Migrate emails from Posteo to Office 365

Why should you migrate emails from Posteo to Office 365?

Here are the key reasons why businesses migrate from HostGator to Office 365:

• Enhanced security: Office 365 offers advanced security features like data loss prevention and encryption, providing an extra layer of protection over Posteo’s end-to-end encryption.
• Cloud flexibility: Office 365 allows access to data from anywhere and on any device, offering more flexibility than Posteo.
• Increased storage: Office 365 provides larger storage capacity, enabling businesses to manage and share bigger files with ease.
• Microsoft tool integration: Office 365 integrates with Microsoft tools like Teams, OneDrive, and SharePoint, enhancing productivity and collaboration.
• Continuous updates: Office 365 ensures regular software updates and new features, keeping businesses on the cutting edge of technology.
• Improved collaboration: Office 365 streamlines communication with shared calendars and address books, making it easier to migrate Posteo data.

For these reasons, many organizations choose to migrate from Posteo to Office 365 with the help of EdbMails, ensuring a smooth and secure transition.

1. Posteo email to Office 365 migration plan

   Planning is one of the most important steps before you begin the Posteo email to Office 365 migration. Here is a checklist of points to consider before you migrate.

   • Determine the size of the data and the number of mailboxes you want to migrate.
   • Make a list of all the data and permissions from Posteo email that you want to transfer.
   • Create appropriate user mailboxes on Office 365 and assign licenses to them.
   • Ensure you have enough network capacity and bandwidth to migrate.
   • Communicate the migration plan and flow to your end users.

2. Posteo email to Office 365: Pre-migration activities

   • 1. Find the IMAP server name of your Posteo email server. You can find this information from your server’s dashboard settings or by connecting your email system to Outlook.
     2. Have the users email address, passwords, IMAP hostname and port number.
     3. Create mailboxes on your target Office 365 server. You can choose the option to automatically create target mailboxes in EdbMails. If you prefer to create them manually, refer to the links below.
        1. Add users and assign licenses to Office 365 users
        2. Assign Microsoft 365 licenses to user accounts
     4. If you have a custom email domain from your hosting provider to which you want to migrate and receive emails, you must add and verify the domain on Office 365.
         Steps to add a custom domain to Office 365 and Steps to add DNS records to connect your domain.
     5. Configure Office 365 to send and receive large messages.
         Follow the steps to increase the message size on Office 365 to 150MB and see tips to optimize IMAP migration to Exchange online.

3. Steps to migrate emails from Posteo to Office 365 using EdbMails

   • • Step 1: Download and install EdbMails IMAP migration software

       • Download EdbMails and install the application on any computer running on Windows OS that is connected to the source and target environment.
       • Launch the application and click ‘Login’ or ‘Start Your Free Trial’

          See a detailed list of EdbMails system requirements for IMAP migration.

         

       • Choose the 'IMAP Migration' Method

         

     • Step 2: Connect to source Posteo email server

       • If you want to migrate a single user, enter the Host Name, Port Number (993 for SSL), and account details to connect to the Posteo email server.

         

       • If you want to migrate multiple mailboxes, select ‘Multiple (bulk) Users/Accounts Migration’. Download the sample CSV file and add in the required details such as mailbox name, password, host name and port. Load the CSV file into EdbMails and verify the list mailboxes to continue.

         

          Steps to connect to single and multiple users in EdbMails IMAP migration

     • Step 3: Select source Posteo email server mailboxes

       • Select the mailboxes and folders from the left panel to migrate to Office 365
       • Click ‘IMAP to Office 365’ to set up the connection with the target server

          See tips to optimize IMAP migration to Exchange online

         

     • Step 4: Connect to target Office 365 server

       • Select the preferred method for secure OAuth-based modern authentication. The default option, ‘Auto Registration,’ requires Global admin access. Alternatively, in the Manual Registration method, you can use either a Global admin account or any user account with full access rights.

         

       • Next, select the most suitable migration option and proceed to authenticate by logging into the Microsoft sign-in page.

         

       • Once logged in, you can easily fetch mailboxes directly from your Office 365 target server. For a more efficient approach, upload a CSV file to manage mailboxes in bulk, streamlining the migration process and enhancing overall productivity.

         

     • Step 5: Posteo email to Office 365 mailboxes mapping

       • Select the mapping option that best aligns with your requirements.

         

       • EdbMails streamlines migration by automatically creating mailboxes in Office 365, effortlessly setting up target mailboxes and mapping source IMAP server mailboxes and folders. This functionality is crucial for ensuring precise management of large-scale mailbox migrations.

         

       • Click the 'Folder and Item Filter' option to customize your migration criteria. You can apply a date filter to transfer data within a specific range or exclude particular standard and custom folders from the migration process.

         

     • Step 6: Start Posteo email to Office 365 migration

       • After mapping the mailboxes, assign a job name and initiate the migration. To review the progress, click the ‘View Log’ button for a detailed migration report, showcasing the number of emails, folders, and other items successfully transferred.

         

4. Posteo email to Office 365 post-migration tasks

   • Step 1: Update the MX records to point to Office 365

     If you have not done this step previously, change the DNS records known as MX records to enable email and receive messages on the target Office 365 server. In addition, configure the Autodiscover record to allow Outlook to connect to the migrated mailboxes.

   • Step 2: Create a new Outlook profile for users in the new domain

     Configure the Outlook profile for each user in your domain if Outlook has problems connecting to Office 365 mailboxes.

5. Posteo email to Office 365 migration troubleshooting

    For troubleshooting, check out our knowledge base articles. If you have additional questions, browse the FAQs or engage with our customer care team for personalized assistance.