Changing providers
Move from a host, legacy server or basic mailbox service to a platform that fits the way your team works.
Business email migration · South Africa
Business email migration for South African SMEs.
Business email hosting and migration for South African SMEs. We map what you have, protect the domain, coordinate the cutover and help your team get back to work.
A sensible fit
For the business behind the inbox
Email migration is a people and operations project as much as a DNS project. It is useful when the current setup is hard to manage, unreliable, no longer fits the team, or is moving to a new provider.
Growing a small team
Bring new staff, shared addresses and devices into a setup that is easier to administer and explain.
Recovering control
Untangle unclear DNS, old accounts, forgotten senders or a handover where nobody knows who owns what.
What we coordinate
A migration that respects the working day
The final work depends on your source and destination systems, mailbox count, data and business constraints. We agree the written scope before any changes are made.
- Current-state discovery: domain, registrar, DNS, provider, mailboxes, aliases, shared addresses and senders.
- A mailbox and data plan that distinguishes mail, contacts, calendars, archives and anything IMAP will not move.
- Destination setup, domain verification and DNS coordination with an agreed change window.
- SPF, DKIM and DMARC review for the real systems that send as your domain.
- Device and app cutover guidance for desktops, phones, scanners, forms and other business touchpoints.
- Testing, issue triage, documentation and a handover your authorised people can use.
No one-size-fits-all price
A small mailbox move and a multi-device business with website forms, shared addresses and third-party senders do not carry the same risk or work. We scope the people, systems, timing and support needed, then provide a written proposal.
- Confirmed first: provider, mailbox inventory, archive needs and destination licensing.
- Planned carefully: DNS changes, coexistence or staged migration, cutover window and rollback considerations.
- Handed over clearly: accounts, recovery paths, documentation and ownership.
The migration path
From discovery to a verified handover
Every stage has a person responsible, a record of what changed and a practical check before the next stage begins.
- 1
Discover
Map the domain, registrar, DNS host, current provider, mailboxes, aliases, shared inboxes, devices and automated senders.
- 2
Plan
Agree the destination, data to move, licence assumptions, people involved, cutover timing, communication and support boundaries.
- 3
Stage
Verify the domain, create destination accounts and prepare authentication without disrupting the existing mail flow.
- 4
Cut over
Change the agreed DNS records, coordinate staff sign-in and route new mail to the destination at the planned time.
- 5
Test
Check internal and external send/receive, replies, aliases, shared addresses, forms, devices, authentication and mobile access.
- 6
Hand over
Record what changed, who owns the accounts, what remains to be monitored and how to get help after launch.
Domain and sender protection
SPF, DKIM and DMARC are part of the move
Changing mailboxes without reviewing who sends mail for your domain can leave website forms, invoices, newsletters or devices behind. We identify those senders and set up authentication in a way that matches the agreed provider and rollout.
SPF
A DNS policy that identifies authorised senders for your domain. It must account for every legitimate sending service, not just the mailbox provider.
Google SPF guidanceDKIM
A signing control that lets receiving systems verify a message was signed by an authorised domain and was not changed in transit.
Google DKIM guidanceDMARC
A policy and reporting layer that uses aligned SPF or DKIM results. Rollout should be observed and increased deliberately, not guessed.
Google DMARC rolloutAuthentication is not a promise that every message will reach an inbox. It is a set of domain-level controls that must reflect your real senders and be tested after changes.
The cutover day
Make the change visible and manageable
The best cutover plan tells staff what changes, when to stop using the old system, how to sign in and where to report a problem. It also leaves time to test the business systems that send and receive mail.
- A named business contact approves the final DNS change and has a way to reach the migration team.
- Staff know the new sign-in details, the point at which the old mailbox must stop being used and how to report a missing message.
- The website, contact forms, accounting tools, CRM, scanners and other systems that send mail have been listed and tested.
- At least one external sender and recipient are tested, including a reply and an attachment where appropriate.
Ownership stays with you
Your domain, registrar, DNS, provider tenant, subscriptions and recovery methods are business assets. We can configure and document them, but the right authorised people should retain access.
- Named owner: one accountable business contact approves changes.
- Separate access: admin access and staff mailbox access are not the same thing.
- Useful records: keep the mailbox list, DNS changes, licences, recovery details and handover notes.
Ready to understand the move?
Tell us which provider you use now, where you want to go and what your team cannot afford to lose. We will start with a practical discovery conversation.
Start a migration conversation