Migrate e-mail accounts and their e-mails from old mail server to EVO Mail Server

When a company’s mail server gets old and its performance is poor even after fine tuning, it is about time for IT staffs to consider replacing the mail server. It is a painstaking process moving all the e-mail accounts along with their e-mail messages from the old one to a new one. EVO staffs have thought about this and would like to give you a hand.

1. E-mail accounts migration – EVO Mail Server provides 3 ways to migrate user accounts from various sources:

   • EVO’s Account/Password Capturing Mode – Open a temporary unconditional login session to all users for a short period of time:
     • On Account tab, click on User Account Tools tab.
     • Click on Start button
     • Notify all users with e-mail accounts to log in with their own username and password within a period of time.
     • When time is up, click Stop button to turn off the capturing.
     • By now, EVO Mail Server should have usernames and passwords of all e-mail accounts in the company.
     • Note: Should any user be unable to log in, make sure the user turn off Encrypted Password and use Plain Password instead.
   • Windows Active Directory /Linux LDAP – EVO Mail Server synchronizes with AD and LDAP account lists rather than solely importing:
     • Click on Setting tab.
     • Scroll down to 5. Collaborating with LDAP for account authentication.
     • Click the switch and make it YES.
     • Select between WINDOWS and LINUX in LDAP server type.
     • Enter AD or LDAP server’s IP address in Domain or IP-addr.
     • The LDAP default port is 389. If it is different than 389, enter the port.
     • In Account and Password fields, enter AD or LDAP server’s administrator username and password.
     • In Domain’s DN field, break down your domain’s Distinguished Name as the following example of ldap.yourdomain.com: DC=ldap,DC=yourdomain,DC=com
     • In Action if deleting LDAP user, you can either select DISABLE or DELETE local user account when that particular user is deleted on AD or LDAP server.
     • In Sync interval, enter a integer value to define time interval that EVO Mail Server synchronizes with AD or LDAP server to update add, disable, delete actions accordingly.
   • Import e-mail accounts from CSV file – EVO Mail Server is able to import from a prepared username/password list in CSV format:
     • Prepare a CSV file containing the following fields which must not contain “,” and save the file in UTF-8 encoding:
       • Account name
       • Password
       • Domain
       • User’s full name
       • Department
       • Office number
       • Mobile number
     • Click on Import button.
     • Once import is complete, EVO Mail Server is ready to serve.

2. E-mail messages migration – EVO Mail Server provides 2 ways to migrate user accounts’ e-mail messages:

   • Use EVO Mail Migration – EVO Mail Server provides a free tool that enables administrator or account owers to perform a FTP-like account-to-account e-mail message transfer:
     • Download EVO Mail Migration (EMM) from EVO’s official website.
     •  Install and run EMM tool software
     • On Source MailBox side, enter source mail server’s IP or host name, username and password.
     • On Destination MailBox side, enter EVO Mail Server’s IP or host name, username and password.
     • Select POP3 or IMAP4.
     • Check options according to your needs:
       • SSL (implicit) – Make the transfer session in SSL connection.
       • Skip mailitems tagged with Spam – Check this to skip spam mails.
       • Skip mailitems larger than – Enter an integer value to define upper boundary to be transferred.
       • Automatically resume if migration aborts – Like FTP, EMM will pick up where it was left out in case transfer session is  broken.
       •  Skip mailitems older than – Select a date and EMM will skip e-mail messages older than that.
     • During transfer session, transferring progress and status will inform users how far has it gone.
     • Upon completion, log in user account. There will appear a mail folder called EVOMailMigration where all transferred e-mail messages are located with all the folder structures retained.
     • Drag and drop all e-mail messages and folders to appropriate locations in mailbox.
   • Import .eml mail dir. into this account – When .eml files of an e-mail account are available, it is possible to directly import them under EVO Mail Server:
     • Open EVO Mail Server GUI.
     • Click on Account tab.
     • Click on an e-mail account to open its editing profile.
     • Scroll down to Send tools/Information/notification emails section.
     • Click on Import .eml mail dir. into this account button.
     • Browse to where .eml files are located to proceed import.