Can you move my email to Microsoft 365?

The short version

• Ask E-3 about a move; business email is one of E-3’s services.
• You keep your email address. Ask before the move how your existing mail and folders will come across, especially mail kept only on one computer (POP or local folders).
• Plan the switch for a quiet time; a few messages may be briefly delayed while the mail records change.
• Afterwards you sign in once and re-add your email on your phone and in Outlook.
• Tell us about shared addresses like info@ and any forwards before the move.

Why move to Microsoft 365?

For most small businesses it’s a good fit:

• Mailbox size. Microsoft’s Exchange Online limits page lists mailboxes of up to 100 GB on its Business Basic, Standard and Premium plans (Microsoft raised Business plans from 50 GB in 2026). E-3’s own mail server has no mailbox size limit, so moving adds a quota rather than removing one; very large mailboxes need planning first.
• Filtering built in. Microsoft says its built-in protection guards every cloud mailbox against spam, malware and phishing by default.
• Easy setup on devices. Outlook, iPhone Mail and Android’s Gmail app all have a Microsoft option. No server names to type.
• Your domain stays yours. Microsoft 365 is built for custom domains, as its domain guide explains. Your website doesn’t move.

The trade-offs: each person’s mailbox is a monthly licence, sign-in is stricter (Microsoft pushes two-step sign-in), and the domain’s mail records must be changed carefully. If you’re also weighing Google, read Microsoft 365 or Google Workspace.

How does the move work?

A careful move always follows the same order:

1. List every address. People, shared addresses like info@, and addresses that only forward somewhere.
2. Create the mailboxes in Microsoft 365 before anything is switched.
3. Copy existing mail and folders across, and where possible, contacts and calendars.
4. Switch the domain’s mail records (MX, plus the SPF, DKIM and DMARC records that keep your mail out of spam). This is when new mail starts arriving in Microsoft 365. See DNS records for a new email service.
5. Sign in and re-add accounts on each phone and computer.
6. Test sending and receiving from each mailbox, and any website forms that send email.

What do I have to do after the move?

After the switch (how long it takes depends on how many devices you have and whether Microsoft asks for two-step sign-in):

1. Sign in once at Outlook on the web with your email address.
2. Set up two-step sign-in if Microsoft asks.
3. Re-add your email on your phone using the Microsoft or Exchange option. See set up email on your phone.
4. Re-add it in Outlook on your computer. See set up email in Outlook or Apple Mail.

You don’t need to send anyone a password.

What are the common mistakes and edge cases?

• Forgotten shared addresses and forwards. These don’t move by themselves. Tell us about every one before the move.
• Website forms. If your contact form sends through your old mail server, it needs updating at the same time.
• Mail kept only on one computer. If anyone uses POP or “On My Computer” folders, that mail isn’t on the server and won’t be copied. Say so before the move, so it can be brought across first.
• DNS managed somewhere unexpected. The records must be changed wherever your domain’s DNS actually lives. E-3 saves the existing DNS records before changing them.
• Old account left in Outlook. After the move, Outlook may show the old account and the new one. Remove the old one only once you’ve checked nothing is missing.

What if this didn’t work?

• Mail isn’t arriving after the switch. Check Junk first, then see why am I not receiving email. Tell us the time and sender.
• Your phone keeps asking for a password. Remove the old account and add it again with the Microsoft option.
• Some mail is missing. Don’t delete the old account. Tell us which folder and roughly when.

How long does it take, and what does it cost?

Microsoft 365 is billed per mailbox per month. The cost and timing for your business depend on how many mailboxes you have and how much mail is being moved.

How does E-3 handle this?

Business email is one of E-3’s services, so ask us before you plan a move. Switching the domain’s mail records is the delicate step, and E-3 saves the existing DNS records before changing them.

If you’re on E-3’s own email service, keep using it as normal until a move is agreed. For help with your E-3 email, see E-3 email: start here.

Call 814-399-4655 or email support@e3help.me to talk it through.

Related questions

• How do I add DNS records for a new email or marketing service?
• How do I get a new email address for a new employee?
• Shared mailboxes explained