Migrating old emails to SmartMail

Emails in your old mail server (cloud mail service or your own server) are migrated to your SmartMail mailboxes via IMAP. The migration is performed by the Smart360 team or your reseller; first the source is analysed, then which folders and which date range to take is selected together.

• Smart360 team
• Your reseller

Preparation

1. Prepare the address and password of each mailbox to be migrated. In cloud mail services, turn on IMAP access from the account settings; if two-step verification is enabled, create an app password instead of your regular password.

2. Your domain is added to SmartMail and the mailboxes are created. Do not change the domain's MX record until the migration is complete; new emails will continue to arrive at the old server.

Analysis first

Analyse the source connects to the old server in read-only mode and, without copying anything, lists the following for each account:

• Folders, the number and size of emails in each folder (for very large folders the size is estimated by sampling and appears with a ~ at the beginning),
• The date of the oldest and newest email in the folder,
• If a date range is specified, the number and size of emails in that range,
• The total size of the recommended selection and whether it fits within your plan's storage quota.

Shown together due to accounts that cannot sign in (wrong password or IMAP disabled). Passwords are not stored during the analysis.

Choosing what to migrate

• Folders to migrate: the analysis recommends folders other than Trash and Spam. Each line is a folder; INBOX applies to all accounts, adres: Sent applies only to that account. If left blank, all folders other than Trash and Spam are included.
• From this date / Up to this date: only emails within this range are taken. A very large mailbox can be migrated year by year, in parts.
• Target address mapping: if the old address will be migrated to a different mailbox in SmartMail (e.g. if the domain has changed), enter eski@adres: yeni@adres.
• Mailbox quotas: mailboxes use the organization's shared area by default; transfer stops only when the shared area is full. If you want to limit a mailbox, assign it a dedicated quota with the adres: GB line; the total of dedicated quotas cannot exceed the plan's storage.

During and after the migration

• The old server is read-only; emails there are not deleted or changed. Multiple mailboxes are moved at the same time.
• Read, replied and starred flags are preserved. Emails larger than 50 MB and emails marked as deleted are skipped.
• Mailboxes are moved at the same time. If the date range is longer than two months, each mailbox is split into non-overlapping date chunks, and the chunks are read in parallel from the old server over separate connections. In the job list, this appears as "parallel chunk".
• If the old server disconnects or the service restarts, the migration does not stop: it resumes automatically from where it left off after a few minutes. Emails already retrieved are not added again.
• Migrated emails do not go through automatic AI analysis; they are included in the archive and search. The summary is prepared when the email is opened in the panel.
• Emails marked as spam in the old provider (if the spam folder was selected or the email has a spam flag) are quarantined. The email states the quarantine reason as Information from the migrated source; if it is safe, move it to the inbox with Release from quarantine.
• If the migration is started again, emails previously taken are not added again. Starting the migration once more after the MX record has been pointed to SmartMail also brings in emails that arrived at the old server during the intervening days.
• Passwords are kept encrypted only for the duration of the migration; they are deleted when the migration ends, is cancelled or at the latest after 48 hours. After the migration is complete, we recommend changing the passwords on the old server.

Related pages

• Opening a mailbox
• Reading the capacity report
• Domain health