Migrating to Proton Workspace starts with the way your company works: users, addresses, data and applications that depend on email. TRU assists the internal IT team or the client’s provider and can arrange implementation through its partners.
1. Inventory your current configuration
Note the users, domains, addresses and data volume. Include in the discussion the mailboxes used by several people, the applications that send messages, the devices in use and the information retention requirements. These details help you choose the plan and identify dependencies.
2. Decide what will be transferred
Proton offers Easy Switch for importing messages from other services, including via IMAP. Importing contacts and calendars depends on the source. Files and other applications must be assessed separately; an email migration does not automatically transfer all the features of the existing suite.
See Proton’s documentation on importing. TRU helps define the data in scope, the responsibilities and the checks needed for the project.
3. Prepare the domain and addresses
Proton lets you use your own domain with a compatible plan. The required addresses must be prepared before the MX records are changed. Configuration also includes the email authentication records, following the service’s instructions.
The technical steps are described in Proton’s custom domain guide. The timing of the switch is planned together with the people who manage DNS and the existing service.
4. Check the important workflows
In the project plan we include checks on sending and receiving messages, the required addresses and devices, the imported data and the applications that depend on email. A trial stage with designated users can help identify adjustments before the wider rollout.
We also agree how the change will be communicated to users, who will answer their questions and when the old service can be shut down, after checking the retention requirements and that everything works.
Who can carry out the implementation
- The company’s internal IT team, with TRU assistance.
- The existing IT service provider, working together with TRU.
- TRU partners, through migration and configuration services agreed in the proposal.
The proposal specifies the activities, costs, responsibilities and related support. To get started, it helps to know the number of users, the domains and the current email service. Discuss Proton Workspace configuration and implementation with TRU.
Migration checklist
- Users and domains
- The list of addresses and aliases, the chosen plan and the person who manages DNS.
- Data
- The source, volume and categories to be transferred. Email, contacts, calendars and files are checked separately.
- Workflows
- Shared addresses, applications that send messages, devices and external collaboration. Compatibility is tested before the wider rollout.
- Owner
- For each activity: the internal team, the client’s provider or the TRU partner, with the agreed assistance.
- Acceptance
- Sending and receiving verified, addresses working, data checked through tests and users informed.
- Transition
- The timing of the switch, the support needed and the conditions for shutting down the old service are agreed before the migration.
The scope and costs of migration and configuration activities are specified in the proposal. The checklist does not assume that every old application has an identical equivalent in the chosen Proton plan.
What we check during migration
| Component | Capabilities and checks |
|---|---|
| Company domain | Can be retained on a compatible plan. We create users and addresses before the MX cutover and configure SPF, DKIM and DMARC. |
| Messages and folders | Easy Switch imports from supported IMAP providers. We check authentication, volume and folder structure; deeper hierarchies may be reorganised. Large imports can take several days. |
| Contacts and calendars | Options differ depending on the source. For Outlook, we check the export/import of contacts and calendars separately and do not assume that all data are transferred in the same operation. |
| Desktop clients | Proton Mail Bridge, available with paid plans, connects compatible IMAP/SMTP clients. We check the exact application, version and operating system; Proton warns of limitations with New Outlook for Mac. |
| Applications and devices | We inventory the ERP, CRM, forms, scanners and other sources of messages. We agree a suitable SMTP method and test authentication, the sender and delivery. |
| Files and collaboration | Moving email does not automatically transfer all data from SharePoint, Teams or other platforms. We test the files, permissions and collaboration features required in the Drive/Docs project. |
A pilot before the whole team moves
We select users who represent the important ways of working: management, the finance team, mobile users and integrated applications. We check sending and receiving, message history, search, calendars, devices and communication with external recipients. We confirm the results before the wider rollout.
The plan includes the MX change window, DNS record checks, temporary access to the old platform and the agreed steps if problems arise. The schedule and costs depend on the real inventory and the implementation activities.