Fastmail to Office 365 Migration

Proper planning is crucial for a smooth Fastmail to Office 365 migration. Consider the following checklist before you start:

• Evaluate Mailbox Size: Determine the volume of data and number of mailboxes to migrate.
• Review Data and Permissions: List all emails, folders, and permissions in Fastmail that need migration.
• Prepare Office 365 Environment: Create user mailboxes and assign the required licenses.
• Check Network Stability: Ensure sufficient bandwidth and network capacity for uninterrupted migration.
• Plan User Communication: Inform end users about the migration plan and workflow to avoid disruptions.

• 1. Have the users email address, passwords, IMAP hostname and port number.
  2. Find the IMAP server name of your Fastmail email server. You can find this information from your server’s dashboard settings or by connecting your email system to Outlook.
  3. Before you migrate Fastmail email to Office 365, ensure that you create mailboxes for your users in your organization and assign suitable licenses to them.

      Add users and assign licenses to Office 365 users

      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.

• Step 1: Download and Install EdbMails software

  • Download and install the EdbMails application on your computer running on Windows OS.

     Know more details on EdbMails system requirements for IMAP migration.

    

  • Open the EdbMails application on your computer.
  • Enter your registered email address and password, then click ‘Login’. If you are new to EdbMails, select ‘Start Your Free Trial’ to begin with the trial version.
    Note: The trial version allows access to all essential features and lets you migrate up to 30 items per folder. To enable unlimited migration, purchase a valid license from the official EdbMails website.

     Click here to know IMAP Migration Pricing Details.

    Once the purchase is complete, close the application and open it again. Then log in using the same email address and password used during the purchase to activate your license successfully.

    

  • Select the option ‘IMAP (Gmail, Outlook & more) Migration’.

    

  • Select ‘IMAP to Office 365 Migration’.

    

  • Use the default job name assigned by EdbMails, or select ‘New Job’ to create a custom name. This helps you easily identify and manage multiple migration tasks.

    

• Step 2: Connect to source Fastmail server

  • To connect a single Fastmail account for migration, click ‘Single User / Account Migration’, choose the suitable connection option such as ‘Connect to IMAP Server’ or ‘Connect to POP3 Server’. Click ‘Next’ to proceed.

    

  • For a single-user login, select the appropriate Fastmail IMAP host name from the list or enter it manually (for example, mail.userdomain.com).
  • Enter the email address and password in the required fields.
  • If you are adding a Gmail account, generate an app password and use it in place of your regular account password.

     Steps to create an app password for a Gmail account.

  • Click the ‘Login’ button.

    

  • To migrate multiple Fastmail mailboxes at once, select ‘Multiple (bulk) Users/Accounts Migration’, choose the suitable connection method such as ‘Connect to IMAP Server’ or ‘Connect to POP3 Server’.
  • Then proceed by clicking ‘Next’.

    

  • Click ‘IMAP Migration CSV File’ to download the ‘Sample.CSV’ file.

    

  • Edit the CSV file and fill in the required information, including the email address, password, server hostname, and port number.

    

  • Once you've made the necessary changes to the CSV file, save and close it.
  • Then, click on the 'Load Modified CSV File' button, find your updated file, select it, and open it to continue.

    

• Step 3: Select source Fastmail server mailboxes

  • Select the mailboxes or specific folders you want to migrate, then click ‘Next’ to proceed with the migration process.

    

• Step 4: Connect to target Office 365 server

  • Select the ‘Add New Connection’ option to establish a connection with your target Office 365 account.
  • If you have previously set up a connection, you can choose it from the available list and click ‘Connect to Existing’ to proceed.

    

  • EdbMails provides flexible migration options, allowing you to migrate primary mailboxes, archive mailboxes, and public folders seamlessly in a single solution.
  • Choose the necessary connection options and click ‘Next’ to continue with authentication methods.

    

  • Choose any of the available options to create a secure connection through OAuth 2.0 modern authentication.
  • Select Auto Registration for a quick and hassle-free configuration. Simply log in with a Global Admin account and approve the required permissions to automatically register the application in Azure AD.
  • Or select Manual Registration if you want to provide the Azure AD application details manually. This option supports both Global Admin accounts and accounts with Full Access permissions.
  • Click the ‘Login’ button to continue.

    

  • Sign in through the official Microsoft login page to authenticate your account and proceed with the migration.

    

  • After the authentication process is completed successfully, choose any one of the following methods to load the mailboxes:

    i) Load Mailboxes Automatically: EdbMails automatically retrieves the mailboxes after login, allowing a quick and simple setup. However, due to Microsoft API limitations, only up to 100 mailboxes may be displayed. If your organization contains more than 100 mailboxes, use the alternative option mentioned below.

    ii) Load Mailboxes using CSV file: If the automatic method does not load all mailbox names, select the ‘Load Mailboxes using .CSV file’ option to manually import and load the required mailboxes.

    iii) Load Mailboxes from previous list: This option allows you to directly access the mailbox list that was previously imported and saved in an earlier session.

  • Choose ‘Load Mailboxes Automatically’ and click ‘Next’ to continue.

    

• Step 5: Fastmail to Office 365 mailboxes mapping

  • Choose the appropriate mailbox and folder mapping option based on your migration preferences.

    

  • You can choose to let EdbMails automatically create mailboxes in Office 365 and map them between the source and target servers. This feature is especially useful for large-scale migrations, saving time, reducing manual effort.

    

• Step 6: Start Fastmail to Office 365 migration

  • After mapping the mailboxes, click the ‘Start Migration’ button to initiate the migration process.

    

  • Click the ‘View Log’ button to view the migration report, which includes mapping details and the total count of migrated emails.

    

  • Login to your target server and verify the items.

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

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

 For troubleshooting, visit Knowledge Base.

 For more queries, check Frequently Asked Questions or contact support.