Mail Migration (*administrator only)
You can migrate email from external sources (e.g. Gmail or on-premises mail servers) to MailPlus Server for centralized management.
Task Setup
At Server Management > Mail Migration > Create, you can create a mail migration task. See the following sections to learn how to set up the task.
To define general task settings:
Go to General to specify basic task information:
- Task: Customize a task name.
- Select the server type: Select from external mail providers like Gmail, or self-owned mail servers like Microsoft Exchange.
- Server Address: Specify the source server IP address or domain name.
- Port: Specify the source server port.
- Enable secure connection (SSL): Select to migrate email over an SSL connection.
- IMAP path prefix: Specify the IMAP path prefix (a prefix common to all folders, usually used as the IMAP namespace for the folder names), depending on the source server type:
- On-premises IMAP servers and Microsoft Exchange servers: Go to the server settings to find out this information.
- Third-party email services: Gmail and Yahoo Mail have a blank IMAP path prefix; for other services, enter
INBOX
(commonly used) or consult relevant documentation for details.
- Migrate mail with the delegate account (for Microsoft Exchange): Select to specify a delegate account that has full access permissions of all other source accounts. With the delegate account, you can migrate email without acquiring access permissions of each source account in advance.
- Accounts to migrate per time period: Define how many source accounts will be migrated per work session.
- Mailboxes to migrate per account: Define how many mailboxes will be migrated per source account.
- Schedule email migration: Set a schedule to run the task to avoid heavy traffic time.
Note:
- The task name cannot be specified as ".." or ".".
- The task name cannot contain any of the characters: / \ : "
- Define Accounts to migrate per time period and Mailboxes to migrate per account depending on the source server's capability. For example, Microsoft Exchange Server 2013 allows at most 16 mailboxes to migrate per account.
- To send success or failure notifications, make sure Enable SMTP is selected (at Protocol > SMTP).
- If you provide an IP address for Server Address, success or failure notifications may not be sent.
- When the source mail server is Gmail/Google Apps for Work/G Suite or Yahoo!, consider additional requirements below:
- Gmail/Google Apps for Work/G Suite: All accounts to migrate should have Access for less secure apps turned on (see here) or have an App password (see here).
- Yahoo!: All accounts to migrate should have Allow apps that use less secure sign in selected (see here) or have app passwords (see here).
To set up email and mailbox filters:
Go to Filter and specify which email messages and mailboxes to migrate:
- Skip mail received before the date and Skip mail received after the date: Skip mail received before or after the specified date in migration. Mail received on the specified date will not be skipped.
- Skip trash mail and Skip spam mail: Skip mailboxes that carry the "\Trash" or "\Junk" attribute as defined in RFC6154
- Maximum size per email (KB): Select to migrate email not larger than the specified size.
- Enable mailbox filter: Select to decide which mailbox to skip or migrate by keyword:
- Filter policy: Select Skip mailboxes by keyword or Migrate mailboxes by keyword.
- Set Keywords: Click to fine-tune filter policies through the two sections:
- Keyword: Add keywords here to process matched mailboxes according to the filter policy.
- Exceptions: Add keywords here so that matched mailboxes will not be processed according to the filter policy.
Note:
- You can set a regular expression as a filter. You should add a slash (/) before and after the regular expression (e.g. /^RegExp$/).
To receive migration notifications:
Go to Notification to set up the notification service to know each account's migration result.
- Send success notification: Select to receive notifications when each account's mail migration completes. You can further decide where the notification should go to.
- Send failure notification: Select to receive notifications when each account's mail migration fails. You can further decide where the notification should go to.
To import the user list:
First, prepare a user list following the requirements below:
- The user list should be a CSV file. It can be generated with Microsoft Excel or Google spreadsheets.
- List one user account information in one row.
- List each user's following types of information from left to right: the source account, the source account password, and the corresponding MailPlus Server account.
- Separate each type of information with a comma (,).
- When the source server type is set to Microsoft Exchange and Migrate mail with the delegate account is enabled, you can omit the source account passwords (e.g. source_account_X,,MailPlus_Server_account_X).
Then, you should have a valid user list like this:
source_account_1,source_account_1_password,MailPlus_Server_account_1 |
source_account_2,source_account_2_password,MailPlus_Server_account_2 |
source_account_3,source_account_3_password,MailPlus_Server_account_3 |
... |
source_account_N,source_account_N_password,MailPlus_Server_account_N |
Last, go to User List to import the user list and have it checked:
- Import: Click to import a user list that specify source accounts, source account passwords, and corresponding MailPlus Server accounts.
- Delete: Click to delete unwanted user data.
- Check: Click to check if all imported source accounts are correct and if all corresponding MailPlus Server accounts are enabled.
Note:
- A source account or a corresponding MailPlus Server account cannot contain the ":" character.
Task Management
After a mail migration task is fully set up, you can manage it and view its status.
To view task status:
To view the task status, go to Server Management > Mail Migration. To see task summary and logs, click Information (the document icon).
To run a task:
- Go to Server Management > Mail Migration.
- Select a task, and click Start.
Note:
- To avoid migration errors, do not do either below during mail migration:
- Changing the IMAP/POP3 settings on MailPlus Server
- Moving or deleting email on the source mail server