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Transferring your Hosted Exchange Email to
Posted by Doug Endersbee on 07 May 2012 06:37 PM

Transferring your company's Hosted Exchange Email is quite straight forward.

This article contains suggestions and steps to help you have a smooth and secure transition to our service. It assumes you are using Outlook as the email client, though the steps and logic are similar for other email clients.

1. Purchase the mailboxes from There are bulk email plans of 25, 50 and 100 mailboxes and you can also purchase email accounts individually.  

2. Having purchased the mailboxes you now have an account and can login to your control panel and set up the individual mailboxes with username, the preferred domain and password. At this point the mailboxes are NOT active and your users will still be using your current service. You will give your users their new usernames and passwords.

3. Office computers and laptops. It's at this stage that you should prepare the users hardware for the transition to the new service. Firstly, for Windows/Outlook users create a new profile and then set up the new email account in that profile. You can enter the server name, login and password. Obviously the email account cannot function until the MX records for the domain are changed. Then take a backup of the PST files on a separate drive and import the legacy PST files into the new email account in the new profile. More detailed information on the Outlook email set up of local hardware is here.

4. Change the MX records on the domain; it's best to do this the night before getting users to use the new service, say 8pm. The MX records will propagate fairly fast and and email will then be delivered to the new Exchange server and will be available for them in the morning via Outlook Web Access (OWA) or via their Outlook client.

5. Go Live for users. As users arrive in the morning they can access new email via OWA. They will need guidance on using their Outlook client the first time as it will want to synch with the Exchange Server and if they have very large files and/or slow PC and the uplink with your ISP is slow then their email could spend many hours retrieving the PST files and uploading. It is worth considering delaying the synchronisation until that person has finished for the day and let the synch happen overnight, or synching contacts and calendars in the morning and allowing emails to synch overnight. Ozhosting cannot alleviate the slowness in this process - the Exchange Servers and our inbound bandwidth capacity will not be limiting factors in this process.

6. Following synchronisation the user can add other devices (Smartphones and tablets) and set these to synch with their email account.

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