Migrate an Account From Another Service into SmarterMail

This article applies to recent versions of SmarterMail. View articles for SmarterMail 16.x and earlier.

Individual users can use the mailbox migration tool within the webmail interface to import existing email and collaboration data from most third-party mail servers, such as MailEnable, Open Xchange, IceWarp or Merak, as well as mail services like Yahoo!, Office.com and Zimbra.

NOTE: When the source server is SmarterMail, in order to pull over Calendars, Contacts, Notes, and Tasks, the account(s) on the SmarterMail server need(s) to have MAPI/EWS enabled. Otherwise, the connection will default to IMAP and only email will be transferred.

Follow these steps to use the mailbox migration tool:

  1. Log into SmarterMail as a user.
  2. Click the Settings icon.
  3. Click on Connectivity in the navigation pane. The Connectivity page allows you to add cloud file storage providers that you can use to link files from in your messages, you can add SMTP accounts, you can view your connected devices...AND you can migrate messages from third party services or other mail servers into your SmarterMail Account. 
  4. Since we're migrating data, on the Mailbox Migration card, click the Migrate button.
  5. The Mailbox Migration modal appears. Here, you will select which service or mail server you want to migrate data from. Find your appropriate starting point and click on its icon. 
  6. The information required will vary based on the service or server you're migrating from, and in some cases SmarterMail will know information, such as the Server Address you're migrating from. For example, when migrating from Office.com, you'll simply need your email address and password: SmarterMail fills in the Server Address for you. However, if migrating from another email server, such as MailEnable, you'll need more detailed information such as your server address, port number, the Type of migration being performed (POP or IMAP), etc. 
  7. Once you've filled out the necessary information, and selected the items you want to migrate over, the mailbox migration will start. You can track its progress as the data is imported. So now, it's a waiting game. The total time necessary to migrate your data depends on how much data there is, your internet connection and other factors.

NOTE: The mailbox migration tool will only transfer email, contacts, calendars, tasks, and notes (if supported) from a single third-party mailbox to your SmarterMail mailbox.

SmarterMail is typically able to keep date and time stamps when importing from other email server as long as they follow the standard time and date format in the email header. In addition, it may be necessary to make changes to your account, especially if you're importing data from services like Microsoft 365 (Office) or Yahoo! to allow for mis-named "insecure applications". So, be sure to make any necessary security changes to your account BEFORE you start the migration process. 

Finally, there may be a discrepancy in the number of items in the Deleted Items folder after a migration. This is because some email providers, notably those made by Microsoft, don't restrict the type of item that gets stored in Deleted Items. For example, in your Office.com account there may be contacts, calendar appointments, notes, and tasks in Deleted Items. SmarterMail only allows mail messages in Deleted Items, we do not import other item types during a migration.


Learn more about SmarterMail's enterprise email features and benefits.


If I have a user already in SmarterMail (like Fred@mydomain.com) and I use this tool to import Fred's mail, cal, and contacts from an Exch 2007 Sp1 or later platform, will it Merge the data or Overwrite Fred's existing account in SmarterMail?
William Lolli (8/25/2016 at 7:51 AM)
Hello William. When you perform a mailbox migration on an account in SmarterMail, the third-party data will be imported separately from what's already in the SmarterMail account. It will merge, so to speak, in that both data will be available in the mailbox; however, the imported third-party data will not overwrite any data currently there.
Andrea Free (8/25/2016 at 10:17 AM)
in the case I have 1200 users, can I migrate all of them as administrator or it's only each user who can migrate his own account? Thanks
Guille Garcia (10/18/2022 at 1:46 AM)
Hi Guille! SmarterMail is 100% API-driven, which means that all functionality available in the web interface is accessible via web service calls. The API can be scripted to automate Mailbox Migration per account, so the users don't have to do it manually.
Andrea Free (10/20/2022 at 10:56 AM)