Changing Email Service Providers the Right Way
Are you stuck with an Email platform that no longer serves your needs? Don’t think that you are trapped with a subpar service forever; in fact, I am here to tell you that changing email service providers has never been easier. All you need is the right guidance.
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No matter what your existing service is, moving away is possible, and there are multiple ways of doing so. However, I know how overwhelming it can feel to transfer hundreds, if not thousands, of user accounts at the same time. Especially if this is your first technical project
That is why I will reveal the exact strategies of my own organization used to exit out of an outdated system and adopt an email service ready to take on the AI world.
First, let me list out the reasons your peers have specified for switching the email provider
Why Changing Email Service Providers is On the Rise?
There are as many reasons as there are organizations. I have summarised some of the top reasons below; see if you can resonate with any of them.
Switching for better service: The most common reason is that a company finds a better deal than what it currently has. There can be both a push factor and a pull factor, where the existing service is problematic, has email delivery issues, or higher cost. Whereas the competitor offers superior uptime, support, and features at an affordable price.
Current provider is shutting down: In recent times, we have seen many traditional email services shutting down or selling off. If such a situation arises, then switching becomes mandatory.
Mergers and Acquisitions: If your organization gets acquired or merges with another entity, then there is a high chance that mail service migration takes place. This is done to consolidate disparate systems into a single standard.
I hope this makes the reasons pretty clear. However, just the reasons aren’t enough; one must also have a solid idea of the possible hurdles in the path of a successful transfer.
Planning on Changing Email Service Providers? Know the Hidden Challenges
It comes down to three reasons:
The first challenge is Vendor Lock-in. No provider wants their customers to leave. That’s why even when the law mandates them to have a built-in exit option, they do their best to make it as confusing as possible. They will intentionally only allow a certain amount of data to be taken out or put in rate limits that slow down the process.
Like, for example, you set out to quit Yahoo and transfer all email data to Gmail, if you choose the manual route, then to keep all future emails flowing, you will need a premium Yahoo account, as the normal free tier lacks any auto forwarding capability.
The second difficulty is dealing with a large volume and downtime. Moving Gigabytes, which can sometimes grow to Terabytes of email data for one account, is problematic enough. If you have to do it for hundreds of thousands of accounts, then it becomes almost impossible to keep track of everything on your own.
Not to mention that any small mistake can make the email service stop. When that happens, getting everything back online becomes a separate project in itself.
The third and often overlooked challenge of changing email service requires some basic training. The person in charge must be aware of the underlying protocols that emails use for delivery. You can’t expect a layman user to perform an email shift on their own without any prior training. They might end up losing their data.
Dont worry, professional help is available.
The Most Trusted Way of Changing Email Service Providers
SysTools can make your switch super easy. It takes all the burden of the data migration task upon itself and leaves you with the task of educating your users.
We provide a cloud-to-cloud migration tool that takes care of the data transfer task for you while changing your cloud service provider. You can either opt for the automated tool or request the cloud migration service to make the switching task a real cakewalk.
About Automated Tool:
SysTools offers its premium utility that takes your messages from any to any other email provider. This automated tool provides end-to-end encrypted data migration between multiple platforms, such as G Suite, Office 365, Google Vault, Exchange Server, Lotus Notes, etc. The tool is easy to use. Download your free copy today and try it.
About Automated Service
The data transfer task using an automated tool requires you to create the Cloud Projects for both the source and destination email platforms. These projects contain permission to read/write data between cloud vendors. However, some organizations don’t have time for the creation of this project and performing the migration.
This is why SysTools also offers its migration service. We take the burden of project creation, data transfer tasks, and other non-productive (but required) work from your hands so that you can focus on your day-to-day tasks without disrupting your performance.
Frequently Asked Questions
Q. Why shouldn’t I change email providers myself?
Your lack of experience can mean that you may miss some of the data, and the worst part is that you don’t even recognize it, as manual methods rarely possess reporting mechanisms.
Q. I am about to change the email for my entire organization. Do I need everyone’s password?
No. If you have admin access, that alone is sufficient for making the switch; no need to request users ‘ passwords. However, you do need the email address of everyone.
Q. Will email work during the change?
Yes, both your source and destination can freely receive any outside messages. The professional tool prescribed here contains a smart delta detection feature that keeps track of where the transfer began and then, once the first run finishes, pulls all the new emails without creating any duplicates.