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Transitioning to a new email platform shouldn't mean losing your history. At Thexyz, we facilitate a complete, zero-downtime data migration. We transfer your entire email archive, including your custom folder hierarchy, so you can pick up exactly where you left off.

Follow this comprehensive guide to prepare your domain, request your IMAP transfer, and configure your email clients safely.

Phase 1: Pre-Migration Checklist & Mailbox Provisioning

Before our support team can initiate the data transfer, the destination environment must be prepared.

1. Provision Your New Mailboxes

Recreate all existing user mailboxes on our platform via the Thexyz client area. 

• Bulk Import for Large Teams: For enterprise migrations exceeding 100 mailboxes, verify your domain ownership first. Our team can then execute a bulk user creation using a standard CSV file ([Download Bulk User Import CSV Template]).

2. Prevent "550 Bounce Errors" During DNS Propagation

If you are staging a migration and have not yet provisioned every user mailbox on our servers, external senders might receive a 550 sorry, no mailbox here by that name delivery error.

The Fix: Temporarily toggle your Local Delivery routing setting to "No". This instructs our mail servers to query your legacy provider for missing mailboxes instead of rejecting the inbound message locally. Critical: You must switch Local Delivery back to "Yes" immediately after updating your domain's DNS MX records to point to Thexyz.

3. Gather Legacy Server Credentials

To authenticate the IMAP sync, collect the following from your current email host:

• The source IMAP server hostname.

• The current (or temporary) passwords for each migrating email address.

• Google Workspace Note: You must explicitly enable IMAP access in the Google Admin console and generate unique "App Passwords" for each user.

Phase 2: Submitting Your IMAP Transfer Request

Once your environment is provisioned, open a Support Ticket or order a migration to schedule your data sync.

Scheduling Note: Migrations are typically completed within 24 hours. If you require an out-of-hours or weekend migration, please submit your request at least 48 hours in advance.

Requesting Mailbox Data Migration

Email our support team with a CSV file containing your authentication details ([Download Mailbox Migration CSV]). Format the file with three columns:

1. The migrating email address

2. The legacy/temporary password

3. The source IMAP server address

Optimization Notice (Spam & Trash): To ensure a pristine inbox environment, our automated sync excludes legacy Trash and Spam folders. If you require these specific directories to be transferred, explicitly request their inclusion in your ticket.

Migrating Advanced Account Features (Contacts, Calendars, & Rules)

We support the migration of extended groupware features. Attach the corresponding data files to your support ticket:

• Calendars & Contacts: Attach standard .ics (Calendar) and .vcf (vCard Contact) export files.

• Email Aliases & Forwarders: Provide a CSV mapping your legacy aliases and forwarding rules ([Download Alias/Forwarder Template]).

• Distribution Lists: You must manually create the empty distribution lists in your Thexyz Admin Panel first. Then, submit a CSV mapping the list names to their respective member addresses for bulk population.

Phase 3: The Multi-Step Sync & Data Optimization

To guarantee absolute data integrity and prevent lost messages during DNS propagation, we utilize a multi-pass IMAP synchronization protocol.

1. The Initial Baseline Sync: We copy the bulk of your historical data while your MX records still point to your old provider.

2. DNS Cutover: You update your DNS records (MX, SPF, DKIM) to route new mail to Thexyz.

3. The Final Delta Sync: Once DNS propagates, we run a final synchronization pass to capture any residual emails delivered to the legacy server during the transition window.

Thexyz Auto-Archive Optimization (10,000 Item Threshold)

To maintain peak IMAP performance and prevent local database corruption in clients like Thunderbird and Apple Mail, our platform utilizes an automated folder optimization threshold.

If an active directory (such as your Inbox or Sent Items) exceeds 10,000 individual messages, our system automatically segments older data into searchable archive sub-folders.

• The Logic: Active folders retain all messages from the current year and the previous calendar year.

• The Structure: Older messages are safely routed to corresponding sub-directories (e.g., a bloated "Invoices" folder will generate Archive.Invoices.2024, Archive.Invoices.2023).

• Accessibility: All archived data remains instantly searchable and natively accessible across all your synchronized desktop and mobile apps.

Phase 4: Post-Migration Desktop Client Setup (Microsoft Outlook)

Once your migration is verified, you must secure your account and update your email clients (phone, computer, tablet) to use Thexyz IMAP and SMTP server hostnames.

1. Update Passwords & Generate App Passwords (Recommended)

Security Best Practice: If you provided your current password or created a temporary password for the migration process, your first step should be logging into the Thexyz Webmail interface to change your primary account password. If you are unsure of the password, it can be reset through the client area, for help see How to Reset Your Mailbox Password. 

For enhanced security, we strongly recommend generating dedicated App Passwords for your desktop and mobile email clients. Using App Passwords isolates your primary login credentials and provides an extra layer of protection for your IMAP and SMTP connections, preventing third-party apps from having full access to your account settings.

2. Updating Microsoft Outlook Clients

If you use Microsoft Outlook, strict adherence to the following procedure is required to prevent .OST and .PST data file corruption.

 The Golden Rule: Always Create a Fresh Outlook Profile Never attempt to overwrite the server hostnames inside an existing IMAP or POP profile. This frequently causes synchronization failures and permanent data corruption.

1. Leave your legacy Outlook profile intact as a read-only historical reference.

2. Open the Outlook Profile Manager (via the Windows Control Panel).

3. Click Add to create a brand-new profile using your newly migrated Thexyz IMAP credentials (or your newly generated App Password).

4. Once the new profile successfully downloads your inbox hierarchy, set it as the default profile.

Migrating Custom Outlook Rules Local client rules (e.g., "Move messages from billing to the Accounting folder") are bound to the specific Outlook profile, not the server.

• Export: Open your legacy profile > File > Manage Rules & Alerts > Options > Export Rules (Save as an .rwz file).

• Import: Open your new Thexyz profile > File > Manage Rules & Alerts > Options > Import Rules (Select the .rwz file).

Critical Warning for Legacy POP3 Users If your previous connection utilized the POP3 protocol, your email data exists only on your local hard drive, not on the legacy server.

1. Mandatory Backup: Export your entire legacy profile as a local .PST file before making any changes.

2. Merge Data: Create your new Thexyz IMAP profile. Once authenticated, use the Outlook Import tool to merge your .PST backup into the new IMAP profile, which will sync your local history up to the new cloud server.

Quick Answers (FAQ)

Will I lose any emails during the domain transfer?

No. We utilize a multi-pass sync. We migrate your core data first, allow you to change your MX records, and then run a final "delta sync" to capture any emails delivered during the DNS propagation window.

Are my custom folders and sub-folders migrated?

Yes. Our IMAP migration tool accurately maps and recreates your exact folder hierarchy on the new servers.

Why are some of my older emails in an "Archive" folder?

To keep your email application running fast and crash-free, folders containing more than 10,000 messages are automatically optimized. Emails older than the previous calendar year are safely segmented into an Archive.[Folder Name].[Year] directory.