Migrate your email by using the Self-Service Migration Tool

  • Last updated on: 2016-09-01
  • Authored by: Mawutor Amesawu

This article demonstrates how to use the Self-Service Migration Tool provided in the Cloud Office Control Panel to copy email data from your current provider to Rackspace Email or Rackspace Hosted Exchange. The Self-Service Migration Tool uses our private-label version of MigrationWiz, which you can run at any time at no additional cost.

Note: Some of the features that are present in the full version of MigrationWiz (at migrationwiz.com) are not readily available within the Self-Service Migration Tool. If you want to use the full version, see Accessing the full version of MigrationWiz.

Before you migrate

Perform the following actions before using the MigrationWiz tool.

  • Gather all email addresses, usernames, and passwords for mailboxes on both your source (current) and destination (Rackspace Email/Rackspace Hosted Exchange) mail servers. This information is required for migrating email data with the Self-Service Migration Tool.

    Note: The username for a mailbox is typically the same username you would use to log in to the Outlook Web App (OWA) or webmail in a web browser. For Rackspace, the username is the full email address

  • Ensure that you can update your mailboxes’ DNS records, either through a DNS manager or by contacting the DNS host directly. You can find information about the best DNS records for Rackspace in Set up DNS records for Cloud Office email and Skype for Business.

  • Review the list of items migrated during a Cloud Office migration.

  • Ask users who use your mail server to delete folders that they no longer need. This action will drastically improve the speed of your migration.

  • Ensure that the size of your destination mailbox is sufficient. We recommend that the size of your source mailbox not exceed 70 percent of your new mailbox’s capacity.

  • Copy email from the source server so that no data is lost. Some email messages might be corrupt and not migrate. If you want to back up your mailbox locally, see the “Export data into a .PST file” section in the article, Migrating Exchange to Exchange via Outlook.

  • Tell users and administrators of both your source and destination servers to refrain from changing their passwords during the migration process.

  • Prepare users for reconfiguring Outlook, mail clients, and mobile devices, after the migration is complete. by reading Email access options during an email migration. For instructions specific to the users’ needs, users can visit https://emailhelp.rackspace.com.

DO NOT cancel your source mail server service until you have confirmed with all users that they have their email data.

Warning: For more information about the migration preparation required for POP, IMAP, and Exchange servers, see Prepare for POP, IMAP, and Exchange mail servers for migration

Create mailboxes

Before you begin your migration, you need to create your mailboxes on the Rackspace environment. The migration tool does not create your mailboxes for you.

Use the following resources to help you create your mailboxes:

Migrate your email

  1. Log in to your control panel.
  2. To create your self-service migration portal, click Get Started with MigrationWiz Now.

    You are redirected to the MigrationWiz portal.

  3. Enter a contact email address in the Email Address box, agree to the Terms of Service (BitTitan is MigrationWiz), and then click Login.

    A notification informs you that an email with a secure link has been sent to your email address. Follow the instructions in the email to log in to the MigrationWiz portal.

  4. Find the server address for your existing email service.

    • IMAP: If you use Outlook, the incoming server address can be found under your account settings. It typically looks like mail.domain.com or imap.domain.com.
    • Webmail: Your server address is a portion of the webmail URL. For example, if your webmail address is https://webmail.domain.com, then your server address is webmail.domain.com.
    • Exchange: Your Outlook Web Access (OWA) address is the best way to connect. Check your mail via an Internet browser. It typically looks like https://mail.domain.com/owa or https://mail.domain.com/exchange.

    Note: You may also use your server’s IP address in place of any host names and server addresses.

  5. Click Next.
  6. Enter your source and destination server configuration settings.

    A. Select the source server system type and enter the server address. For IMAP, you must also enter a port number. IMAP ports are 993 (SSL) and 143 (non-SSL). B. For the destination server, select the service that you are migrating to, Rackspace Email or Rackspace Exchange 2016. C. Click Next.

    Note: : If you are migrating to a hybrid solution (both Rackspace Email and Rackspace Exchange), you need to create more than one migration project. Step 12 explains how to start a new project when the current one is completed.

  7. Enter the email address, username and password for the source and destination mailboxes. You can migrate multiple mailboxes by clicking the + symbol or by entering your mailbox information in the spreadsheet provided. Then, click Next.

    The next step is a trial migration to ensure that connectivity is successful to both the source and destination mailboxes based on the information that you entered.

  8. Click Next to begin the trial migration.

  9. When the status changes to Ready for migration, click Next.

  10. On the Ready to migrate page, click Next to begin the migration of your email data.

    Several factors influence how long your email takes to migrate. For a list of possible factors, see Factors that affect the duration of email migrations.

  11. After your migration has completed, you can run the migration tool again by clicking Migrate new items. For more information about running additional migrations, see Running additional passes with MigrationWiz. Otherwise, click Finish.

  12. To begin a new migration project, click My Migrations in the top-right corner of your migration portal. On the My Migrations page, click Start new migration.

Continue the conversation in the Rackspace Community.