rejected by the internal IT teams of organizations because of the poor User Interface (UI). One of the underrated factors for a successful email migration is an easy-to-use platform with clear user navigation.

A simple and easy-to-follow UI can go a long way in influencing a company’s IT team to choose a particular email migration software.

Custom Solutions

What might be of high priority in an email migration to one company might not be the same for another. Some cloud email migration scenarios might need to move only emails from particular source mailboxes, while others might want to transfer all emails.

Based on individual business requirements, the email migration software must provide customized solutions instead of a run-of-the-mill standard approach.

Security

Organizational emails contain sensitive and confidential information that the business cannot afford to lose during an email migration. One of the most crucial aspects of choosing from multiple email migration services is to verify if they provide top-notch security.

The email migration tool that your company plans to use must have strong data encryption and authentication protocols and abide by data protection laws like GDPR.

Social Proof and Testimonials

If your company struggles to skim through many email migration services and does not know what to consider, it is best to seek social proof.

Read through their case studies, client success stories, testimonials, reviews, and recommendations on websites and social platforms. Listen to what real customers say about their products to know about the service provider’s capabilities.