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User’s Manual
IMAP Email Backup & Migration

User Manual

User Manual

  • Overview
  • System Requirements
  • Installation
    • Installation process
    • Reinstall or Upgrade
    • How to uninstall
  • Initial Setup
  • FAQ
    • IMAP Migration to Office 365
    • IMAP Migration to Exchange
    • Gmail Backup and Migration
  • Videos
    • IMAP to Office 365 Migration
    • IMAP to Exchange Migration
    • Gmail Backup and Migration
    • IMAP Migration to PST
    • Outlook PST to IMAP Migration
    • IMAP Migration to IMAP
  • Screenshots
    • IMAP Migration to Office 365
    • IMAP Migration to Exchange
    • Gmail Backup and Migration
    • IMAP Migration to PST
  • How it works?
    • IMAP Migration to Office 365
    • IMAP Migration to Exchange
    • Gmail Migration
    • IMAP Migration to PST
    • IMAP Migration to IMAP
    • Outlook PST to IMAP
    • cPanel to cPanel Migration
    • IMAP to Office 365 Shared mailbox migration
  • Connect to IMAP
    • Connect IMAP Single Server
    • Connect IMAP Multiple Server
  • Enable less secure apps in Gmail
  • Export Gmail contacts and calendars
    • Export Gmail contacts to Office 365
    • Export Gmail Calendars to Office 365
  • Connect to Office 365
    • Modern Authentication Using OAuth 2.0
      • Microsoft 365 modern authentication
      • Automatic Registration
      • Manual Registration
    • Connect with Global Admin
    • Connect to Office 365 with full access permission
    • Connect to Office 365 with CSV file option
    • Connect to Office 365 as single user mailbox
  • Connect to Exchange server for multiple mailboxes migration
    • Connect with Global Admin
    • Connect to Multiple user using CSV file
    • Connect using full access permission
    • Connect individual users for Single / Specific user Migration
  • Connect to Hosted Exchange for its Migration
    • Connect with Full Access permissions
    • Using multiple user credentials with CSV file
    • Connecting to Individual user for its migration
  • Knowledge Base
    • IceWarp to Office 365 migration
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    • AOL Emails to Office 365 migration
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    • Barracuda to Office 365 migration
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    • 123 Reg to Office 365 migration
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  • Set Office 365 Impersonation rights
    • Using PowerShell commands
    • Using Office 365 GUI
  • Set Exchange Server Impersonation rights
    • Exchange 2007 and below
    • Exchange 2010, 2013, 2016 and 2019
    • Set using Exchange Server GUI
  • Incremental Migration
  • Exchange Throttling Policy
  • Map the Mailboxes
  • Multifactor Authentication
    • Enable MFA in Office 365
    • Create App password for MFA
    • Disable Security Defaults
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  3. IMAP to Exchange Migration | EdbMails
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IMAP to Exchange migration

Migrating from IMAP to Exchange is essential for businesses seeking advanced features such as centralized control, robust security, and enhanced collaboration tools. Exchange offers integrated calendaring, contact management, and superior security features like DLP, multi-layered protection, and full Active Directory integration. In contrast, IMAP lacks these capabilities, limiting its effectiveness for complex communication needs. However, this migration poses challenges, including accurate data mapping, folder structure compatibility, preserving email metadata, and minimizing downtime. Additionally, Migrating large mailboxes can affect bandwidth and slow the process.

EdbMails IMAP migration software addresses these challenges with advanced features that ensure a secure and efficient transition. It supports seamless email migration to any Exchange servers such as Exchange 2019, 2016, 2013, 2010, and 2007, while supporting the migration of mailboxes, public folders, archive mailboxes, and shared mailboxes.

IMAP migration to Exchange Server

Its script-free approach simplifies the process, removing the need for complex PowerShell scripts and making it accessible to users of all technical backgrounds. Incremental migration ensures zero disruption by transferring only new or modified data during subsequent migration operations, safeguarding business continuity. Additionally, advanced filter options allow users to customize the migration, selecting specific emails, folders, or date ranges to optimize time and resources.

The intuitive step-by-step wizard and comprehensive tutorials further simplify the migration process, ensuring even novice users can perform migrations effortlessly. With these robust capabilities, EdbMails guarantees a smooth, secure, and disruption-free IMAP to Exchange migration while maintaining data integrity and operational efficiency.

  1. IMAP to Exchange migration plan

    Planning is one of the most important steps before you begin migrating your IMAP data to Exchange. Prepare the target environment to avoid potential risks and data loss. Here is a brief checklist of points to consider before you migrate.

    1. Remove unused mailboxes, mail items and duplicate files from the source.
    2. Make an inventory of items before you make the move. These should include but are not limited to the following items.
      • User accounts, email addresses and login credentials
      • The source and target details, browser and operating systems used
      • Network settings, DNS configurations, MX records, firewall settings
      • Outlook settings and version you are using in your organization.
      • Licensing plans on your current source server
      • Active Directory configuration and other dependencies associated with it.
      • List of data and permissions from the source server that you want to transfer.
    3. Determine the size of the data and number of mailboxes you want to migrate.
      • Decide if you want to migrate everything at once (cutover migration) or plan to migrate your data in stages (staged migration).
      • Decide if you plan to migrate your source mailboxes to Public folders, In-Place Archive or Shared mailboxes.
    4. Create user mailboxes on the target Exchange server and assign licenses to them.
    5. Ensure you have enough network capacity and bandwidth to migrate.
    6. Consider the throttling and message size limits for the migration.
    7. Communicate the migration plan and changes to your end users and stakeholders.
    8. Perform a test migration from the source to the target before you start the actual one.
    9. Start the actual migration, verify the endpoints and update the MX records.
    10. Check for correct mail flow and configure Outlook for all the users.
    11. Decommission unused apps and their settings post migration.
  2. IMAP to Exchange migration prerequisites

    On source IMAP server:

    1. Make sure you have the IMAP server hostname, port number, email address, and password ready.

       See how to find IMAP server Host name

    2. To migrate multiple users, download the sample CSV file from the EdbMails application and update it with the IMAP server hostname, port number, email address, and password for each user's mailbox you wish to migrate.
    3. If you're migrating from Gmail, create an app password and use it in place of your regular password.

    On target Exchange server:

    • Step 1: Check that your system meets the Exchange server setup requirements.

      Note: Exchange 2010 and 2013 reached the end of support . Therefore it is highly recommended that you migrate your mailbox data to Exchange 2016 or 2019.

      If you are planning to migrate IMAP to a Hosted Exchange server, skip to ‘Create mailboxes and Public folders on the Exchange server’ in the following section.

      The following links help you to set up your target Exchange server. Learn more about the network, hardware, coexistence scenarios, and operating system requirements for installing Exchange.

      1. Exchange 2013 Server setup
      2. Network and directory requirement for Exchange 2016
      3. Network and directory requirement for Exchange 2019
      4. Hardware Requirements for Exchange 2016
      5. Hardware Requirements for Exchange 2019
      6. Supported operating systems for Exchange 2016
      7. Supported operating systems for Exchange 2019
    • Step 2: Prepare your system with the following prerequisites for Exchange

      Complete the following prerequisites for Active Directory, Windows Mailbox server, and Windows Edge Transport servers before installing the target Exchange server.

      1. Exchange 2019 prerequisites for preparing Active Directory (AD)
      2. Windows Server prerequisites for Exchange 2019
      3. Exchange 2016 prerequisites for preparing Active Directory (AD)
      4. Windows Server prerequisites for Exchange 2016

    Set up the target Exchange server for migration

    Given below is a list of key points for installing and preparing the Exchange server for migration.

    • Step 1: Prepare AD and domains
      1. Before installing the Exchange server you need to prepare your Active Directory forest and its domains for the new version of Exchange.
      2. If you have a separate team to manage the Active Directory schema, you need to first extend the active directory schema, else proceed to the next step to prepare the Active Directory.
      3. If you have multiple domains you need to additionally prepare the Active Directory domains.
    • Step 2: Install Exchange server on your computer

      Ensure that you meet the server system requirements and prerequisites as outlined previously. Next, follow the link to install Exchange 2016 or install Exchange 2019 from the setup wizard based on which server you want to migrate to.

    • Step 3: Prepare a clean Exchange target environment
      1. Create and configure a Send connector to send mail outside the Exchange organization.
      2. By default, Exchange automatically creates receive connectors for inbound mail flow when the mailbox server is installed. If you must configure receive connectors manually, follow the steps in the link.
      3. Add accepted domains to allow recipients to send and receive email from another domain.
      4. Configure the default email address policy to add the accepted domain to every recipient in the organization.
      5. Configure external URLs (domains) on the virtual directories in the Client Access (frontend) services on the Mailbox server to allow clients to connect to your server from the internet (outside the organization’s network).
      6. Configure internal URLs on the virtual directories in the Client Access (frontend) services on the Mailbox server to allow clients to connect to your server from the internal network.
      7. Configure SSL certificates from a third-party certificate authority for services such as Outlook Anywhere and Exchange ActiveSync.
      8. Verify the Exchange server installation by running the command Get-ExchangeServer on the Exchange Management Shell (EMS).
    • Step 4: Create mailboxes on target Exchange server
      • Before migrating your mail data, ensure that mailboxes are created on the target server. You can use EdbMails to automatically create mailboxes on the target Exchange server. Alternatively, if you prefer to create mailboxes manually, refer to the link below:

          See how to create mailboxes in Exchange server

      • If you want to migrate to public folders, ensure that mail-enabled public folders are created and that the necessary permissions are assigned to the admin user.

         Steps to create Public folder in Exchange server and assign permissions to the admin user.

    • Step 5: Assign management roles to the admin account
      • If you are using a global admin account to connect to the Exchange server, ensure to set impersonation rights to the global admin user.

          Steps to set impersonations rights on Exchange server

    • Step 6: Configure the throttling and message-size limits

      Create custom throttling policies for EWS and configure message size limits manually on the Exchange server by following the steps in the link.

      •   Custom policies for EWS throttling on Exchange server
      •   Message size configurations on Exchange server
  3. Steps to migrate IMAP to Exchange server using EdbMails

    • Step 1: Download and install EdbMails IMAP migration tool

      • To get started, Download and install EdbMails on your computer.

          See EdbMails system requirements for IMAP to Exchange migration

        EdbMails software installation

      • Open the application, then either log in with your email and password or click 'Start Your Free Trial' to begin

        Launch EdbMails Software

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

        Select ‘IMAP Migration’ option

      • Select ‘IMAP to Exchange Server Migration’.

        Select ‘IMAP to Exchange’ option

      • Use the default job name or click 'New Job' to modify the job name and continue

        Exchange Job Name’ option

    • Step 2: Connect to source IMAP server

      • To connect a single user account, select ‘Single User / Account Migration’ Then, choose the required protocol, such as ‘Connect to IMAP Server’ or ‘Connect to POP3 Server’ and click ‘Next’ to proceed.

        Connection method

      • For single-user login, select the appropriate IMAP host name from the list or enter it manually. Then, provide the email address and password. To connect to a Gmail account, ensure you create an app password and use it as the password.
      • Click the ‘Login’ button.

        Connect to single user account

      • For migrating multiple mailboxes, select ‘Multiple (Bulk) Users/Accounts Migration and click ‘Next’.

        Connect to multiple users account

      • Click ‘Download the sample CSV file’

        Download sample CSV file

      • Update the CSV file by entering the necessary details—like email address, password, host name, and port number—then save your changes.

        Fill details in CSV file

      • Close the CSV file, click the 'Browse CSV File' button , select the modified CSV file.
      • Verify the mailboxes, and click 'Next'.

        Browse CSV file

         Refer to the EdbMails detailed steps on connecting to single and multiple users during IMAP migration.

    • Step 3: Select source IMAP server mailboxes

      • Select the mailboxes or folders to migrate, then click ‘Next’.

        Select source IMAP server mailboxes

    • Step 4: Connect to target Exchange server

      • Click the ‘Add New Connection’ button to establish a new connection to the target Exchange Server. To use the previous connection, select it from the connection list and click the 'Connect to Existing' button to proceed.

        Click Add New Connection

      • Select the required connection options and click the ‘Next’ button.

        Connect to target Exchange server

      • Enter the target Exchange server details and click the ‘Login’ button

        Target exchange server

      • EdbMails automatically loads mailboxes for a quick and easy setup. However, due to Microsoft API limitations, only up to 100 mailboxes may be displayed when using this method. To avoid this limitation, you can choose to load the mailboxes using a CSV file instead. Once you've selected your preferred method, click ‘Next’ to continue.

        Select the option to load the mailboxe

    • Step 5: IMAP to Exchange server mailbox mapping

      • Choose the required mailbox mapping option

        Choose mailbox mapping option

      • EdbMails automatically creates target mailboxes in Exchange Server and maps source IMAP mailboxes and folders, making it easy to manage large-scale migrations.

        IMAP server to exchange

    • Step 6: Start IMAP to Exchange server migration operation

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

        start IMAP server to Exchange migration

      • Click the ‘View Log’ button to access the IMAP Export operation report, which provides a detailed summary of the export process, including the total number of items exported and the count of items exported from each folder.

        IMAP to Exchange migration progress

  4. IMAP to Exchange post migration tasks

    • Step 1: Update DNS records (MX record) to point to the new server

      Change the MX records to enable and receive email messages on the target server. In addition to this setup, 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

      Remove any previous instances of the email account you may have on Outlook to avoid conflicts with Exchange. Configure and recreate the Outlook profile for each user in your domain after you complete the migration.

  5. IMAP to Exchange migration troubleshooting

      Refer to the migration troubleshooting guide for solutions to common errors encountered during the process. For additional insights and detailed answers regarding EdbMails IMAP migration, visit the frequently asked questions section.

Benefits of EdbMails for IMAP to Exchange migration

  1. Delta migration

    EdbMails' incremental (delta) migration feature ensures only new or modified data is transferred during migration, minimizing bandwidth usage and reducing migration time. This allows for efficient, partial migrations without duplicating existing data, ensuring seamless and optimized transitions.

  2. Automated mailbox mapping

    EdbMails’ automated mailbox mapping feature eliminates the need for manual configuration, ensuring accurate mapping of IMAP to Exchange mailboxes. This reduces human error, enhances efficiency during the migration process while ensuring data consistency and integrity across all mailboxes.

  3. CSV-based mailbox import

    EdbMails supports CSV-based mailbox imports, making it easy to migrate multiple mailboxes in bulk. By specifying mailbox details in a CSV file, users can streamline large-scale migrations, ensuring an efficient, organized, and scalable process—ideal for businesses with numerous email accounts.

  4. Cost-effective solution

    EdbMails offers a cost-effective solution for IMAP to Exchange migration, combining powerful features in one platform. It provides exceptional value by eliminating the need for additional tools or consultants, ensuring businesses achieve a seamless migration at a fraction of the cost.

  5. Zero downtime

    EdbMails guarantees zero downtime during the IMAP to Exchange migration process, ensuring uninterrupted access to email services. This approach allows businesses to continue their operations without experiencing email service disruptions. Users can maintain productivity and communication throughout the migration, ensuring seamless business continuity.


Additional Resources:

  • cPanel to Office 365 migration
  • Rackspace to Office 365 migration
  • Plesk to Office 365 migration
  • Barracuda to Office 365 migration
  • AWS Workmail to Office 365 migration
  • 123 Reg to Office 365 migration
  • Bluehost to Office 365 migration
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IntroductionMigration PlanMigration PrerequisitesMigration StepsPost-Migration TasksTroubleshootingBenefits of EdbMails

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