Plan the move before any mail is touched
We begin with a short review of your current setup, including mailbox sizes, user counts, shared addresses, calendars and any devices that already sync mail. This helps us work out the best order for the move and avoid surprises on the day.
For non-profits, timing matters. A board week, donor drive or audit period is not the right time to leave staff without access, so we map the migration around your busiest hours and, where needed, after-hours support. We also check for any municipal or office network limits that could affect downloads on slower lines or during load shedding.
- Check each mailbox and shared account
- Confirm who needs calendar and contact data
- Agree on cutover timing and user access
- Note any special folders or large attachments
Move mail in stages so staff can keep working
Once the plan is approved, we move the mail in stages. This usually starts with domain linking and mailbox setup, then selected mail is copied into the new hosted accounts before the final switch. Where teams need to keep reading older messages during the changeover, we keep the process tidy so nothing is lost or duplicated unnecessarily.
We handle contact imports and, where required, calendar setup and document space setup at the same time. That way staff can pick up their normal work with the least amount of rechecking. If your team uses phones and tablets in the field, we can also help with mobile device setup so people are not left guessing on Monday morning.
- Mail migration from existing accounts into hosted inboxes
- Contact imports for individuals and shared lists
- Calendar and document collaboration setup
- Device checks for Outlook, Apple Mail, Android and iPhone users
Protect folders, signatures and access rules
Migration is not only about moving messages. We also look at folder structure, forwarding rules, shared calendars, aliases and basic security settings. If your organisation has volunteers, project staff and trustees using the same domain, we make sure access is split correctly so people only see what they need.
We also do a security review before go-live. That includes account passwords, recovery details and admin access, plus a check for old forwarders that could send sensitive information to the wrong place. It sounds small but in a non-profit setting even one missed setting can cause delays.
- Review old forwarding and auto-reply rules
- Check shared folder and calendar permissions
- Confirm admin handover points and recovery details
- Keep sensitive accounts limited to approved users
Prepare staff for the first day on the new system
People need clear guidance at the end of a migration, especially in offices that are short-staffed or spread across Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein. We provide team training so each user knows how to open mail, use shared calendars, find documents and update contacts without phoning for every small thing.
Training can be done for office teams, remote workers or mixed groups. We keep it practical and focus on the tasks people do every day, not theory. If your staff work from mobile devices or use shared inboxes, we cover that too, so the first week does not become a support scramble.
Go live with support close at hand
On go-live day, we stay available while users start working on the hosted accounts. If a mailbox is slow to sync or a device needs a final tweak, we sort it out. This is especially useful when teams are under pressure and need support on the day.
After the move, we remain available for ongoing admin help. That includes account additions, password resets, small permission changes and guidance on shared tools. For many organisations, this steady support is what turns a difficult move into a manageable one.
What you get after the migration is complete
When the migration is finished, your organisation should have a clearer, easier system to manage. Mailboxes are hosted under your own domain, calendars can be shared properly, and documents can be handled in one place instead of across personal accounts.
Clients contact us through the enquiry form on our contact page, and we take it from there with the setup steps that suit your team size and budget. Inbox NPO Mail works with non-profits across South Africa from our Observatory, Cape Town base, with support for areas including Bellville and Stellenbosch as well.
