With everything situated and prepared for the big move, it is only natural to want to know or have some sort of game plan to get through the transfer. Every company has their own unique methods of transferring data and keeping things organized, but the following should suffice as a general outline of what to expect:
1. All data is transferred from the current server to the new server, if needed.
2. Mailboxes, usernames and passwords are created for all those wishing to have a unique user account. The number of mailboxes should match your subscription level with the outsource company.
3. Functionality of these mailboxes is tested via IP access.
4. Security is implemented to your specification.
5. Spam and content filters are placed and tested.
6. Specialized functions as well as routine procedures are implemented, such as a block list, a file-size limitation, back-up procedures and other functions.
7. Diagnostic tests are run to ensure the functions you’ve specified are in working order.
8. Once initiated, all current emails are redirected from your current server to the new server.
9. After a period of transfer time, all emails will go directly to the new server as the old server is taken down. This process can take up to two days to complete.
10. In ideal situations, all employees will be completely unaffected by the process taking place and functionality should not be compromised during the move.
11. You will be provided with administrator and user manuals to help you take control of the mail system. These manuals will help you change settings and such if and when you need to.
12. The company will help you sort through ways to contact them and how to best reach them for assistance.
13. Employees will be given detailed instructions on how to access their new mail accounts, though user actions usually do not require any change at all.
It sounds like a lot to digest, and it can be for those who are not acquainted with the more intricate workings of email. However, an outsource company takes care of practically everything for you. So as you look at this list of steps to take, don’t worry. All you would likely have to do is set up mailboxes for your employees. You can even let each employee set up his/her own. Not much is laid on your shoulders in this process and that’s the way it should be. After all, you are switching to an outsourced email system to try to increase your efficiency, right?
