Mail Migrations with Movebot

Learn about Mail, Calendar and Contact migrations in Movebot

Introduction

Movebot takes an unusual approach to mail migrations, using the same mechanics of Storage Migrations for mail, calendar, and contacts. Because of this, we recommend that you read through Data Migrations with Movebot as a precursor to reading this.

Supported Systems

Movebot currently has support for:

• Email from individual users and shared mailboxes

• Private and shared calendars

• Contacts

• Tasks (Coming Soon)

In the following platforms:

• Google Workspaces Gmail

• Exchange Server

• Outlook Online (Office 365)

• IMAP Server

Key Concepts in Movebot for Mailboxes

When configuring a mailbox migration in Movebot, there are a couple of key concepts that we have adopted to help make the process simple. It's useful to quickly skim through them to understand how we approach mailbox transfers differently.

Mailboxes are Built on Movebot

Using Movebot to perform email, calendar, and contact migrations uses the same process as with Data Migrations with Movebot.

Migrate Mail the Same Way as Files and Folders

Movebot extracts email, calendars, and contacts so that they behave like files and folders. This approach is a bit unusual, but has some key benefits. One benefit is that mailbox migrations support delta migrations natively, another is that mailboxes can be transferred to normal file storage, allowing you to back up mail with Movebot.

A major advantage to our approach is that Mailboxes can be cherry-picked. Because Movebot works with your mailbox as if it's a filesystem, you can pick and choose what content you move and use Movebot to reorganize and ignore certain folders inside mailboxes. This means you can include/exclude based on a filter or move mail between labels, users, and inboxes.

Delta Migrations

Deltas move new emails automatically, without a hard cutover

The delta functionality in Movebot is an overlooked gem. Most migration tools require a hard cutover, but with Movebot, the cutover process can be managed by the admin in a way that best suits them.

In Movebot, delta migrations iteratively migrate changes that have occurred since the first transfer using the modification time and other metadata by looking at a scan of both the source and the destination.

During a delta migration, Movebot will only transfer emails that have either been updated or newly created in the source.

Deltas can be ran as many times as needed, including months after the project was initially set up.

Quick Start Guide

Because transferring or migrating mailbox data uses the same process as files, simply follow the existing guide for Data Migrations with Movebot.

Frequently Asked Questions

How do I manage the cutover?

Movebot simplifies cutover using delta migrations. You can migrate while users are active, then run a final delta to capture any changes after they stop using the source—minimizing downtime.

If your domain changes during cutover, use "Remap Domains for Cutover" from the Run Action menu. This allows you to specify the old and new domains for source/destination mailboxes, ensuring mappings remain accurate. After remapping, you can continue running delta migrations post-cutover.

Do I need separate migration projects for mail and data?

Yes. Mail, calendar, and contact migrations require a separate project from data migrations because they involve different access scopes and permissions.

How does billing for mailboxes work?

Mail migrations are billed the same way as data migrations.

Do emails retain their read/unread status?

By default, all emails are migrated as "read". To retain unread statuses, you can enable this option under the "Options" tab in your Project Settings.

Should I separate my mail migration from my calendar migration?

Mail and calendars can typically be migrated together in a single project. However, for larger or more complex migrations, separating them into individual projects may help improve performance.

If you're unsure which approach is best for your migration, please contact support for guidance.

What will happen to my meeting rooms, shared mailboxes, etc?

Resources such as meeting rooms and shared mailboxes are treated as standard mailboxes during the migration process.