Migration Procedure from POP3 to Hosted Exchange Print

Migration Procedure from POP3 to Hosted Exchange

This guide explains how to safely migrate email from a POP3-based system to Hosted Exchange, minimizing the risk of email loss during the transition.

With POP3, messages are typically downloaded locally and deleted from the server. That’s why it is crucial to export and upload PST files immediately after the MX switch.

Prerequisites

• Access to the domain’s DNS control panel
• Outlook 2016 or later installed on user devices
• Email accounts currently configured with the POP3 protocol

Migration steps

1. Create all email accounts (including aliases) on the Hosted Exchange server.
   Note: this step is handled by Utixo technical support.
2. Check the Outlook version in use across devices.
   Only Outlook 2016 or later is compatible with Hosted Exchange.
3. Update the domain's MX records to point to the new system:
   
   • mx1.utixo.net
   • mx2.utixo.net
   After this change, all new emails will be delivered to the Exchange server.
4. Download any remaining emails still on the old POP3 server by using Outlook’s Send/Receive function.
5. Export emails to PST files from each local Outlook client.
   Outlook provides a built-in export feature.
6. Reconfigure all devices (PCs, tablets, smartphones) with the new Exchange profile.
7. Import PST files into the new Exchange profiles.
   Messages will then be automatically synchronized across all connected devices.

Important notes

Do not delay the PST import after changing the MX records, to avoid losing emails stored only locally.

Always confirm that Exchange synchronization is complete on every device.