A Practical Email Migration Checklist for Small Businesses

Moving business email to Microsoft 365 can provide clearer administration and a more consistent setup, but the migration needs to protect both new messages and historic mail.

A good migration starts with an inventory. Do not change DNS records until you understand what exists today.

1. List Every Address and Mailbox

Record all active mailboxes, shared addresses, aliases and forwarding rules. Include addresses that are rarely used but still appear on invoices, websites or supplier accounts.

For each one, note:

• The person or purpose attached to it
• Whether it needs a full mailbox or an alias
• How much historic email it contains
• Which computers and phones currently use it
• Any shared access requirements

2. Confirm Domain and DNS Access

Microsoft 365 must verify the business domain and requires DNS changes to receive email. Make sure the correct person has access to the domain or DNS provider before choosing a migration date.

Changing email records should not disturb the website, but that depends on preserving all unrelated DNS settings.

3. Decide What History Must Move

Some businesses need every historic message. Others only require recent mail, with an archive retained separately. Mailbox size and the current provider affect how long the transfer takes.

Agree this before the migration rather than discovering a large forgotten mailbox on the day.

4. Prepare Microsoft 365 Accounts

Create the required users, assign the correct licences and configure security. Multi-factor authentication should be planned from the outset rather than treated as a later extra.

Users need to know how they will approve sign-ins and what to do if they replace a phone.

5. Plan the Changeover

Choose a quieter working period where possible. DNS updates can take time to be recognised everywhere, so both old and new services may need monitoring during the transition.

6. Reconnect Computers and Phones

Each user may need to sign in again on Outlook, mobile devices and other applications that send email. Allow time for this and provide clear instructions.

Remember to check website contact forms, scanners, booking systems or accounts that send through the old mailbox.

7. Test Before Closing the Project

Send messages both into and out of every important address. Confirm shared mailboxes, replies, mobile access and historic folders. Update internal documentation with the new administrator and renewal details.

Make the Move Manageable

Email migration is less stressful when responsibility is clear. One person should coordinate the existing provider, Microsoft 365 setup, DNS change and user support.

92 Design provides email migration services for small businesses in Cardiff and South Wales, including Microsoft 365 configuration, historic mailbox transfers and device setup support.