Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.diekerit.com/llms.txt

Use this file to discover all available pages before exploring further.

Switching to Microsoft 365 from an older email system, on-premises file server, or another cloud provider is one of the most impactful IT changes a small business can make. Done well, the migration is nearly invisible to your staff. Done poorly, it can mean lost emails, days of downtime, and frustrated users. This guide walks you through every stage of a successful migration, and explains where DiekerIT steps in to handle the technical heavy lifting.
This guide covers migrations from common source environments: on-premises Exchange, Google Workspace, hosted POP/IMAP email, and local file shares. If you have a more complex setup, contact DiekerIT for a tailored assessment.

​
Migration overview

A Microsoft 365 migration has six distinct phases. Each one builds on the last — skipping ahead increases the risk of problems at go-live.

​
Step-by-step migration process

1

Assess your current IT infrastructure

Before you move anything, you need a clear picture of what you have. DiekerIT conducts a discovery session that covers:
  • Email system — How many mailboxes? What is the current provider or server? How much mailbox data per user?
  • File storage — Where are shared files stored today (file server, NAS, Dropbox, Google Drive)? How much data in total?
  • Applications — Which software connects to your email or file storage and may need reconfiguring after migration?
  • User accounts — How many users? Are there shared mailboxes, distribution lists, or resource calendars?
  • Custom domains — Which domain names do you use for email? Do you manage your own DNS?
The output of this phase is a migration inventory and a risk register that shapes every decision in subsequent steps.
Start gathering DNS credentials and admin access for your current email provider early. Waiting for these at the last minute is the most common cause of migration delays.
2

Choose the right Microsoft 365 plan

With the inventory in hand, DiekerIT helps you match your requirements to the correct licence tier. The key questions are:
  • Do users need full desktop installs of Word, Excel, and PowerPoint, or is browser access sufficient?
  • Do you need advanced security features such as device management or data-loss prevention?
  • How much cloud storage does each user need?
Web and mobile Office apps, Teams, Exchange (50 GB mailbox), SharePoint, and 1 TB OneDrive per user. Best for teams comfortable working primarily in a browser.
Once the plan is selected, DiekerIT provisions your tenant, verifies your domain, and creates user accounts before any data moves.
3

Migrate email and contacts

Email migration is usually the most time-sensitive step because users notice immediately if their mailbox is missing history.DiekerIT uses Microsoft’s native migration tools and third-party migration platforms depending on your source system:
  • From on-premises Exchange — A staged or cutover migration via the Exchange Admin Center, depending on mailbox count and downtime tolerance.
  • From Google Workspace — The Microsoft 365 admin center’s Google Workspace migration wizard handles mail, contacts, and calendar events.
  • From IMAP providers — An IMAP migration moves messages into Exchange Online mailboxes. Contacts and calendars are migrated separately.
The general sequence is:
  1. Pre-stage historical email to Microsoft 365 while users continue working on the old system.
  2. On the cutover date, update the MX DNS record to point to Microsoft 365.
  3. Allow DNS propagation (typically 15–60 minutes).
  4. Verify mail flow, then decommission the old mail system.
Do not update your MX record until you have confirmed that your new Microsoft 365 mailboxes are correctly configured and that a test message delivers successfully. Rolling back an MX change is straightforward, but it causes confusion for users if done repeatedly.
4

Migrate files and shared data

Files stored on a local server or another cloud service move to SharePoint (team files) and OneDrive (personal files).DiekerIT maps your existing folder structure to the appropriate Microsoft 365 destination:
SourceDestination
Shared network drive (\\server\shared)SharePoint document library
Personal user folders (My Documents)OneDrive for Business
Department foldersSharePoint team sites
Google Drive shared drivesSharePoint document libraries
After migration, DiekerIT installs the OneDrive sync client on each user’s computer so files appear as a local drive — no change to daily workflow.
Large file migrations (over 1 TB) may run over several nights to avoid impacting your internet connection during business hours. DiekerIT schedules these windows with you in advance.
5

Set up Microsoft Teams and collaboration tools

Once email and files are in place, DiekerIT configures Teams to match the way your organisation actually works:
  • Team structure — One team per department or project, with channels for sub-topics.
  • Guest access — Enable external users (clients, contractors) to join specific Teams without a full Microsoft 365 licence.
  • Meetings and calling — Configure Teams for audio and video conferencing. If you need to replace a phone system, DiekerIT can add Microsoft Teams Phone.
  • SharePoint integration — Each Team automatically gets a linked SharePoint site. DiekerIT connects relevant document libraries so files are accessible directly in Teams channels.
Agree on naming conventions for Teams and channels before go-live. Changing names after staff have bookmarked channels causes confusion.
6

Train your employees

Technology only delivers value if people use it confidently. DiekerIT provides post-migration training tailored to your team’s experience level:
  • Quick-start sessions (30–60 minutes) covering the most common daily tasks: sending email in Outlook, joining a Teams meeting, and finding a file in OneDrive.
  • Role-specific training for administrators, managers, and power users who need to manage mailboxes, create SharePoint sites, or configure Teams.
  • Written guides and cheat sheets for reference after the session.
Most users reach baseline proficiency within one to two weeks of go-live. DiekerIT remains available on the helpdesk throughout the transition period for questions and issues.

​
Tips for a smooth transition

Before migrating all users, move three to five power users to Microsoft 365 for two to four weeks. They surface issues with app compatibility, email rules, and shared calendars before the full rollout.
Send a clear message at least one week before go-live that explains what is changing, when it is happening, and who to contact if something doesn’t work. Surprises on migration day hurt trust.
Schedule the MX record cutover and file migration for a Friday evening or weekend if your business operates Monday to Friday. This gives you the weekend to resolve any issues before normal working hours resume.
Leave read-only access to the old email or file system for at least two weeks post-migration. Users occasionally remember an archived message or old file they need.
Multi-factor authentication should be active for all accounts from day one on Microsoft 365. DiekerIT enables it by default and helps users set up the Microsoft Authenticator app before go-live.

​
Ready to start?

Contact DiekerIT to schedule a no-obligation discovery call. We assess your current environment, recommend the right Microsoft 365 plan, and give you a realistic migration timeline and cost estimate.

Microsoft 365 overview

Learn what’s included in Microsoft 365 and which plan fits your business.

Tips and tricks

Get the most out of Teams, Outlook, SharePoint, and Microsoft Copilot after migration.
Last modified on May 22, 2026