Migrating Your Email from Rackspace to Google Workspace

If your organization is transitioning from Rackspace IMAP to Google Workspace, this guide will walk you through the process. Moving to Google Workspace allows you to centralize your workflow within the Google ecosystem while keeping your historical email data intact.

🛡️ Phase 1: Preparation & Requirements

Before the migration begins, please ensure the following items are checked off:

• Account Setup: Your new Google Workspace user accounts must be created and active.
• Credentials: You will need a list of all current Rackspace email addresses and their corresponding passwords.
• Storage Space: Ensure your Google Workspace license (e.g., Business Starter, Standard) has enough storage to accommodate your existing Rackspace mailbox size.
• Cleanup (Recommended): Delete unnecessary "Junk" or "Deleted Items" in Rackspace before starting to speed up the transfer.

⚙️ Phase 2: Server Settings

Google’s migration tool will request the following server details to connect to Rackspace:

📥 Phase 3: The Migration Process

Your administrator will handle the technical "pull" of data. Here is what happens during this stage:

1. Connection Test: We connect Google’s Migration Service to the Rackspace server using a "Role Account."
2. Mapping: We map each Rackspace mailbox to its new Google Workspace counterpart.
3. Data Transfer: Google begins copying your emails.
   • What Migrates: All email messages and folder structures.
   • What Does NOT Migrate: Contacts, Calendars, and Tasks (these require a separate manual export/import).
4. Duration: Depending on the volume of data, this can take anywhere from a few hours to a few days. You can continue to use your Rackspace email normally during this time.

🏁 Phase 4: The Final Switch (Cutover)

Once the data transfer shows "Complete," we must point your "mail traffic" to Google.

1. MX Record Update: We will update your domain’s DNS settings to point to Google’s servers.
2. Propagation: It can take up to 24–48 hours for the internet to recognize the change, though it usually happens much faster.
3. Delta Migration: After the DNS change, we run one final "Delta" sync. This picks up any last-minute emails that landed in your Rackspace inbox during the transition period.

⚠️ Critical Notes for Users

• Password Changes: Do not change your Rackspace password while the migration is in progress, as this will break the connection.
• Large Attachments: Emails with attachments larger than 25MB cannot be migrated to Google and may be skipped.
• Folder Labels: In Google Workspace, folders are called "Labels." Your Rackspace folder structure will appear as Labels in your new Gmail interface.

📞 Support & Next Steps

Once the migration is finalized, you will log in at mail.google.com using your full email address and your new Google password.