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Migrating mail from other providers

Overview​

Moving your business to a new platform often requires bringing your historical data with you. Clearbox provides streamlined tools to migrate your existing emails and folders from your old provider (such as Gmail, Outlook, or Yahoo) into your new professional suite.

Our goal is to ensure that no message is left behind. If you find these steps complex, please reach out to our Migration Specialists via the dashboard, and we can manage the entire process for you.

1. Choosing Your Migration Strategy​

Depending on your previous provider and technical comfort level, we offer two primary methods:

  • The Clearbox Migration Wizard (Recommended): This is our automated assistant found in the Admin > Migrate panel. It is designed to handle the heavy lifting, importing your mail, contacts, and calendar entries directly into your new accounts.
  • IMAP Sync: This method creates a direct "digital bridge" between your old mailbox and Clearbox. It essentially copy-pastes your messages and folder structures from the old server to the new one.

2. Example: Migrating from Gmail to Clearbox​

Moving from a personal Gmail or a legacy G Suite account is a common process. Here is how to prepare for a successful transfer:

  1. Prepare the Old Account: Log into your Gmail settings and ensure that IMAP Access is toggled to "Enable." This allows Clearbox to securely request your data.
  2. Launch the Wizard: In your Clearbox Admin Console, navigate to the Migration section and select "Gmail" as your source.
  3. Authorize & Transfer: Follow the prompts to securely link the accounts. The Wizard will begin importing your data in the background.
  4. Final Review: Once the process is complete, log into your new Clearbox web app to verify that your folders and labels have been successfully recreated.

3. The "Post-Migration" Checklist​

Once your data has arrived in Clearbox, there are a few essential steps to finalize the transition and ensure your new mail arrives correctly.

  • Redirect Your Mail (Update MX Records): Your "MX Records" act like a forwarding order at the post office. You must update these in your domain settings to tell the internet that all new mail should now be delivered to Clearbox.
  • Verify Security (Update SPF Records): Update your security settings to authorize Clearbox to send mail on your behalf. This ensures your outgoing emails don't end up in your clients' spam folders.
  • Device Reconfiguration: Since you now have a new "digital home," you will need to update the settings on your phone and computer using your new Clearbox credentials. (See our [Mobile Integration Guide] for help).
  • Team Communication: Ensure your staff members are aware of the switch. Provide them with their new login details and a link to the Clearbox Web App.

Troubleshooting & Tips​

  • Large Mailboxes: If you have many years of data, the migration may take several hours. This happens in the background, so you can continue working while the transfer completes.
  • Password Changes: If you change your password on your old provider during the migration, the connection will break. Please wait until the transfer is finished before updating credentials.

Need a Hand with Your Migration?​

Moving data is a sensitive task. If you would prefer a Clearbox engineer to handle your DNS updates or your data transfer, we offer Complimentary Migration Support for all professional suites.