# Exchange migration to your own mail server > Replace Exchange 2007 to 2019 and SE: mail, calendars, contacts and shared mailboxes move to a mail server in Germany, with no port opened in your office. Source: https://1x1it.de/en/workorderagent/mailserver/exchange-umzug/ Whether it is Exchange 2007 or Exchange 2019, we move mail, folders, calendars and contacts to the WorkOrderAgent mail server in Germany. Copying happens while your Exchange keeps running. The switch comes at the very end, outside your working hours. [Request a migration](https://1x1it.de/en/kontakt/#anfrage) [Request a demo](https://1x1it.de/woa/demo-anfrage) Exchange migration Service - **Source:** Exchange 2007 to 2019 and SE - **Microsoft 365:** on request - **Connection:** encrypted tunnel, no port forwarding - **Data:** all mail folders, calendars, contacts - **Switch-over:** before work starts or at the weekend - **Built in:** collection from your provider, “Send as”, team mailboxes - **Mailbox size:** 1 to 2000 GB per mailbox - **Target:** own server in Germany ## Where your Exchange stands today Microsoft gives every Exchange version a fixed end date. After that there are no more security updates. For Exchange 2016 and Exchange 2019 that date was 14 October 2025. Support periods of the Exchange versions according to Microsoft, as of 27 October 2026 Version 2008 2012 2016 2020 2024 - Exchange 2007: Mar 2007 to 11 Apr 2017 - Exchange 2010: Nov 2009 to 13 Oct 2020 - Exchange 2013: Jan 2013 to 11 Apr 2023 - Exchange 2016: Oct 2015 to 14 Oct 2025 - Exchange 2019: Oct 2018 to 14 Oct 2025 - Exchange Server SE: since July 2025, subscription only today Mainstream support Security updates only Ongoing updates by subscription Today - **The server keeps running, the gaps stay open:** After the end of support, Exchange works as before. Newly discovered security holes, however, are no longer fixed. Because a mail server is reachable from the internet, every open hole weighs particularly heavily there. - **Updates only by subscription:** The successor, Exchange Server SE, receives ongoing updates. Microsoft requires subscription licences or active Software Assurance for it, including the access licence of every user. - **The cloud is one way, not the only one:** As an alternative, Microsoft names the move to Exchange Online. If you would rather keep your mail on your own server in Germany, you move to the WorkOrderAgent mail server instead. - **No licence per mailbox:** The WorkOrderAgent mail server has no client access licences. Adding another mailbox costs no additional Microsoft licence. Data according to the [Microsoft Lifecycle Policy](https://learn.microsoft.com/en-us/lifecycle/products/exchange-server-2019) and the [Microsoft licensing terms for Exchange Server](https://www.microsoft.com/licensing/terms/productoffering/ExchangeServer/allprograms), as of 27 Oct 2026. Microsoft, Exchange, Outlook and Microsoft 365 are trademarks of the Microsoft group of companies. They are named for orientation only; there is no affiliation with Microsoft. ## The path your data takes Your Exchange does not need to be reachable from the internet. It opens an encrypted tunnel to our server itself, and the mailboxes are copied through that tunnel. Nothing changes on your router or firewall. - Your Exchange: in the office or a data centre, keeps running as usual until the switch - encrypted tunnel all folders via IMAP - Mail server in Germany: with spam filter, virus scanning, rules, calendars and contacts - automatic setup CalDAV and CardDAV - Your team: Outlook, smartphone, tablet and the webmail in the WorkOrderAgent ## How the migration works Five steps, the first three of which your team will not notice. The switch only happens at the very end, at a time when nobody is writing emails. - Inventory: We list all mailboxes, aliases, distribution lists, forwards and shared mailboxes. That way no address gets lost, not even the rarely used administrator@ with its forward. - Preparation: IMAP is switched on temporarily on the Exchange and a dedicated migration account is created. The encrypted tunnel to our server is set up; your router stays as it is. - Copy in advance: All folders of every mailbox are copied while your team keeps working with Exchange. Large amounts of data run overnight. Nothing is deleted on the Exchange. - Switch over: At the agreed time, before work starts or at the weekend, we switch MX and DNS. A short final run only fetches the mail that has arrived since the first copy. - Devices and calendars: Calendars and contacts move in a separate step. Outlook and smartphones are connected. Finally we switch IMAP off again on the Exchange and delete the migration account. ## One migration per mailbox, as often as needed In the WorkOrderAgent, every mailbox has its own migration. It copies all folders with their subfolders and deletes nothing on the old side. A second run only fetches what is new since the last one. The status shows when the last run finished and how many messages are in the mailbox. Before the switch, you can calmly check for every mailbox that everything has arrived. Sample data Click to enlarge. ## What moves and what does not Before we agree on a date, you know exactly what will arrive on the new server. Anything that works differently there, we talk through with you beforehand. ### Moves with you - All mail folders with subfolders: inbox, sent items, archive and your own folder structure - Calendars and contacts. Afterwards they live on your own server and are available on smartphone, tablet and PC via CalDAV and CardDAV. - Shared mailboxes, which we set up again as team mailboxes, with read access or “Send as” - Aliases and distribution lists. On the new server, a distribution list is an address that forwards to several recipients. - Your familiar server names such as mail.your-company.com, with their own certificate ### To be honest - Tasks and notes from Outlook are not transferred. - There are no public folders on the new server. If you use them, we find a new home for the content together beforehand. - PST files cannot be imported directly. The migration runs from the live Exchange. - Migrations from Microsoft 365 and Exchange Online are available on request. ## From practice Two migrations, without names. The duration mainly depends on how fast the internet connection at the Exchange site can upload data. Office with its own Exchange Exchange 2016 - **Mailboxes:** 8 - **Data:** about 95 GB - **First copy:** one night, about 8 hours - **Errors:** none - **Switch-over:** before work started The only limit was the office upload. [Read the step-by-step field report](https://1x1it.de/en/wiki/workorderagent/administration/praxisbericht-mail-umstellung/) Business with many small mailboxes Exchange - **Mailboxes:** 16 - **Data:** about 9 GB - **First copy:** on a working day, in the background - **Switch-over:** at the weekend During the first copy, the team carried on working with Exchange as normal. ## After the migration: familiar, just without Exchange Your team keeps working with the same folders and addresses. What is new: rules, spam filter and virus scanning run on the server and work the same on every device. - **Outlook:** Enter email address and password, Outlook finds the rest itself. Calendars and contacts are added via a CalDAV connection. - **Smartphone and tablet:** iPhone and Android connect mail, calendars and contacts with built-in tools via IMAP, CalDAV and CardDAV. Push mail via ActiveSync on request. - **Webmail:** You can also read and write mail directly in the WorkOrderAgent. Every message lands with the right customer in the CRM, visible to the whole team. - **Storage:** Adjustable per mailbox from 1 to 2000 GB. Single messages may be up to 50 MB on receipt. Sample data Click to enlarge. ## Familiar from Exchange, already built in Two things for which Exchange in a small business often needs add-ons or a lot of configuration come built into the WorkOrderAgent mail server. - **Collect mailboxes from your provider, without an add-on:** If your Exchange currently relies on a third-party add-on to collect mail, you will no longer need it. Collecting mail from your provider via POP3 or IMAP is built in per mailbox. A finely adjustable rule set on the server distributes and sorts the collected mail, with rule suggestions if you like, and the spam filter learns from every move to the junk folder. - **Sharing and “Send as” as usual:** Mailboxes can be shared with individual colleagues, optionally with “Send as”, just as you know it from Exchange. On top of that there are holiday deputies and team mailboxes such as info@, in which several employees work together. Sample data Click to enlarge. ## Check first, then switch Before the MX record is changed, the WorkOrderAgent shows which records must be set at the domain provider and checks them at the click of a button: MX, SPF, DKIM, DMARC and automatic setup. Only when every line says “ok” does new mail arrive on the new server. That way your mail does not end up in spam, even with strict recipients. Sample data Click to enlarge. ## Frequently asked questions ### Which Exchange versions can be migrated? Any Exchange server on which IMAP can be switched on: Exchange 2007, 2010, 2013, 2016, 2019 and Exchange Server SE. We have already migrated mailboxes from Exchange 2016 and 2019. ### Does this also work from Microsoft 365 or Exchange Online? On request. Get in touch and we will work out for your case how the data can best be brought across. ### Will my team notice the migration? Copying runs in the background while everyone keeps working with Exchange as normal. We schedule the actual switch before work starts or at the weekend. Afterwards everyone carries on with the same folders and addresses. ### Do I need to open ports on the router or firewall? No. Your Exchange opens an encrypted tunnel to our server itself. No port forwarding is needed in the office. ### Are calendars and contacts transferred? Yes. Calendars and contacts move with you. Afterwards they live on your own server and are available on smartphone, tablet and PC via the CalDAV and CardDAV interface. Tasks and notes from Outlook are not transferred. ### What happens to the old Exchange? Nothing is deleted on the Exchange during copying; it stays unchanged until it is shut down. After the migration we switch IMAP off again and remove the migration account. You decide when the server is finally switched off. As long as it is running, the MX record can technically be switched back. ### Can I import old PST files? A direct PST import is not provided. The migration runs from the live Exchange and transfers all folders of the mailboxes there. ### What does the migration cost? That depends on the number of mailboxes and the amount of data. Tell us your Exchange version and the number of mailboxes, and you will receive a quote before anything happens. ## Related [Email & mail server Rules, spam filter and virus scanning](https://1x1it.de/en/workorderagent/mailserver/) [Webmail Email that knows your customers](https://1x1it.de/en/workorderagent/mailserver/webmailer/) [Calendars & contacts Sync with phone and Outlook](https://1x1it.de/en/workorderagent/caldav/) [WinCASA mail archive Archive from industry software transferred](https://1x1it.de/en/workorderagent/mailserver/wincasa-mailarchiv/) [Field report A switch-over in one morning](https://1x1it.de/en/wiki/workorderagent/administration/praxisbericht-mail-umstellung/) [IT relocation Moving with mail and telephony](https://1x1it.de/en/dienstleistungen/it-umzug/) ## How many mailboxes does your Exchange have? Tell us the version, the number of mailboxes and the approximate amount of data. You will receive a quote and a suggested date for the switch-over. [0173 644 22 17](tel:+491736442217) [Request a migration](https://1x1it.de/en/kontakt/#anfrage)