Migrate your mailbox

Migration copies mail, calendar and contacts from Google Workspace or Microsoft 365 into your new Hosted mailboxes in the background, then a short cutover call switches MX so new mail arrives at PXCMail; it is free up to 50 seats and nobody stops working.

Before you start

Admin access to the source: Google super-admin or Microsoft global admin. We authorize by OAuth or admin consent; no passwords are shared.
PXCMail users created with the same addresses (directory sync keeps them identical). See Invite users.
DNS records added except MX, which changes on the call. See DNS setup.
A date for the cutover when the office is quiet. Fridays after 3 pm are popular for a reason.

Steps

Console → Migration → Connect source. Authorize PXCMail against Google or Microsoft. The connection is read-only on the source.
Map users. Matching by address is automatic; fix any mismatch (a renamed account, a former employee whose mail should go to a manager) in the table.
Choose what to move: mail with folders or labels, calendar including shared calendars, contacts, aliases and groups (recreated on the PXCMail side).
Start sync. Mail copies in the background with progress per user. Mailboxes of many gigabytes run overnight; staff keep using the old account.
Book the cutover call. On the call we switch MX together, run a final delta sync for anything that arrived since, and send a test message end to end. The call takes 20–30 minutes.
Set up devices (iPhone, Android, Outlook) and keep the old account read-only for 30 days.

Verify

The Migration screen shows every user at 100% with matching message counts per folder, source against destination. MX points to PXCMail in the DNS wizard, and the test message from the call appears in Console → Archive & audit. Download the reconciliation report and keep it with your records.

Troubleshooting

Gmail labels look duplicated. Cause: labels become folders. Fix: a message with several labels is placed in the first and referenced in the others; nothing is lost.
Counts differ by a few messages. Cause: Google counts a thread once and PXCMail counts each message, or spam and trash were excluded. Fix: compare per folder in the report; spam and trash are skipped by design.
Calendar invitations stopped updating. Cause: recurring series move intact, but external attendees still have the old organizer address if the address changed. Fix: keep addresses identical; if one changed, resend the series.
Mail still arriving in the old account after cutover. Cause: DNS caching at some senders. Fix: the old account is read-only but still receives for a short time; the delta sync on the call and the 30-day read-only window cover it.
Over 50 seats. Cause: free migration covers 50. Fix: a per-seat charge applies above that, or ask your partner.

Example

Ortiz CPA moves nine mailboxes from Microsoft 365 in the week after the April deadline. The office manager connects the tenant on Monday, maps nine users (a former preparer’s mailbox is mapped to Daniel Ortiz), and starts sync; the partner’s 40 GB mailbox finishes overnight. On the Friday cutover call, MX switches, the delta sync picks up the week’s mail, and a test W-2 from a client address is encrypted and archived. Drake and TaxDome keep sending through the firm’s own addresses, so nothing changes there.

FAQ

Will clients notice?

No. Addresses and domain stay the same. The only visible change is that sensitive messages now arrive as locked messages.

What about Google Drive or OneDrive?

Files are not migrated; Hosted covers mail, calendar and contacts. Keep your files where they are.

Can we migrate from plain IMAP?

Yes, mail only. Calendar and contacts need Google or Microsoft as the source.

Can we go back?

Yes. Standard protocols from day one, full export within 30 days of leaving, and migration tooling back to Google or Microsoft.

Still stuck? A human answers within 15 minutes on chat, 1 hour by email during business hours (24/7 for outages).