What the Mail Migration Pack includes
The Mail Migration Pack is a managed service for moving existing message data into Inbox NPO Mail. It covers the practical steps that matter during a switch, including mailbox setup, data transfer, contact imports, calendar setup and handover for administrators. The aim is to get staff working in the new environment with as little interruption as possible.
This pack is often used when an organisation has outgrown an informal setup, is taking over from a local server, or needs to move away from a provider that is no longer meeting support needs. For many teams in Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein, the main priority is keeping historic mail safe while making sure the new system is easy to use on laptops and mobile devices.
- Move existing mail into managed hosted accounts
- Set up user mailboxes and shared addresses
- Import contacts where data is available and clean enough
- Configure calendars for team visibility
- Support go live so the changeover is not left to your office staff alone
Sizes and migration options for different teams
We handle small and larger rollouts, from a handful of users to a full staff team with separate roles, shared inboxes and admin access. The right option depends on how much mail you need to move, how many accounts are involved, and whether the current system is on one device, one office server, or spread across several users and personal accounts.
Small teams usually need a simple mailbox move with a few calendars and shared contacts. Larger non-profits often need staged migration, where management, finance and field staff are moved in phases. That approach helps when people are working from different towns or when the organisation cannot afford to have everyone offline at the same time. We can also assist where staff use mixed devices and older phones that need a bit of extra setup.
- Small: up to 10 mailboxes and basic calendar transfer
- Medium: 11 to 30 users with shared folders and contact imports
- Large: 31 plus users, phased migration and admin handover
- Optional add ons include mobile device setup and team training
Where the migration pack suits best
This pack suits non-profit organisations that rely on email for donor queries, programme coordination, volunteer planning and reporting. It is a good fit for offices with limited in-house IT support, especially where one person has been keeping the mail system going between meetings, outreach work and admin deadlines. The service is also useful for groups that need better control over who sees shared information.
It works well in city offices and smaller branch environments, including places with intermittent load-shedding or patchy connectivity. If your team in Observatory, Bellville or Stellenbosch needs a cleaner setup for office use and remote access, the migration process can be arranged around your operating hours. For teams working between branches, shared calendars make it easier to track meetings, leave dates and site visits without relying on WhatsApp threads or paper diaries.
- Non-profits with multiple staff members using the same domain
- Organisations moving from a basic provider or local server
- Teams that need shared calendars and consistent mailbox naming
- Groups with field staff who check mail on phones and tablets
Installation, internet and power needs
Because this is a hosted mail service, there is no on-site hardware to install in the ordinary sense, but the migration does need a stable internet connection for setup, testing and first logins. If your office is in a building where connectivity drops during peak hours, we plan the move in a way that reduces pressure on staff. Power backup is helpful during migration day, especially where load-shedding is part of the routine.
No gas supply is required. What does matter is access to the current mail system, admin credentials where available, and a clear list of who needs what level of access. If the organisation has a router reset schedule, firewall rules or old devices that still sync mail, these should be checked before the move. In some cases we recommend that one person is assigned to confirm sign ins and another to test sending and receiving after the cutover.
- Stable internet for migration, login testing and syncing
- Battery backup or inverter support recommended during cutover
- Current account details, domain access and user list needed upfront
- No gas or physical plant required for the service itself
Care, servicing and ongoing admin help
After the migration, the environment should be kept tidy so it remains easy to manage. That means checking mailbox usage, reviewing shared access and making sure old forwarding rules do not keep sending mail to the wrong place. Inbox NPO Mail can assist with ongoing admin help, which is useful when staff changes happen, trustees rotate, or a project team needs a new shared mailbox in a hurry.
Servicing is mostly about routine checks rather than heavy maintenance. We recommend periodic security reviews, especially for organisations that handle donor details, beneficiary records or internal planning documents. If users are on different phones and laptops, a quick refresh of device settings can save a lot of back-and-forth later. It also helps to review calendars and document spaces after major staffing changes so old permissions do not hang around longer than needed.
- Review mailbox access after staff changes
- Check mobile devices after password updates or phone replacements
- Keep shared calendars tidy and remove outdated permissions
- Ask for a security review if the team handles sensitive records
What to check before ordering
Before you place an order, it helps to know how many accounts must move, what data should be preserved, and who will approve the final setup. If your current mail is split across personal accounts, old office computers or a server in the back room, make a list first. That saves time and avoids leaving critical messages behind. It also helps us plan the migration in a sensible order, especially if the team works across several locations.
Please also check whether you need just mail, or mail plus calendars and document collaboration. Some organisations only need a clean inbox move, while others want the full setup from day one. If your staff will be training new users after the change, include that in the order so the handover is smoother. A little planning upfront usually means fewer support calls later, and less confusion for people who are already busy.
- Count the number of mailboxes and shared addresses
- Confirm what historical mail must be kept
- List devices used by staff, including phones and tablets
- Decide whether calendars, contacts and document spaces are included
- Name the person who will approve the final go live
Key facts
| Service type | Managed mail migration package |
|---|---|
| Core use | Move existing message data into a hosted environment |
| User size | Small teams to larger multi branch groups |
| Included setup | Mailbox setup, calendar setup, contact imports and admin handover |
| Connectivity need | Stable internet for migration and first use |
| Power requirement | Backup power recommended during cutover, no gas required |
