Migrating mail to Smartermail

Here’s a clear step-by-step guide on how to migrate mail into SmarterMail using its built-in import (mailbox migration) tool. This tool lets you import email and — in many cases — contacts, calendars, tasks and notes from another provider or mail server directly into your SmarterMail mailbox.

1. Prepare Before You Start

Before launching the migration tool:

Source account details needed

• Email address of the account you're importing from

• Password for that account

• Source server address (e.g., mail.oldprovider.com)

• Protocol type: IMAP is recommended (POP imports only inbox)

• Port numbers for IMAP/POP and whether SSL is required

Decide what you want to import
SmarterMail’s tool can import:

• Emails

• Contacts

• Calendars

• Tasks and notes (only when supported by the source service)
  Not all source servers supply everything.

2. Open the Mailbox Migration Tool

1. Log in to SmarterMail with the user mailbox you want to import data into.

2. Click the Settings icon. 

3. Navigate to Connectivity (sometimes under My Settings → Advanced depending on version). 

4. Find the Mailbox Migration option and click Migrate.

A new migration window will open.

3. Configure the Migration

In the Mailbox Migration window:

1) Choose the Source

• If available, pick your provider (Office.com, Gmail, Yahoo, etc.).

• If your provider isn’t listed, select Other. 

2) Enter the connection details
You’ll be prompted for:

• Server Address (e.g., IMAP host)

• Type: Usually IMAP (better for full folder structure)

• Port: Typical IMAP ports are 143 (non-SSL) or 993 (SSL)

• Email / Username

• Password

• Require SSL if your source server uses secure connections
  Fill these in from your current provider settings. 

3) Choose what to import
Select email, contacts, calendars, etc. (only if supported).

4) Optional settings
Some interfaces let you:

• Overwrite existing SmarterMail data — check this only if you want to replace everything in the destination mailbox. If left unchecked, the imported data merges with any existing items.

4. Start the Migration

Once you’ve configured everything:

• Click Start (or Next → Start)

• The migration begins and runs in the background.

5. During & After Migration

Progress

• Imported items appear in the mailbox as they arrive.

• Larger mailboxes can take hours or longer depending on size and connection speed. 

Things to watch

• Folder structure and date/time stamps: typically preserved, but depends on source server behavior. 

• Deleted Items discrepancies: some providers store contacts/calendars in Deleted Items; SmarterMail only treats mail items there. 

Administrator vs User Roles

• Individual users can run the migration tool for their own mailbox. 

• Admins can automate or script migrations for many accounts using SmarterMail’s API/web services — useful when handling dozens or hundreds of users.