How to Help Your Coworkers Transfer Email Data During a Server Switch

It’s hard to ensure there’s no downtime during an email server switch when your coworkers keep asking you if their archived emails, contacts, and calendar events will be transferred.


There’s no need to stress. Fend off your worried coworkers with some easy how-to guides so they get their archived emails and you get to get some work done.


  • Outlook to Gmail. So your company wanted more email storage (off our server, you shouted!) and the ability to access everything from any device. Congrats! You’ve switched to Gmail. Now your coworkers are freaking out about switching over all their emails and contacts. Well, after they save all their files as PSTs (directions in the how-to guide from Microsoft, below), send your coworkers here for easy, step-by-step directions for saving and uploading archived emails. As mentioned in the article, you can always get a little help from Gmail with the Google Apps Migration tool for Microsoft Outlook.


  • Gmail to any other provider. In order to switch info from Gmail to any other server, your cohorts need to download archived emails as well as any saved tasks or appointments. To settle the mob knocking at your door, let them know that downloading all their archived email and contacts is quite simple, and directions can be found here. Remind them that to upload all the data into your current email provider, simply Google how to import PST files into your email provider, and voila! Done.


  • Outlook to any other provider. If you’re making the switch from Outlook to a non-Window email service, this how-to guide from Microsoft will show your coworkers exactly how to export all Outlook items (email, calendar events, contacts, everything!) into a PST file, which they can just import into your new email provider.


  • Outlook Express or Windows (Live) Mail to Outlook. So you’re a Windows junkie. We get it! It’s time to upgrade your systems and you don’t see any good reason to switch to another OS. Well, you’re in luck. Just send your coworkers here for an in-depth (but easy!) guide to migrating archived emails from Outlook Express or Windows Mail to the current version of Outlook.


We know that there are infinite possibilities when it comes to upgrading your email server, and that we couldn’t possibly include solutions for every situation. We hope you find some solace in the fact that everyone goes through this, and every IT director has that one coworker who needs help turning on their machine. We can’t all be geniuses, so let’s be grateful that we’re in it together. Good luck!