1. Confirm What Must Move, and What Can Stay Behind
Start by listing every mailbox, shared calendar and document area that must be carried over. For non-profits, this usually includes programme accounts, fundraising inboxes, board mailboxes and any shared folders used for grants, donor queries or volunteer coordination.
It helps to decide early what should be archived, what should move now, and what can remain as read only history. A clean list saves time and reduces confusion once the migration starts.
- List all active email addresses and aliases
- Note shared mailboxes used by committees or projects
- List calendars that need sharing or delegation
- Identify contact lists, groups and common folders
- Mark old accounts that can be closed after go live
2. Clean Up Mailboxes Before the Move
The best time to tidy mail is before migration, not after. Ask each staff member to delete junk, move important messages into proper folders and remove very large attachments that no longer need to sit in the inbox. This is especially useful if some users work with limited connections or only have power during load-shedding windows.
Mail clean-up also helps lower the amount of data that needs to transfer, which can shorten the move and reduce the risk of missed items. If your team keeps years of old newsletters or duplicated documents in message threads, sort those out first.
- Delete spam, duplicates and old auto-replies
- Empty unnecessary sent items and large trash folders
- Save key attachments into document storage where possible
- Check for very large mailboxes that may need extra time
- Close any shared accounts no longer used by the organisation
3. Check Domain Access and Admin Details Early
Before any mailbox can move, the domain and admin access must be in order. Make sure the person handling the handover has control of the domain settings, DNS records and any current message administration details. If your organisation works with a board or external trustee, allow time to gather approvals before changes are made.
Decide early who has final sign-off on mailbox names, aliases and group addresses. Many delays happen because the migration team is ready, but the sign-off is still missing from the right person.
- Confirm who controls the domain
- Gather login details for current message admin access
- Check MX, SPF and related records can be changed
- List the people who can approve final changes
- Confirm who receives notices during the migration window
4. Prepare Staff, Devices and Shared Access Rules
Your team should know what will change and when. If staff use laptops, phones or tablets in Johannesburg, Durban, Pretoria or smaller offices and field locations, each device may need a different setup. Plan for mobile access, calendar syncing and any apps used for document collaboration before the move starts.
Give people a simple brief so they know when to stop sending mail from old accounts and when to begin using the new setup. If you have volunteers or part-time staff, it is worth sending the same instructions to everyone so no one is left behind.
- List all devices that send or receive organisational message
- Check who needs calendar access and who only needs viewing rights
- Confirm whether shared folders need editing or read only access
- Prepare staff for password resets and new sign-in steps
- Plan for people working off site or during load-shedding
5. Build a Contact and Calendar Clean-Up List
Contacts and calendars often cause the most headaches if they are left until the last minute. Review donor contacts, committee lists, partner details and recurring meeting calendars before the migration. Remove old entries, fix spelling errors and merge duplicates where possible. It is easier to move a clean list than to sort it out afterwards.
For organisations that run events, outreach visits or training sessions across Cape Town, Bloemfontein or other regions, make sure recurring meetings and location notes are still relevant. One incorrect calendar entry can lead to missed appointments and wasted travel.
- Remove duplicate contacts and outdated phone numbers
- Check recurring meetings and board dates
- Review group lists for active members only
- Confirm shared calendars have the right permissions
- Note special dates that should be preserved after migration
6. Set a Go Live Window That Fits Your Team
Choose a migration window that suits your busiest periods. For many non-profits, month end, donor deadlines, grant reporting cycles and event weeks are poor choices. A quieter weekday often works better, with enough time for checks after the move. If your office has unreliable power or internet, plan for that too, because a rushed cutover during interruption can create avoidable problems.
After go live, have one or two key people available to test message delivery, calendar sharing and document access. Keep a simple list of what to check first, then what to check next. That way any issue can be picked up quickly and dealt with before it spreads through the whole organisation.
- Choose a low pressure date and time
- Avoid events, board meetings and reporting deadlines
- Nominate people for final testing and sign-off
- Keep login details and support contacts close by
- Allow time for follow up fixes and user questions
7. Final Checklist Before Migration Day
Use a final checklist the day before the migration. This is the point where small things matter most, like whether everyone has saved important messages, whether contact imports are ready and whether the right people know what to expect. A short final review can prevent a lot of avoidable admin later.
If your organisation has branches or project teams in different parts of South Africa, send one final reminder with the exact timing and any temporary changes. Clear communication helps the whole team stay calm and prepared.
- All required mailboxes and shared folders are listed
- Old clutter has been cleared where possible
- Domain access and admin rights are confirmed
- Staff know when to stop using old settings
- Test users are ready for post-migration checks
- Contacts, calendars and device setup notes are complete
