synkInventory the current account
In cPanel, review Email Accounts and record the addresses and usage for each mailbox. Check forwarders and any default-address behaviour separately. The mail-client setup screen provides the connection settings for an individual account; your host may control which interfaces are available.
Also ask each user about desktop mail applications and local archives. A folder visible on someone's laptop may not exist on the server. Do not assume a mailbox transfer will copy contacts, calendars, rules, or locally stored messages.
- List mailboxes, sizes, aliases or forwarders, and responsible users.
- Record required folders and local archives.
- Identify website forms and applications using the old SMTP service.
References: cPanel: manage email accounts
Agree the destination limits and method
Compare each mailbox's size with the destination's actual quota. Current Synk pilot quotas are capped at 2 GiB per mailbox. A proposed larger launch plan is not a present capacity commitment; a mailbox above that limit needs a different agreed plan before any transfer.
cPanel's server-transfer facilities are not the same as importing mail into another provider. Email-only moves can require a separate method. Synk's automated import tooling is still planned, so confirm feasibility and scope instead of assuming there is a one-click cPanel import.
References: cPanel: transferring only email
Run a small, approved trial
Choose a representative mailbox with the owner's approval. Check folder names, sent messages, attachments, timestamps, and search after the trial copy. Decide how duplicate handling and any new mail arriving during the transfer will be managed.
Keep credentials out of spreadsheets, tickets, and email threads. Use a method approved for both services and revoke temporary access after the work. A successful login is not an acceptance test for copied message history.
Schedule routing and final checks
Agree the change window with the business. Prepare destination accounts, update the required mail DNS, and retain the old service while you check message history and delivery. A final comparison should account for mail received during the transition.
Test important addresses and the website's contact form, then update users' approved mail-client settings. Do not cancel the old hosting package just because email has moved; it may still run the website, DNS, databases, or scheduled jobs. Document the retained services and the owner of each cancellation decision.
- Trial-copy a representative mailbox and review its contents.
- Test inbound, outbound, replies, and application-generated mail.
- Reconcile new mail that arrived during the move.
- Confirm archive access before cancelling the old email service.