brandHow to migrate to Microsoft 365 without losing email
Email gets lost in migrations when the cut-over is rushed: DNS records change before mailboxes are copied, nobody tests shared mailboxes or delegated calendars, and the old system is cancelled the same week. Our process avoids all three.
- Inventory. Every mailbox, alias, shared mailbox, distribution list and calendar delegation is documented.
- Pre-stage. Mail and calendars copy in the background while you keep working in the old system.
- Cut-over. We switch MX and related DNS records after hours, then run a final sync to catch anything that arrived during the change.
- Verify and train. We check every user on Outlook desktop and phone, and show staff what changed.
- Retire. The old system stays read-only for a safety period before it is cancelled.
Bundling the migration with other work, such as retiring a file server? See IT projects & migrations.
Security settings most migrations skip
A new Microsoft 365 tenant is not secure by default. We enable multi-factor authentication for every account, block legacy authentication, set up SPF, DKIM and DMARC so your domain cannot be easily spoofed, and turn on audit logging. These steps are the same ones cyber-insurance applications ask about, and the same ones that stop the most common business email compromise attacks we see in the valley. Pair the migration with email security & spam protection for advanced phishing filtering.
Licensing without the waste
Most small businesses are on the wrong Microsoft 365 plan, either overpaying for features nobody uses or missing the security features they need. Business Premium is often the right fit for regulated offices because it includes device management and conditional access. We size licenses user by user so you only pay for what each person needs.
Signs it’s time for Microsoft 365 Email Migration
- Your email is still hosted with GoDaddy, a web host or an old Exchange server.
- Staff juggle personal-style accounts for business email.
- Mailboxes are full and nobody knows how to archive them.
- You are merging two companies or separating from a parent company.
- Shared files live on a single desktop or a USB drive.
If two or more of these sound familiar, take the free security check or book a free cybersecurity assessment.
What’s included
- Migrations from Google Workspace, GoDaddy, IMAP, Exchange and tenant-to-tenant
- Mailbox, calendar, contact, shared mailbox and OneDrive/SharePoint moves
- After-hours DNS cut-over with final delta sync
- MFA, conditional access and legacy-auth blocking
- SPF, DKIM and DMARC configuration
- License right-sizing and staff training
Who it’s for
- Offices moving off GoDaddy, IMAP or on-premise Exchange
- Businesses switching from Google Workspace
- Firms merging or splitting Microsoft tenants
- Regulated offices that need Business Premium security features
What affects the price
Every quote is flat and in writing. These are the factors that move the number:
| Factor | Why it matters |
|---|---|
| Number of mailboxes | The main driver; each mailbox is copied, verified and set up on devices. |
| Source system | Tenant-to-tenant and Exchange moves are more involved than IMAP. |
| Files and SharePoint | Moving shared drives, OneDrive and Teams content adds time. |
| Licensing | Microsoft 365 licenses are billed monthly per user, separate from the migration. |
Migrations scheduled around your season
For lodging, retail and restaurants we schedule cut-overs in the shoulder seasons whenever possible, and always after hours. For professional offices in Edwards and Avon, a Friday evening switch means staff open Outlook on Monday and keep working.
“Todd at DubLow Digital is incredibly knowledgeable and helpful. He takes care of all the tech needs for our business - from hardware and software to cybersecurity and now handles our social media marketing. We are so grateful to Todd an his team!”
Frequently asked questions
How long does a Microsoft 365 migration take for a small business?
For an office of about 10 to 25 users, planning and pre-staging usually take one to two weeks and the cut-over itself happens over a single evening or weekend. Large mailboxes or file shares add time.
How much does an Office 365 migration cost for a small business?
Cost depends mostly on the number of mailboxes, where they are coming from and whether files are moving too. Vail Valley IT quotes migrations as a fixed project price after a short discovery call, so there are no hourly surprises.
Will there be email downtime during the migration?
No meaningful downtime. Mail is copied in advance and the switch happens after hours, followed by a final sync. Most staff simply open Outlook the next morning and keep working.
Can you move us from Google Workspace to Microsoft 365?
Yes. Gmail, Google Calendar, Contacts and Google Drive can all be moved to Microsoft 365, and we map Google groups and shared drives to their Microsoft equivalents.
Which Microsoft 365 plan should a small business choose?
Business Standard suits most general offices. Business Premium adds device management and advanced security, and is often the right fit for healthcare, financial and other regulated businesses.
Will our email addresses change?
No. Your domain and addresses stay the same; only the system behind them changes.