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How to Migrate Mail from One Office 365 Account to Another? A Step-By-Step Guide

Published By Nilesh
Aswin Vijayan
Approved By Aswin Vijayan
Published On February 5th, 2024
Reading Time 7 Minutes Reading

Summary: This writeup describes the most suitable answer to the user query i.e. “How to migrate mail from one Office 365 account to another?” Follow the guide to know the best way to perform this task without any data loss

Before diving into the step-by-step process, let’s have a quick glance at the user query:

I am an Office 365 administrator in an organization where I need to transfer mailboxes from One Office 365 account to another. So, these days I am searching for a solution to transfer email from one Office 365 account to another. Is there any solution available for the migration? Can you please tell me a suitable way to do the same?

5 Quick Steps to Move Emails from One Office 365 Account to Another

  • Step 1. Install & Run Tool on Your PC.
  • Step 2. Select Desired Mailbox Workload.
  • Step 3. Login Using O365 Admin Credentials.
  • Step 4. Create Mapping Desired Users.
  • Step 5. Click on Start Migration Button.

For several reasons, the organization needs to transfer emails from one Office 365 account to another. But because of not having the prior knowledge to do so, they struggled a lot and didn’t find the right solution. But here you will find the complete process to transfer emails from one Office 365 account to another. But first, we will focus on the necessity of this migration.

Why Migrate Mail from One Office 365 Account to Another?

There are several reasons for organizations to go through this data transition, we have discussed some of them below.

  • Exiting Organizational Employee

When an employee leaves an organization or changes roles within the company, then it becomes crucial to transfer their respective emails from their old Office 365 account to a new one. Due to various compliance, organizations must keep the data of the exiting employee for at least 5 years. Hence, this process ensures that the new account holder will have access to relevant email correspondence and maintains a record of important communications.

  • Organization Mergers or Acquisitions Scenarios

In scenarios where two or more organization merge or one organization acquires another, it becomes necessary to consolidate email accounts into a single Office 365 environment. Hence, migrating mail from one Office 365 account to another helps unify communication channels and ensures all relevant data is accessible within the new organization.

  • Office 365 Tenant Consolidation Plans

Organizations that have multiple Office 365 tenants choose to consolidate them into a single tenant for administrative ease and cost savings. In this case, transferring emails from multiple tenants into a single tenant allows for better management and centralization of data.

  • Domain or Organization Name Change Plans

When an organization undergoes a domain name change or a rebranding, then it needs to transfer emails from the old Office 365 account associated with the old domain to a new account associated with the new domain. This ensures that emails are aligned with the updated branding and domain name for efficient and safe communication.

  • Data Backup and Recovery Scenarios

In various situations, organizations of all types need to create a backup of their emails by migrating mail from one Office 365 account to another. This can serve as a redundancy measure to protect against data loss or as a way to recover emails in the event of accidental deletion or corruption.

  • Compliance and Legal Requirements

Certain industries have strict compliance regulations that require organizations to retain and archive emails for a specific period. Transferring emails to a different Office 365 account may be necessary to ensure compliance with these regulations and facilitate efficient eDiscovery processes if needed.

Many organizations decide to move their Office 365 data to another account of O365. But surprisingly, there is no convenient native process available to perform this type of migration. There is one manual method but it is not recommended by the experts, let’s take a look into it.

Manual Method to Move Emails from one Office 365 Account to Another

  • Step 1. Open the Office 365 admin center using the required credentials.
  • Step 2. From the left pane, click on the Users and then Active Users.
  • Step 3. Choose the selective users for which you need to perform migration. Click on the mail option from the right pane and the Manage email forwarding option.
  • Step 4. Now,  hit the checkbox of the Enable Forward all emails sent to this mailbox.
  • Step 5. Enter the destination email address for the respective email accounts. 
  • Step 6. Enable the essential options and then hit on the Save Changes button. 

There are several limitations associated with this method such as requiring technical knowledge,

Forwarding of emails for the old data can be set up. Enabling the forwarding of emails for multiple users is a time-consuming task.

So, it is required to opt for a professional solution for this migration. Even Microsoft gives advice to use third-party software to complete this administration job.

There are many commercial tools available in the online market. You just need to select a reliable tool and accomplish the task.

Also Read: What are the Office 365 Import Service Limitations?

 Most Secure Way to Migrate Mail from One Office 365 Account to Another

Users can take the help of the Office 365 to Office 365 Migrator professional utility to Move Users from One Domain to Another Office 365. It is the perfect solution to transfer email data from one Office 365 to another. This utility is capable to transfer all items including emails, calendars, contacts, tasks, etc. Apart from this, there are also many other features associated with this software.

Download Now Purchase Now

Key Features of the Utility That Helps to Move Emails from One Office 365 Account to Another

There are some key features of the Office 365 Migration tool:

  • It can move multiple Microsoft Office 365 mailboxes to another Office 365 account.
  • It allows moving all the emails, calendars, contacts, and document items from one account to another in Office 365.
  • Provides import CSV file to create a mapping between source & destination Office 365.
  • Three types of Re-run migration options.
  • A smart date-based filter option is provided to migrate only selective data.
  • Account-based priority option to set the priority of the account to migrate first.
  • There is no risk of data loss while switching the mailboxes from source to destination.
  • This software has the facility to generate a status report

How to Transfer the Mail from One Office 365 Account to Another?

Step 1. Run the software & select Office 365 as a source & as a destination.

Step 2. Now, you have to select items (email, document, contact, calendar) that you want to migrate from one Office 365 account to another.

source and destinationStep 3. Now, enter Office 365 source Office 365 admin ID & Application ID and click on Validate button to migrate mail from one Office 365 account to another.

source credentials
Step 4. The software will Validate permissions, once permission is validated click on Next.

source credentials validations
Step 5. Now, enter the destination Office 365 admin ID and Application ID. Then click on Validate button.

destination credentials
Step 6. Once the permission is Validated click on Next.
Step 7. After that, we have to create a mapping between Office 365 source & destination tenant for this software provides three options – Fetch Users, Import Users, and Download Template.

load users
Step 8. After validating permissions click on the Start Migration button.

start migration

Related Post: OneDrive for Business Tenant to Tenant Migration – Quick Solution


In this write-up, we have discussed the process to migrate mail from one Office 365 account to another Office 365. Through this blog, we have noticed that it is a very tedious task to manually transfer data from one Office 365 account to another.

So, an alternate solution like the professional tool is suggested. This is a hassle-free solution that helps to transfer data from Office 365 accounts easily.

Frequently Asked Questions

Q1. How to transfer everything from one Office 365 account to another?

Ans – Using the above-explained automated tool, you can move emails from one Office 365 to another.

Q2. Is the manual method efficient for migrating a large number of users’ emails?

Ans – No, the manual method needs more time to complete the process.

Q3. As a non-tech user which method best suits me to migrate mail from one Office 365 account to another?

Ans – The automated method is the best one for tech and non-tech users.

Q4. Does the automated tool maintain the data integrity while migrating?

Ans – Yes, the automated tool maintains the data integrity during the process.