What We Move During a Mail Migration
We handle small teams, multi office teams, and organisations with users in Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein. If your staff work from a head office, church office, community centre or from home, we can prepare the migration so access stays steady during load-shedding and afterhours cutovers. Some clients need only a few mailboxes moved, while others need a full clean-up before the move starts.
- Mailbox content, folders and subfolders
- Sent items, deleted items and archive data where supported
- Calendar entries and contacts where the source allows it
- Shared mailboxes and delegated access settings
- Mobile device sync guidance after the move
How We Plan the Transfer
After the assessment we agree the migration method, the cutover window and the validation steps. For many non-profits, the best approach is a staged migration with a final delta pass close to go live. That means most data moves ahead of time, then the last changes are brought across just before switchover. It cuts pressure on your team and reduces downtime.
- Review current mailbox count and total storage in GB
- Check domain records and current mail routing
- Map users, aliases and shared mailboxes
- Confirm any calendar sharing or document access needs
- Set the migration date and a fallback plan
What Is Included in the Migration Service
For organisations with multiple departments, we can assist with admin handover so your internal contact person knows how to manage new users, passwords and shared folders after the move. We also provide a security review before the final cutover, which is important for teams handling donor information, beneficiary records or board correspondence. A missed setting can cause trouble later, so we check the details while there is still time to correct them.
- Mailbox data transfer from the old environment
- Calendar and contacts migration where supported
- Shared mailbox checks and permission mapping
- Admin handover notes for your team
- Security review before go live
- Post migration validation and issue logging
Turnaround Times and Scheduling
For clients in coastal areas like Cape Town and Durban, we factor in power interruptions and unstable connectivity. If a team is spread across provinces, we can sequence the move so one group is validated before the next group starts. That gives you a cleaner handover and less confusion for support staff. We keep the schedule practical, not rushed, because rushed migrations usually create avoidable follow-up work.
- Small teams: often 2 to 5 working days
- Mid-sized teams: usually 1 to 2 weeks
- Large or complex moves: planned in phases
- Afterhours or weekend cutovers available by arrangement
How We Price Mail Migration Work
Pricing is based on the number of mailboxes, the amount of data to move, the condition of the source system and any special requirements such as multiple shared mailboxes or complicated folder structures. We quote after the assessment so you know what is included before any work starts. There is no sense guessing when one account has 2 GB and another has 28 GB with years of attachments.
Most non-profits prefer a fixed project quote for the migration phase, with optional support after go live if they need it. That keeps the budget clear for trustees, finance staff and programme managers. If a team needs extra admin help, training or contact imports, we include those as separate line items so you can decide what to take now and what to handle later. We try to keep the costs practical and straight foward.
- Quote based on user count and mailbox size
- Extra work priced separately where needed
- Fixed project pricing available for clear budgeting
- Ongoing admin help can be added after go live
Validation, Maintenance and Support After Go Live
Once the migration is complete, we do a validation pass to confirm that mail is arriving, folders are visible, calendars are syncing and key users can log in. We check the first round of replies and make sure any routing changes have settled. If an issue appears, we log it and correct it before it turns into a bigger support problem.
After go live, we recommend short maintenance intervals during the first week and then again after the first month. This lets us catch missed devices, delayed sync, or users who still need their mobile setup refreshed. For organisations with seasonal campaigns or board cycles, we can arrange check-ins before busy periods. That is especially useful when several staff members rotate through shared inboxes and calendars.
- Initial validation immediately after cutover
- Follow-up checks in the first week
- Second review after 30 days
- Optional ongoing admin help for routine changes
Key facts
| Migration method | Staged or single cutover, depending on mailbox size and business needs |
|---|---|
| Data types | Message, folders, calendars, contacts and shared mailbox content where supported |
| Typical turnaround | 2 to 5 working days for small moves, longer for larger or complex projects |
| Validation | Login tests, mail flow checks, folder checks and post cutover review |
| Coverage | Non-profit organisations across South Africa, including major metros and regional offices |
| Support window | Afterhours and weekend migration support available by arrangement |
