Migrating your existing exchange email (hosted on a server) to a new cloud environment such as Microsoft 365, can be a daunting process. Having a robust project plan in place will help make the change easier.

Change doesn’t need to be difficult

Working with an IT Support partner who understands this process and outlines a clear migration plan will make your digital journey so much easier.

At Turnkey, we’ve been helping customers with their Digital Transformation journey, from supplying IT equipment to supporting the move to the cloud, or adopting the complete Microsoft 365 suite in the workplace – we are here to help.


10 Things to Consider when Moving Email to Microsoft 365

1. Project ownership. Stakeholders must agree who owns timelines and tasks for the project. Communication with your IT support team and employees is key to avoiding frustration between teams.

2. Decide what email you will migrate. If you have many years’ worth of email files you may want to consider archiving old email files. Guidelines from the ICO in relation to The GDPR about storing and processing personal data may help you make that decision.

3. Spam filtering and virus protection. The basics are built-in with Microsoft 365, however, with Enterprise subscriptions who get more control with advanced security options – perfect if you need to follow tight compliance when sharing sensitive data.

4. Maintain compliance. Microsoft 365 gives you more control when accessing archived files or individual emails. Hosted on the Microsoft Azure Cloud platform gives you peace of mind that security features meet key international, regional, and industry-specific standards.

5. Better collaboration between teams. Access the Microsoft 365 Apps in the cloud. From word to excel, SharePoint to Teams, your subscription will give you the key tools to help your team work more efficiently.

6. Cached Contacts. It’s worth checking that all your contacts are up to date and saved. Cached contacts won’t migrate over – better to be aware of this and update your contact list before moving.

7. Email Signatures. When moving to Microsoft 365 any saved email signatures on your previous exchange server will not migrate over. You may want to consider using a company-wide tool to manage signatures in the cloud – or remind employees to save their existing signature so they can update when they go live.

8. Already running Teams? If you set up teams before using the cloud version of Microsoft 365 (previously Office 365) then you need to let your IT support team or project manager know. You may end up with 2 accounts for each employee otherwise!

9. Previous email archives. Any current e-mail that has been archived to PST will be separate from the new live mailbox so a decision will need to be taken as to whether that has to be moved to Microsoft 365 too and whether it gets reimported into the live mailbox.

10. Cloud backup. Did you know that there’s only a limited retention period built into Microsoft 365?  Installing a cloud backup solution is crucial if your Microsoft 365 data is critical to your business.

View more posts


Post by Sooz Kinsella

Sooz has worked at the core of innovation in software technology for over 20 years. Her passion lies in delivering great customer journeys and automating processes.