Migrating to Google Workspace

This process is for moving a Domain that is currently using cPanel as their email hosting system.

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cPanel -> Google

The recommended (and simplest) way to migrate all your emails—including inboxes and folders—from the cPanel server for ywampenang.org to Google Workspace is to use Google’s built-in Data Import tool (formerly called Data Migration Service). It connects directly via IMAP to your cPanel server, copies everything over, and turns your server folders into Gmail labels. This preserves the folder structure as labels in the users’ Gmail inboxes.

⁠Knowledge.workspace.google

It’s free, secure, handles multiple users at once, and supports delta (incremental) syncs for any new emails that arrive during the process.

Important Prerequisites (Do These First)

  1. Set up Google Workspace fully:
    1. Create all user accounts in the Google Admin console with the exact same email addresses (e.g., user@ywampenang.org).
    2. Verify domain ownership if you haven’t already.
  2. Keep email flowing (critical to avoid downtime):
    1. Do NOT change your MX records yet. Leave them pointing to your cPanel server so new emails continue to arrive there during migration.
  3. Prepare the cPanel side:
    1. Log into your cPanel account.
    2. Go to Email Accounts.
    3. For each mailbox you want to migrate, click Connect Devices (or the equivalent “Mail Client Manual Settings” link). This shows you the exact IMAP settings:
      1. IMAP server: Usually mail.ywampenang.org (or sometimes your server’s hostname like server123.yourhost.com).
      2. Port: 993
      3. Encryption: SSL/TLS
    4. Make sure IMAP is enabled (it almost always is by default on cPanel/Dovecot).
    5. Have the password for each email account ready (you’ll need it for the migration).
  4. Google Workspace side:
    1. As a super administrator, go to the Google Admin console → Menu → Data → Data import & export → Data import.
    2. (You must be a super admin to run this.)
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Step-by-Step Migration Process

  1. Start a new IMAP import:
    • In Data import, click IMAP → Import.
    • Enter the IMAP server address (from step 3 above, e.g. mail.ywampenang.org).
    • Click Test connection. It should say “Connected”.
  2. Map your users (source cPanel → destination Google):
    • For 20 or fewer users: Enter each one manually (cPanel email + password + Google email).
    • For more than 20 users: Download the CSV template and upload a file with these exact columns:
      text
      Source ImapUser,Source ImapPassword,TargetGUser
user1@ywampenang.org,password123,user1@ywampenang.org
user2@ywampenang.org,password456,user2@ywampenang.org

      (Max 100 users per CSV, file < 128 MB.)

  3. Optional import settings (highly recommended):
    • Set a start date if you only want recent emails.
    • Check Import deleted emails and Import spam emails if you want everything.
    • Exclude any folders you don’t need (comma-separated, use full path for subfolders like Inbox/Archives).
  4. Start the import:
    • Click Start import.
    • Google will copy emails, folders (as labels), and attachments. Progress is shown in real time.
    • You’ll get an email when it finishes with full statistics.
  5. Run a delta import (optional but recommended):
    • After the first run finishes, you can run a delta import to pull over any new emails that arrived on the cPanel server since the initial migration.
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What Happens to Folders and Inboxes?

  • Inbox → Inbox in Gmail.
  • All other folders → Become labels in Gmail (with the same hierarchy preserved as nested labels).
  • Everything stays searchable and organized exactly as it was.

After Migration Is Complete

  1. Cut over to Google:
    • In the Google Admin console, go to Apps → Google Workspace → Gmail → Routing → MX records (or follow the domain setup wizard).
    • Google will show you the exact MX records to use (usually something like aspmx.l.google.com, etc.).
    • Update your DNS MX records at your domain registrar to point to Google.
    • Wait for DNS propagation (usually 1–4 hours, up to 48 hours max).
  2. Clean up:
    • Once MX records are live and tested, you can disable or delete the old email accounts in cPanel (or set up forwarding if you want a safety net).
    • Update SPF, DKIM, and DMARC records in DNS to include Google’s values (Google provides these too).
    • Tell users to log in at gmail.com with their @ywampenang.org address.

Tips & Common Gotchas

  • Passwords: The migration needs the actual cPanel email passwords (or app-specific passwords if your host requires them).
  • Large mailboxes: The tool handles big accounts well, but very large ones (> tens of thousands of emails) may take hours or days.
  • Test first: Try migrating one test user/account before doing everyone.
  • No extra cost: This is included with Google Workspace—no third-party tools needed.
  • Alternatives (only if Google’s tool has issues):
    • Desktop method: Connect both accounts in Thunderbird/Outlook and drag folders (slow for many users).
    • Third-party tools like imapsync, Shoviv, or Cigati (paid, but sometimes faster for very complex cases).

If you run into any errors (e.g., connection refused), double-check the IMAP server name/port and that your cPanel firewall allows Google’s IP ranges.

Would you like me to walk you through any specific step in more detail, or do you need help finding your exact IMAP server name right now? Just let me know how many users you have or if you hit any snags!

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