How to avoid email interruptions when switching to Microsoft 365 or Google Workspace

What can go wrong when changing a company's email to Microsoft 365 or Google Workspace?

Email depends on the domain, DNS, accounts, aliases, groups, applications, devices and authentication records. Changing only the MX record may leave users, scanners or applications outside the new mail flow. A migration must address coexistence, synchronization, cutover timing, rollback and inbound and outbound validation.

Risks to review

• Change MX before creating and testing all recipients.
• Lose aliases, groups, forwardings or shared mailboxes.
• Leave SPF, DKIM or DMARC pointing to the previous provider.
• Do not include applications, printers, and systems that send mail.

Safe recommendations

1. Inventory domains, users, aliases, groups and every email-sending source.
2. Validate domain ownership and prepare the records supplied by the provider.
3. Define how systems will coexist and what happens to messages during cutover.
4. Limit parallel changes and maintain a documented rollback path.
5. Test inbound and outbound mail, authentication, calendars and devices.
6. Monitor bounces and message traces after the change.

When to seek specialized help

• There is more than one domain or email provider.
• There are servers, forms, printers or applications that send messages.
• The company cannot tolerate loss or interruption of mail.