Rackspace to Gmail migration

Reasons to migrate from Rackspace to Gmail

There are several compelling reasons why users are migrating from Rackspace to Gmail, including:

• Vertical scaling complexities: Rackspace lacks efficient options for vertical scaling, making it challenging for users to scale their resources as needed.
• Limited external instance storage: Rackspace imposes limitations on external instance storage, which can hinder users who require additional storage capacity.
• Limited features in the cloud environment: Rackspace offers a limited set of features compared to the robust cloud environment provided by Gmail, restricting users from accessing advanced functionalities.
• Single region association: Rackspace accounts are tied to a single region, limiting the flexibility for users who require a distributed or multi-region setup.
• Inadequate technical support: Users have reported unsatisfactory technical support services from Rackspace, which can impede timely issue resolution and support.
• Lack of diverse templates: Rackspace lacks a variety of templates, limiting customization options for users who want to personalize their email communications.

Rackspace to Gmail migration plan

Before you begin the migration process from Rackspace email to Office 365, thorough planning is essential to ensure a successful and seamless transition. To help you with the process, here is a checklist of important points to consider:

1. Take a complete backup of all mailboxes, folders, calendars, and contacts from the Rackspace source server.
2. Remove any unused mailboxes, redundant mail items, and duplicate files from the source server to streamline the migration.
3. Before proceeding with the migration, create an inventory of important items. Here are some key items to include:
4. User accounts, email addresses, and login credentials.
5. Source and target server details, including information about browsers and operating systems used.
6. Network settings, DNS configurations, MX records, and firewall settings.
7. Outlook settings and version utilized within your organization.
8. Licensing plans associated with your current source server.
9. Active Directory configuration and any other dependencies linked to it.
10. List of data and permissions from Rackspace that need to be transferred.
11. Determine the size of the data and the number of mailboxes that will be migrated to Office 365.
12. Decide whether to opt for a cutover migration (migrating all data at once) or a staged migration (migrating data in phases) based on your requirements.
13. Estimate the approximate time required for the migration, taking into account factors such as data size and network capabilities.
14. Create user mailboxes on gmail
15. Verify that your network has sufficient capacity and bandwidth to handle the migration process effectively.
16. Communicate the migration plan and upcoming changes to your end users and stakeholders to ensure a smooth transition.
17. Perform a test migration to identify and address any potential issues before initiating the actual migration.
18. Start the migration process, ensuring endpoints are correctly configured and MX records are updated as necessary.
19. Develop a plan for decommissioning any unused apps and their associated settings after the migration is complete.

I. Pre migration activities for Rackspace to Gmail migration

1. Ensure that IMAP settings are enabled on both the source (Rackspace) and target (Gmail / G Suite) servers to facilitate migration.
2. Keep a record of the email addresses and passwords for all users you plan to migrate from the Rackspace server.
3. Confirm that you have the email addresses for all users on Gmail. If using Gmail, create an app password for the account.

 Click here for steps to create an app password for a Gmail account.

II. How to migrate from Rackspace to Gmail using EdbMails?

EdbMails simplifies the Zimbra to Gmail migration process with its user-friendly interface and streamlined workflow. With just a few simple steps, you can effortlessly migrate your Zimbra mailbox data to Gmail. Whether you wish to connect to a single user or multiple users, EdbMails ensures a smooth and efficient migration experience, ensuring that your emails, folders, subfolders seamlessly transfer from Zimbra to Gmail. Below are the step-by-step instructions to migrate from Zimbra to Gmail using EdbMails.

• Step 1: Download and install EdbMails software
  1. Download EdbMails application and install it on any computer with Windows operating system.
  2. Launch the application and click 'Login' or 'Start Your Free Trial' button.

     

  3. Select the migration option as IMAP migration

     

      See a detailed list of EdbMails system requirements for Rackspace to Gmail migration.

• Step 2: Connect to Rackspace Server
  • Select the required Host name for your Rackspace server. You can also manually enter the host name.
  • Select the option SSL / TLS, enter the Port Number as 993 (For secure IMAP connection) and enter your user credentials.

  

  If you want to migrate multiple mailboxes, select ‘Multiple (bulk) Users / Accounts Migration’. Download the sample CSV file and fill the required details such as mailbox name, password, host name and port. Load the CSV file into EdbMails application and verify the list mailboxes to continue.

   See steps to connect to single and multiple users in EdbMails IMAP migration

  

• Step 3: Select mailboxes from Rackspace and connect to Gmail
  • Select the required mailboxes and folders from the source Rackspace server.
  • Click ‘IMAP to IMAP’ and proceed with the target server connection.

  

   Tip: If this is the first time you’re migrating with EdbMails, the migration is a full migration. On subsequent migrations from the same source to the target, the migration is incremental.

  EdbMails provides the following additional options to help you customize the migration task.

  1. Additional Include and Exclude Filter Options
  2. Filter emails by Date: Migrate to Gmail by applying the Date filter
  3. Filter emails by Size: Exclude emails from migration larger than a specified size.
• Step 4: Connect to target Gmail server
  • Select the required Host name for your Gmail server.
  • Select the option SSL / TLS, enter the Port Number as 993 (For secure IMAP connection) and enter the email address and app password for your gmail account.

  

  To migrate multiple Gmail mailboxes using EdbMails, choose the 'Multiple (bulk) Users / Accounts Migration' option. Download the provided sample CSV file and enter the necessary details, including mailbox name, password, host name, and port. Once you have filled in the required information, load the CSV file into the EdbMails application. You can then verify the list of mailboxes to ensure accuracy before proceeding with the migration process.

  

• Step 5: Map the mailboxes / folders between the source and target

  EdbMails simplifies the mailbox migration process by automatically mapping the mailboxes and folders between Rackspace and the Gmail server. This automated mapping feature is particularly beneficial when dealing with a large number of mailboxes, saving you valuable time and effort. Additionally, if needed, you have the flexibility to manually map specific source folders and subfolders to their corresponding target folders and subfolders. This ensures a precise and organized migration of your email data.

  

• Step 6: Start the Rackspace to Gmail migration

  Once you have finished mapping the mailboxes, you can initiate the migration process and closely monitor its progress. EdbMails provides a comprehensive text-based log report that allows you to verify the number of migrated emails, folders, and mailbox items. This report serves as a reliable reference to ensure the successful completion of the migration. Additionally, you have the flexibility to pause and resume the migration at any time, giving you complete control over the process.

III. Post-migration tasks

• Step 1: Update DNS records (MX record) to point to Gmail
  • Updating MX Records:

    To redirect incoming email traffic to Gmail instead of Rackspace, you need to make changes to the MX records in your DNS provider's portal. This step ensures that emails are properly directed to your Gmail account.

  • Configuring AutoDiscover (CName):

    Include the AutoDiscover (CName) setting in your DNS configuration. This setting assists in the automatic configuration of email clients, enabling a seamless transition to Gmail. By configuring the AutoDiscover (CName) correctly, email clients can easily connect to the Gmail server without any manual configuration.

  • Setting up Rackspace Mail Forwarding:

    To prevent any email loss during the migration process, it is essential to set up mail forwarding in your Rackspace account. This ensures that any incoming messages are forwarded to your Gmail account until the transition is complete. By enabling mail forwarding, you can stay connected and receive all your emails during the migration period

• Step 2: Decommission or delete the user mailboxes on Rackspace server

  Once you have confirmed that you are successfully receiving emails on Gmail, you can proceed with decommissioning and disabling user mailboxes on the Rackspace source. Additionally, make sure to remove any licenses that have been assigned in Rackspace. Follow these steps to perform the necessary actions:

  1. Log in to the Rackspace Cloud Control Panel.
  2. Navigate to the ‘Email’ section and click on ‘Mailboxes.’
  3. Select the desired mailbox(es), whether it's a single mailbox or multiple ones.
  4. Click on ‘Manage’ next to the respective mailbox and then click on ‘Delete Mailbox’ in the upper-right corner.

Benefits of EdbMails Rackspace to Gmail migration tool

The EdbMails Rackspace to Gmail migration tool offers several benefits that streamline the migration process and enhance the overall experience:

1. Bulk Conversion: With EdbMails, you can migrate multiple emails from Rackspace to Gmail in a single operation. By selecting multiple Rackspace accounts using a CSV file, you can efficiently transfer a large volume of data with ease.
2. Selective Migration: EdbMails provides the flexibility to choose specific emails for migration. You can apply filters based on email address, date interval, and subject to migrate only the required data, saving time and effort.
3. No Limitations: There are no limitations imposed on the number of emails and attachments you can migrate from Rackspace to Gmail. Whether you have a small or large-scale migration requirement, EdbMails can handle it without restrictions.
4. Preserves Folder Structure: During the migration process, EdbMails ensures the preservation of the original folder hierarchy from your Rackspace mailbox. This means that your emails will be organized in the same way in your Gmail account, maintaining a logical structure.
5. Maintains data integrity: EdbMails maintains all email attributes during the migration process. This includes essential details such as sender information, recipient information, subject, email addresses, text formatting, images, hyperlinks, and more. Your emails will retain their original formatting and data integrity.
6. Free Trial Version: EdbMails offers a free trial version that allows you to evaluate the software's performance. You can transfer a few email items from Rackspace to Gmail, giving you a hands-on experience of its capabilities before making a purchase.
7. Safe Processing: EdbMails prioritizes the security and integrity of your data. The migration process is carried out securely, ensuring that your sensitive information remains protected throughout the conversion.