Email Migration Services for Australian Small Businesses
Moving email platforms to Microsoft 365 (Office 365) or Google Workspace (G Suite) is no longer a luxury. It's astrategic necessity for productivity, cybersecurity and compliance. Our Email Migration Services help Australian small businesses migrate seamlessly to modern, cloud-first mail systems with zero data loss and near-zero downtime.
Why Migrate Your Email?
Immediate Cost of Ownership
Cloud-based mail eliminates capital expenditure on servers, reduces staff overhead, typically saving 30-55% over five years for SMBs.
Anywhere, Anytime Collaboration
Secure access to mail, calendars and shared documents on any device improves staff productivity. .
Compliance
Azure-hosted Microsoft 365 data centres in Sydney and Melbourne meet the Australian requirements for governance and compliance.
Built-in Cyber Security
Advanced Threat Protection (ATP), DKM, SPF and DMARC are available straight out of the box.
Scalability
Add or remove mailboxes in minutes with predictable, per-user monthly billing.
Business Continuity
Redundancy and recovery are built-in.
Email Migration Solutions We Offer
Overview: Complete migration of on-premises Exchange Server 2010/2013/2016/2019 mailboxes, public folders and transport rules to Exchange Online.
What We Include:
- Assess mailbox sizes, public folders and custom transport rules.
- Perform synchronisation until final cut-over during an after-hours window to reduce downtime
- Decommission legacy servers following a 14-day coexistence validation
Benefits for SMBs:
Removes the need for hardware refresh cycles and patches, while unlocking Microsoft Teams, OneDrive and SharePoint integration.
Overview: Full integration of Gmail, Google Contacts, Calendars and Google Drive links to Exchange Online and Microsoft 365 apps.
Key Features:
- Enable OAuth 2.0 and create a Google Cloud Project for secure API access
- Support Microsoft 365 Business and Enterprise plans for large-scale moves
- Convert Google labels to Outlook folders, preserve read/unread state and delegate permissions
- Map Google Groups and Shared Drives to Microsoft 365 Groups and SharePoint libraries
Benefits:
Unified platform reduces licence sprawl and provides seamless integration with the Microsoft productivity ecosystem.
Overview: Full consolidation of mailboxes from cPanel, Plesk, ISP-hosted or legacy systems such as Lotus Notes, Zimbra and Novell GroupWise.
Process Overview:
- Use IMAP migration with threading to respect ISP limits
- Configure aliases, distribution lists and forwarding rules
- Centralise scattered mailboxes, enhancing searchability and eDiscovery
Overview: Establish connectivitybetween on-premises Exchange and Exchange Online, enabling gradual cloud adoption.
- Deploy Exchange Edge Transport, configure Autodiscover and establish mail routing between on-premises free/busy look-ups and unified GAL
- Allows phased migration and preservation of on-premises compliance controls
Overview: Comprehensive post-migration support, mailbox health monitoring, and user workshops.
- Ongoing technical support (Outlook, Teams, OneDrive)
- User training workshops
- Rapid issue resolution and ROI through intentional a user adoption change management focus
Overview: Ability to provide configuration of data loss prevention (DLP) policies, retention policies and in-place holds to satisfy Australian compliance obligations.
How we ensure sovereignty: For Office 365/Microsoft 365 all data is geo-locked to Microsoft's Australian East and Australian Southeast facilities.
- Discovery & Assessment: Planning includes scans for mailbox size, public folders, and compliance requirements
- Planning & Architecture: Choose cut-over, staged or hybrid method; design your end-to-end mail solution
- Execution: Migrate 5-10% of mailboxes to validate migration success
- Validation & Optimisation: Verify mail flow, mobile devices, shared mailboxes, decommission legacy hardware
Common Migration Challenges & Our Migration Strategies
Minimizing Risk
Challenge: Scheduled cut-over and roll-back plans.
Our Solution: We reduce migration mailboxes over 15 years, 99.9% customer satisfaction rate with no critical incidents.
Legacy Authentication
Challenge: Security Defaults strongly encouraged with MFA enabled, Conditional Access policies and third-party apps disabled for business apps through App Passwords or Modern Auth upgrades.
User Adoption
Challenge: Address with Change management and staff buy-in.
Our Solution: Multiple training mediums, incremental rollouts, and stakeholder education.
Compliance & Legal Hold
Challenge: Implement Retention Policies and Litigation Hold policies.
Why Partner with 4Micro?
Proven Track Record
100% of mailboxes integrated over the last 15 years, 99.9% customer satisfaction rate with no critical incidents.
Comprehensive Methodology
Flexible scheduling and budget-aware solutions starting from as little as 4 to as many as 100's of mailboxes.
We have guided thousands of organisations through successful email migrations—one vendor, one SLA.