Migrating your email from another provider to SmarterMail is straightforward using the built-in mailbox migration tool. Whether you're moving from services like Microsoft 365, Yahoo, Gmail, or another email server, SmarterMail makes it easy to transfer your emails, contacts, calendars, tasks, and notes.
Key Insight: The mailbox migration tool will merge imported data with any existing data in your SmarterMail account—it won't overwrite anything already there.
What Can Be Migrated?
The SmarterMail mailbox migration tool can transfer the following data from your old email provider:
- Emails: All messages including folder structure
- Contacts: Your address book entries
- Calendars: Your calendar events and appointments
- Tasks: Your task lists
- Notes: Your saved notes (if supported by the source)
Note: When migrating from another SmarterMail server, calendars, contacts, notes, and tasks require MAPI/EWS to be enabled on the source account. Otherwise, only email will be transferred via IMAP.
Before You Begin
Before starting the migration, make sure you have the following information ready:
Account Credentials
- • Email address of the account to migrate
- • Password for the old email account
- • Server address (if not auto-detected)
- • Port number (if required)
Security Settings
- • Enable "less secure apps" if required by your old provider
- • Generate an app-specific password if using 2FA
- • Disable any security blocks on your old account
- • Check your old provider's IMAP/POP settings
Important for Microsoft 365 and Yahoo Users
Services like Microsoft 365 (Office) and Yahoo may require you to enable access for "less secure applications" or generate an app-specific password before migration can begin. Make these changes before starting the migration process.
Step-by-Step Migration Guide
Follow these steps to migrate your email data to SmarterMail:
- 1Log into SmarterMail
Sign in to your SmarterMail account using the webmail interface.
- 2Open Settings
Click the Settings icon (gear icon) in the interface.
- 3Navigate to Connectivity
Click on "Connectivity" in the navigation pane.
- 4Start the Migration
On the Mailbox Migration card, click the "Migrate" button.
- 5Select Your Provider
Choose the service or mail server you're migrating from. SmarterMail supports many common providers including Office.com, Yahoo, Gmail, and generic IMAP/POP servers.
- 6Enter Your Credentials
Fill in the required information. For well-known services, SmarterMail may auto-fill the server address. For other servers, you'll need the server address, port, and connection type (IMAP or POP).
- 7Select Items to Migrate
Choose which items you want to migrate (email, contacts, calendars, tasks, notes).
- 8Wait for Completion
The migration will begin and you can track its progress. The time required depends on the amount of data and your internet connection.
Supported Services
SmarterMail can migrate data from most third-party mail servers and services, including:
Cloud Services
- • Microsoft 365 / Office.com
- • Yahoo Mail
- • Gmail
- • Zimbra
Mail Servers
- • MailEnable
- • IceWarp
- • Merak
- • Open Xchange
Generic Protocols
- • Any IMAP server
- • Any POP server
- • Other SmarterMail servers
What to Expect
Migration Time
The total migration time depends on the amount of data being transferred and your internet connection speed. Large mailboxes with years of email may take several hours to complete.
Date and Time Stamps
SmarterMail typically preserves the original date and time stamps of your emails, as long as the source server uses standard formatting in email headers.
One-Time Sync
The migration is a one-time process. Once complete, new messages will arrive in your SmarterMail account after DNS changes propagate. The tool does not continuously sync between accounts.
Deleted Items Folder
There may be fewer items in your Deleted Items folder after migration. This is because some providers (notably Microsoft) store contacts, calendar items, and tasks in Deleted Items, which SmarterMail doesn't import to that folder.
Summary: Migration Checklist
- 1Gather your old account credentials and server details
- 2Enable "less secure apps" or create app password if needed
- 3Log into SmarterMail webmail
- 4Go to Settings → Connectivity → Mailbox Migration
- 5Select your provider and enter credentials
- 6Choose items to migrate and start the process
- 7Wait for migration to complete—don't close the browser
Official Documentation
For more detailed information, visit the official SmarterTools knowledge base article on mailbox migration.
Email migration can seem daunting, but SmarterMail's built-in tool makes it straightforward. If you encounter any issues or need assistance with your email migration, our team at Expeed Technology is here to help with our hosting services.