Migrating to Microsoft 365 is more than just a technical upgrade; it’s a strategic investment in productivity, security and long-term growth. No matter which email system you’re currently using – like Microsoft Exchange hosted on your own servers, Google Workspace or something else – this guide provides clear, step-by-step instructions on how to move to a new system or cloud-based solution.
Why Migrate to Microsoft 365?
Microsoft 365 is trusted by more than 345 million users every month. Its core advantages include:
- Enhanced collaboration – Real-time communication through Teams, SharePoint and OneDrive.
- Robust security – Industry-leading threat protection and compliance tools.
- Scalability – Support for growing organisations without major infrastructure spend.
- Cost efficiency – Reduce CAPEX and shift to predictable monthly OPEX.
Step 1: Assess Your Current Setup
Before you do anything else, you need to understand your current systems Take time to:
- Audit mailboxes, data stores and user accounts.
- Identify dependencies and third-party tools.
- Analyse data types and volumes.
- Assess network readiness and bandwidth.
By preparing this way, you will avoid surprises and select the right migration path.
Step 2: Choose the Right Migration Strategy
There’s no one-size-fits-all when migrating to a new system. Your best approach depends on user count, complexity and timeline:
- Cutover migration – A high-impact but fast and effective transition to get new systems operational quickly; a great strategy for organisations with under 50 staff.
- Staged migration – A medium-impact and highly considered approach to transition, mostly used when moving from older Exchange on-premises systems. Effective for businesses with more than 50 staff or slower upload speeds.
- Hybrid migration – A low-impact transition to run cloud and on-premises Exchange in tandem (great for larger organisations).
- IMAP/POP migration – Similar to a cutover in terms of high impact, this email-only migration enables all mailbox data to transition from platforms like webmail.
Step 3: Prepare for Migration
To avoid major disruptions and downtime, it’s important to prepare thoroughly:
- Set up your Microsoft 365 tenant and verify domains.
- Assign appropriate licences to all users.
- Backup everything! You can never be too careful.
- Plan your DNS changes and communication strategy in advance.
Step 4: Execute the Migration
- Pilot test – Migrate a small team first to catch issues early.
- Full rollout – Migrate remaining users and data.
- Monitor and resolve – Use Microsoft’s Migration Manager for real-time tracking and fixes.
Step 5: Post-Migration Tasks
Once you’ve successfully made the switch and you’re live in Microsoft 365:
- Check data integrity.
- Set up policies and services (like MFA, DLP, Teams channels).
- Deliver end-user training.
- Decommission legacy systems.
Common Pitfalls and How to Avoid Them
Like any major changes, there are some common risks and being prepared is key to avoid:
- Downtime: Avoid by migrating during off-hours or weekends.
- Data loss: Backups are essential, even with cloud-native systems.
- User pushback: Clear communication and support helps foster buy-in.
Let Edge IT Handle the Heavy Lifting
Migrating to Microsoft 365 is a smart move, and it doesn’t need to be a stressful one.
With the right partner, you can sidestep downtime, protect your data and ensure your team hits the ground running in your new cloud environment. At Edge IT, we’ve supported countless UK businesses through smooth, secure Microsoft 365 migrations, always with a focus on reducing disruption and maximising value.
From planning and licensing to data migration and user training, Edge IT can manage the entire Microsoft 365 migration process for you, start to finish. That means no surprises, no missed steps and no wasted time.
Save yourself the hassle, speak to our team today and let’s get your business moving forward.
Contact us now to book your discovery call.
