If you’ve already followed our guide for setting up G Suite, then you have an account created with Google. After you’ve migrated the DNS and told the world you’re accepting emails at your new provider, it’s time to migrate all of your old emails to new inbox.

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Why Would I Do This?

If you’ve just moved your email to a new provider, or just setup a business email for the first time, you may have emails sitting in the inbox of an old account which you may want to reference later. For example, if you’ve been using a personal Gmail account for your business but now have a professional email with your business domain name, all of those emails in your personal Gmail may get lost if you don’t move them.

Of course you don’t have to do this. If you’d like to start fresh with your new account and have no old emails you want to keep, you can safely skip this tutorial.

Limitations

Each member of your organization who needs to migrate their email will need to follow these steps individually. For a small organization that may be possible, but for a larger organization you may want a different solution.

How To Migrate Your Email

Email migration can take 30-60 minutes per user in your organization. If you don’t want to take the time, consider having us migrate up to 3 user accounts for you.

Steps Involved

  1. Download and install a desktop email application: 20 minutes
  2. Place all emails you want to migrate into a new folder: 15 minutes
  3. Login to both email accounts with the desktop application: 5 minutes
  4. Copy all the emails from one account to the other: Time varies based on the number of emails

What You’ll Need

  • A desktop email application, which we recommend below.
  • Access to your old email account.
  • Access to your new email account.

Step By Step Process

First, you’ll need to download a desktop email application. Here are a couple we’ve used:

Below I’ll use Spark, since it’s already setup to know how to connect easily to Google email accounts.

Download a desktop email application like Spark

Next you need to sort all the emails you want to move. If you previously used a personal email account, you may have to split your old business emails from your personal emails. To do that, create a new “Migration” label by clicking Create new label from your personal Gmail account. Here I’ve also given it an orange color to identify it.

Create a new label for emails you want to transfer. Here it's called Migration

Next, search for any emails you want to migrate. Then drag and drop them into this new Migration folder.

Copy any emails to the Migration folder you created

Now that your emails are in the correct spot, it’s time to connect to both your old and new email accounts in Spark.

  1. Go to the Spark menu at the top of your screen
  2. Click Preferences, then Accounts
  3. Click on Gmail to add your Gmail account
Copy any emails to the Migration folder you created

Next you’ll sign into Gmail on this screen with your G Suite business account. Then repeat the process with your personal account.

Copy any emails to the Migration folder you created

Once you’ve got both accounts configured, all that’s left is to drag and drop your emails from the Migration folder in your old account to the Inbox of your new account.

Michael Cox

I help companies navigate the world of modern application development and technology.

michaelisaok


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