A Utilitarian Guide to Choosing An Email Migration Tool

Whether you are migrating to an improved version of an email service or switching to a new email service provider in the event of an M&A, you need to move your email data from one platform to another.

You can be assured of complete email data transfer, including the underlying formats and attributes, through a reliable email migration tool.

This guide discusses the vital factors to consider for choosing one of the best email migration tools for your business.

1. Ease of Use

When choosing an email migration software, one of the prime aspects to focus on is the tool's ease of use. It must have a simple user interface that allows easy configuration and initial setup reducing the learning curve for your internal IT team.

2. Compatibility with Multiple Email Cloud Platforms

The email migration tool must be compatible with multiple cloud platforms offering email services like Microsoft Outlook, Gmail, Yahoo, etc. It must also support migrating email data from on-premises email servers to any desired cloud platform.

3. Retains Folder Structure?

Migrating email data is not as simple as a data dump from the source to the destination. Instead, it involves retaining the exact folder structure and associated architecture. So, ensure this capability in your email migration tool to maintain the same hierarchies in the data.

4. Supports Migration of Multiple Email Attributes

The email migration software you plan to choose must have the technical capabilities to transfer other email attributes, including Contacts, messages, calendars, to-do tasks, events, and attachments, along with the main email data.

5. Supports Multiple File Selection?

The main aim of adopting an email migration tool is to reduce human work and improve efficiency. Hence the chosen tool must be capable of migrating multiple files of various user accounts in the same migration.

6. Ability to Convert Email Data into Desired Formats

When finalizing an email migration tool, look out for the software’s ability to convert email data into multiple formats like PST, MBOX, MSG, PDF, EML, EMLX, CSV,? JPG, TIFF, GIF, HTML, MHTML, PNG,? DOCM, JSON, DOC, DOCX, etc.

7. Customization and Filters

Some business scenarios require migrating only a subset of emails rather than migrating them entirely. This needs a filtering feature based on parameters like a specific date, folder, or email address.

Your company must also check if the email migration software has a customization feature to set custom mappings across the source and destination platforms.

8. Support for Incremental Migration

The incremental migration feature in an email migration tool is highly beneficial for your business when it requires reflecting all the latest changes that might occur during the initial one-time migration.

9. Auto-Synchronization Capability

Checking for the auto-synchronization feature is essential to keep the source and the destination platforms in sync during and after the email migration.

10. Migration Status Tracking and Reporting

When evaluating an email migration tool, ensure it has status tracking and reporting functionalities to follow the migration updates in real-time. In most tools, such a feature also visually represents the percentage of emails migrated and the expected migration timeline.

11. Maintains Advanced Security

Ensure the tool has advanced security features like SSL connection, robust encryption protocols, GDPR compliance, and multi-factor authentication to maintain data security.

12. Does Not Stores Email Data

While the email migration software can migrate your email data, you must cross-verify that it cannot access individual emails or store any passwords. This is essential to protect the integrity and maintain the confidentiality of business-critical data.

CloudFuze’s email migration service implements OAuth 2.0 protocol to access your cloud platform but does not store any passwords or business data on its server.

13. Provides a Preview Feature Before Migrating the Data

When shortlisting email migration tools for your organization, check if the tool can preview the folder structures and their hierarchies in a visual representation before migrating it to the destination cloud platform.

This extensive checklist helps your business make a quick decision while considering the crucial aspects of choosing the best email migration tool.

CloudFuze offers one of the best email migration tools that meet the above-discussed criteria resulting in successful email migration for your company.

Contact CloudFuze to know more.