Complete Step-by-Step Guide for SysInfo Email Migration Tool

Easily migrate emails from PST/OST files, IMAP/POP3 accounts, Microsoft 365, GoDaddy (Office-based), and Hotmail/Outlook accounts to your desired destination. Follow this guide to connect your source account, select the required mailbox data, apply migration filters, and complete the migration smoothly. For complete guidance and detailed steps, refer to the Functional & Technical Documentation (FTD) Guide.

  Installation   Uninstallation
Step-1:
Install and Run

Download, install, and run the SysInfo Email Migration Tool on your PC. Click PST/OST Migration.

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Step-2:
File Window Option

This is the "Select Files" screen of the SysInfo Email Migration Tool — the second step after choosing PST/OST Migration as the source.

  • Select Files: Allows users to browse and add individual or multiple PST/OST files from their system for migration.
  • Select Folder: Allows users to add an entire folder containing multiple PST/OST files at once — useful for bulk migration.
  • Remove Selected: Removes any already-added file from the list before proceeding.
  • File List Area (S.No, Name, File Path, File Type, Size): Displays all added PST/OST files with their details.
  • Previous / Next Buttons: Navigate back to the Source selection screen or proceed to the next step once files are added.
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Step-3:
Review & Confirm Selected PST/OST Files

After adding PST/OST files, they appear in the list with their Name, File Path, File Type, and Size.

  • Ensure all required files are checked (✓) in the list.
  • To remove any unwanted file, select it and click Remove Selected.
  • Click Next to proceed to the next migration step.
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Step-4:
Select File Formats

Under the File Format tab, click the Select File Format dropdown and choose your desired output format — Say, we choose PDF.

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Step-5:
Set Destination Path

After clicking Browse, a Select Destination Folder dialog opens — navigate to your desired location (Desktop, Documents, Downloads, Local Disk, etc.), select the folder where you want to save the migrated files, and click Select Folder to confirm the destination path.

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Step-6:
Apply Migration Filters

Use these filters to customize your migration before proceeding to the final step.

  • Skip — Enable "Skip previously migrated" to avoid re-migrating already processed data. In short, perform an incremental sync.
  • Date Filter — Set a From / To date range to migrate only emails from a specific period.
  • Attachments — Choose how to handle attachments:
  • Save Attachments Separately — saves them as individual files.
  • Embed Attachments in PDF — embeds them inside the PDF output.
  • Skip Attachments — excludes attachments from migration.
  • Save Contacts & Calendar — Download Contacts as .vcf and Calendar as .ics locally.
  • Duplicate Handling — Remove duplicates based on Subject, From, Body, Cc, To.
  • Custom Folder Name — Enter a preferred output folder name (default: "Migration").
  • PDF Size Restriction — Enable file size limit and set a size in MB (up to 500 MB) to split the output PDF into smaller parts automatically.

Note: All the above-mentioned filters are similar for PST, and you can split large PST via PST size restriction in place of PDF. (The Auto Split PST option is available for PST files larger than 50 GB).

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Step-7:
Start Migration

Click Start Migration to begin the process — the tool will convert and save your PST/OST data to the selected destination format and folder. Once migration starts, the screen displays real-time progress showing the Target format, Destination path, and Status (Connected & Running) — along with live stats including Total Items, Messages Migrated, Files Migrated, Skipped, Failed, Processed Size, and ETA.

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Follow steps 1-3 as previously explained in converting PST/OST to another format, and then proceed with the following:

Step-4:
Select Email Clients

Click the Email Clients tab and choose the source email service from the Select Email Client dropdown. Here, Office 365 is selected as the source for migration.

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Step-5:
Authenticate Office 365 Account

Choose the required Login Type (Admin Login or Single Login) and select the preferred authentication method (Modern Auth or Client Secret).

  • Admin Login: Sign in using a Global Administrator account to access and migrate multiple user mailboxes within the Microsoft 365 tenant.
    • Modern Auth: Sign in with an Admin account using Microsoft's secure authentication process. This method is recommended for tenant-wide mailbox migration.
    • Login via Client Secret: Use Client Secret authentication to connect to the Microsoft 365 tenant through an Azure AD application. Enter the required Tenant ID, Client ID, and Client Secret credentials, then establish the connection. This method is suitable for automated and large-scale mailbox migrations without interactive user sign-in.
  • Single Login Authentication: Log in with a single mailbox account to migrate data from one specific mailbox at a time. This method is suitable for individual users who want to migrate their own mailbox. Click Add Connection to authenticate with a single mailbox account and proceed with the migration.
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Step-6:
Apply Migration Filters

Use these filters to customize your migration before proceeding to the final step.

  • Skip — Enable "Skip previously migrated" to avoid re-migrating already processed data.
  • Date Filter — Set a From / To date range to migrate only emails from a specific period.
  • Item Types — Select what to migrate: Email, Contact, Calendar, Task.
  • Attachments — Enable "Skip Attachments" to migrate emails without attached files.
  • Save Contacts & Calendar — Download Contacts as .vcf and Calendar as .ics locally.
  • Duplicate Handling — Remove duplicates based on Subject, From, Body, Cc, To.
  • Custom Folder Name — Enter a preferred output folder name (default: "Migration").
  • Folder Mapping — Preserve the original folder hierarchy during migration.
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Step-7:
Start Migration

Once all filters are configured, click Start Migration to begin the process. Once migration starts, the screen displays real-time progress showing the Target (Office365), Target Mailbox, and Status (Connected & Running) — along with live stats including Total Items, Messages Migrated, Files Migrated, Skipped, Failed, Processed Size, and ETA. Click Stop Migration at any time to cancel the process.

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