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Alibaba Mail migration

Last Updated: Nov 04, 2019

Preface:
Email migration is a complicated project. Considering that emails are essential to the operation of enterprises, you must exercise caution when migrating emails. After the project is started, we recommend that the migration team work together with the IT staff from the customer side to work out a detailed migration plan. Before performing the migration to Alibaba Mail, make sure that the customer has signed off on all the issues.
Requirement confirmation:
Collect information about the domain names of the following services: WebMail, Internet Mail Access Protocol (IMAP), Post Office Protocol - Version 3 (POP3), Simple Mail Transfer Protocol (SMTP), and Lightweight Directory Access Protocol (LDAP). The customer can customize domain names or use the universal domain names provided by Alibaba Mail.
The following table lists the domain names of the POP, SMTP, and IMAP servers.

Protocol Domain name Port number (normal) Port number (encrypted)
POP3 pop.sg.aliyun.com 110 995
IMAP imap.sg.aliyun.com 143 993
SMTP smtp.sg.aliyun.com 25 465
HTTP mail.sg.aliyun.com 80 443


The URL of Alibaba Mail WebMail is https://mail.sg.aliyun.com/. We recommend that you configure the client as follows.
Collect information about how internal applications call the SMTP service, including the mail account that calls the SMTP service and the domain name of the SMTP server. To migrate to Alibaba Mail, you must update the domain name of the SMTP server that is called by applications. Make sure that the email data to be migrated is within 1 TB. A typical migration of all email data takes about 2 weeks. The actual time depends on the bandwidth for email data transmission.
1. Enter the domain management console
1.1 Manage mailbox domain names (We strongly recommend that you perform MX record parsing after email migration.)
Access https://www.alibabacloud.com/ to register an Alibaba Cloud account.
If you already have an Alibaba Cloud account, access https://account.alibabacloud.com/login/login.htm? spm = a3c0i.7911826.1097638.29.441914b3c2FCcR&lang=en&oauth_callback=https://www.alibabacloud.com/ and use the account for logon.
account for logon
Click Console in the upper-right corner to access the Alibaba Cloud console. In the left-side navigation pane, choose Products > Domains & Websites > Email. On the Email Services page, click Manage in the Actions column corresponding to the domain that you want manage.
Console
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1.2 Log on to the mailbox administrator platform
On the Basic Info tab of the Email Management page, click Logon. Use postmaster@domain.com and the corresponding password to log on to the mailbox administrator platform. Then, you can perform operations such as creating an email account and creating a mail group. To access the mailbox administrator platform, you can also access https://mail.sg.aliyun.com/, and use postmaster@domain.com and the corresponding password for logon.
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When you log on for the first time, the system requires you to change your password.
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2. Employee&Department Management

2.1 Create multiple accounts at a time,select DEPTs&Users-Employee Accounts-Import/Export-Import
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Download the template.
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Import multiple accounts at a time.
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2.2Create a static mail group
Create a mail group-Mail Groups-Create Mail Group
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Click Save.
Manage mail groups.
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Import members.
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2.3 Create a department mail group
When you create accounts or delete existing accounts, the changes are automatically updated to the department mail group.
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3. Email migration
In the domain management console, choose Tools-Email Migration.
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Click Enable Email Migration, configure migration parameters, and save your configurations.
First:Input original email address, and click next
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3.1 Save migration configurations.
Input original server address、port,select include Domain in,Allow SSL logon and Move Email history to Original Folder,click save.
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Make sure that email migration is enabled.
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3.2 Enable employee email migration.
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You can enable employee email migration by using any of the following methods: 1. If you have obtained the original email account passwords of employees, you can enable bulk email migration for these employees without confirmation from these employees. 2. If you cannot obtain the original email account passwords of employees, you can import these accounts to Alibaba Mail. Then, the employees can use their original accounts and passwords to log on to Alibaba Mail and enable email migration. 3. The employees log on to Alibaba Mail, and enter the original accounts and passwords as prompted to enable email migration. We recommend that you use either of the first two methods to enable email migration.
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Click to download a template
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input original email address in template file
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save template file and upload
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Confirm Target Accounts have been imported.
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3.3 Notify employees of email migration.
TIP: AFTER EMAIL MIGRATION IS STARTED, EMPLOYEES SHOULD NOT DELETE OR MOVE THEIR ORIGINAL EMAILS. OTHERWISE, THE EMAIL MIGRATION PROGRESS MAY BE INACCURATE. IF NECESSARY, EMPLOYEES CAN ORGANIZE THEIR ORIGINAL EMAILS BEFORE MIGRATION IS STARTED.
After email migration is started, the employees must access https://mail.sg.aliyun.com/, and use their new accounts and passwords for logon. After the employees successfully log on, they will receive an email migration reminder.
The following figure shows the reminder,input original email address & password logon
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Click OK. In the dialog box that appears, enter the original account and password to enable manual email migration.
The following figure shows the dialog box.
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Click OK to start the migration.
3.4 Monitor the back-end email migration process
Click Search to view all users status of Migration.
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3.5 Disable migration
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4 Send a switching notice
If MX record switching is performed, the original mailbox will not be able to receive new emails. Therefore, before you perform MX record switching, ensure that the employees are ready to use Alibaba Mail. We recommend that you send a notice to the employees in advance. After MX record switching is complete, the original system operator may need to maintain communication with the company through normal mail delivery. To this end, ensure that all employees have completed email migration, and you have deregistered or replaced the switched domain names in the original system. We recommend that you replace the original domain names with temporary domain names whenever possible. In this way, you can back up the email data of the original system accounts for a certain period of time.
5 MX record switching and parsing
After all the users complete email migration and the client is properly configured, you can enable MX, SPF, WebMail, and the DNS for the receiving and sending servers of the client to switch to Alibaba Mail.
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6. For more information, see https://www.alibabacloud.com/help/product/35466.htm?spm=a2c63.p38356.a1.2.2471246edIZJgT.