Email Data Migrations

Download this migration spreadsheet in MS Excel Format (33 KB)

Overview and Pricing

We perform data migrations for our customers on a daily basis. There are a number of methods that we currently use when migrating data. First, we need to gain an understanding of the amount of data that needs to be migrated, and then we can assess the time, complexity and costs involved. Once we understand your current environment, we'll either use one of our standard methods or create a custom one for you. Pricing for standard email migrations is listed below. Seamless custom migrations can be designed and completed within days.

Mailboxes	Cost
1 to 200	$150
201 to 500	$300
501 to 1,000	$500
1,001 to 5,000	$750
5,001 to 10,000	$1250

• All Data Migrations require a test migration to ensure a successful connection can be made to the external mail server. There is no fee for the test migration.
• The fees include the first and second pass, which are scheduled (normally the second is done after the MX Record change has propagated to ensure all mails are migrated.
• Migrations include email data only, and do not include contacts or calendar information or the mailbox creations on our mail servers.
• Additional passes are $50 each.
• The pricing is for all mailboxes on a domain, and multiple domains can be included on one migration, so long as they are migrated from the same external mail server. Migrations with multiple mail servers are each independent migrations.
• Non-standard and/or extra work required is billed at $150/hour and includes extra work done for invalid mailbox addresses or passwords.
• Migrations must be scheduled two full business days in advance and after the successful test migration.

Example Migration

Below is an example of what a real migration entails and timeframes involved. We constructed the following scenario to help customers better understand what goes into a data migration.

Monday: 10:00 a.m.

Michelle, a new customer of Mailtrust, wants to have her existing email moved from her old email provider to Mailtrust. She learns that Mailtrust can indeed copy her email and folders from her old provider. After signing up for 100 email accounts, Mailtrust sends Michelle a copy of a test migration spreadsheet for her to fill out. This will help the Mailtrust migration team to test connectivity and other migration variables and then to determine the timing and pricing for her data migration.

Monday: 2:30 p.m.

Michelle fills in the spreadsheet with the server information, chooses an IMAP migration to make sure her company's folders are copied, and fills in the username and password along with mailbox size information for a test email account. She sends the migration spreadsheet back to Mailtrust.

Monday: 4:00 p.m.

A member of the Mailtrust migration team runs a test migration on the test email account. Cost estimates are then prepared based on the amount of data that needs to be migrated. In Michelle's case, the IMAP migration will cost $150.

Tuesday: 9:00 a.m.

Michelle's Mailtrust sales specialist calls her with the good news and a total quote for the migration. Michelle agrees, pays the $150 and is ready to move forward with the data migration.

Tuesday: 3:00 p.m.

Michelle fills out the migration spreadsheet with the correct usernames and passwords for all 100 email accounts and requests that her mailboxes be migrated Friday at 5:30 p.m.

Friday: 1:30 p.m.

Michelle sets up her mailboxes on the Mailtrust system using the bulk mailbox creation tool. She then updates her MX records so that new email for her company will be sent through the Mailtrust Email Hosting System.

Friday: 5:30 p.m.

After verifying that the MX records have been changed, a member of the migration team starts migrating data from the old provider to Mailtrust.

Friday: 6:00 p.m.

The migration team notices that they are unable to log in to one of the accounts listed in the spreadsheet. A member of the migration team calls Michelle to retrieve the updated information for that account.

Friday: 11:30 p.m.

Mailtrust sends Michelle an email confirming that the migration was completed successfully.