Install and Run

Download, install, and run the SysInfo Email Migration Tool on your PC.

File Window Option

This is the "Select Files" screen of 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.

Select PST/OST File(s)

After clicking Select Files, a file browser dialog will open.

• Browse to the folder where your PST/OST files are saved (Desktop, Documents, Downloads, etc.)
• Single file — click to select. Multiple files — hold Ctrl and click each file.
• Selected file names will appear in the File Name field at the bottom.
• Click Open to load files into the migration list or Cancel to go back

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.

Select File Formats

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

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.

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 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.

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.

Migration in Progress

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.

Stop Migration

Click Stop Migration at any time during the process to immediately halt the ongoing migration.

Migration Reports

After the migration is complete, navigate to All Reports → Email Migration Reports to view detailed summaries of all completed migrations.

View Mail Migration Reports

Each completed migration record displays the Source File Name and Destination Folder Path, along with a detailed breakdown of Total Items Processed, Total Items Migrated, Total Items Skipped, and Total Items Failed — along with the exact Start Time and Finish Time of that migration.

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.

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.

1. Modern Auth: Sign in with an Admin account using Microsoft's secure authentication process. This method is recommended for tenant-wide mailbox migration.

• Sign In to Microsoft 365 Account: After clicking Add Connection, you will be redirected to the Microsoft sign-in page. Enter the Microsoft 365 Admin email address and click Next to continue with the authentication process.
• Enter Microsoft 365 Password: On the Microsoft sign-in page, enter the password for the selected Microsoft 365 account and click Next to Sign in. and continue with the connection process.
• Review and Grant Permissions: Review the permissions requested by the application and click Accept to grant admin consent and continue.
• Connection Successful: Once the authentication is completed successfully, a confirmation message appears stating that the Microsoft 365 account has been connected successfully. Return to the application to continue with the migration process.

Note: Before proceed with the Client Secret, First you need to Create Client ID & Client Secret

2. Login via Client Secret: Use Client Secret authentication to connect 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

Login 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.

• Sign In to Microsoft 365 Account: After clicking Add Connection, you will be redirected to the Microsoft sign-in page. Enter the Microsoft 365 email address and click Next to continue with the authentication process.
• Enter Microsoft 365 Password: On the Microsoft sign-in page, enter the password for the selected Microsoft 365 account and click Next to Sign in.
• Review and Grant Permissions: Review the permissions requested by the application and click Accept to grant admin consent and continue.
• Connection Successful: Once the authentication is completed successfully, a confirmation message appears stating that the Microsoft 365 account has been connected successfully. Return to the application to continue with the migration process.

Single User Login Successfully Authenticated

The user has successfully logged in using the Single User Login option. The logged-in user's name and email are displayed, along with a confirmation message "Authenticated successfully". The user can now proceed with the email migration process or log out if needed.

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.

Start Migration

Once all filters are configured, click Start Migration to begin the process — the tool will migrate your mailbox data to the selected target mailboxes.

Or, Select Mailboxes with Admin Login

Select the mailbox(es) you want to migrate from the Available Mailboxes list. You can manually select mailboxes or use Import CSV for bulk selection. Review the selected mailboxes in the Selected Mailboxes panel and click Continue to proceed to the next step.

Note: Licensed mailboxes are user accounts with an active Microsoft 365 subscription license — they have full access to all Office 365 features (email, calendar, contacts, OneDrive, Teams). Unlicensed mailboxes are shared mailboxes, resource mailboxes (meeting rooms, equipment) that do not require individual licenses — they can be migrated to any licensed destination mailbox, enabling collaborative access across multiple users without individual license assignments.

PST Mapping

Map each Source PST/Folder to its corresponding Target Mailbox from the dropdown, click View Mapping to verify all mappings and then click Save Mapping to store your selections before proceeding.

Verify Current Mapping

After clicking View Mapping, a Current Mapping dialog appears showing the complete list of mapped Source PST/Folder paths and their corresponding Target Mailboxes — verify all mappings are correct and click Close to return and proceed.

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.

Start Migration

Once all filters are configured, click Start Migration to begin the process — the tool will migrate your mailbox data to the selected target mailboxes.

Monitor Migration Progress

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.

Active Tasks

The Active Tasks screen monitors all currently running migrations in real time — showing the Source, Target Mailbox, Progress, Mails Migrated, Skipped, and Elapsed Time. Click View Details to open the full migration progress screen.

Migration Completed Successfully

Once the migration is complete, the screen displays "Migration completed successfully" with a 100% progress bar and a full summary of Total Items, Messages Migrated, Files Migrated, Skipped, Failed, Processed Size, and Total Time. Click Convert Again to start a new migration.

Install and Run

Download, install, and run the SysInfo Email Migration Tool on your PC, and select IMAP Migration from the Select Source screen to get started.

IMAP Login — Single Account

Select Single Account to connect via IMAP credentials.

Fill IMAP Credentials

Enter your Email Address and Password/App Password — the IMAP Server, Port, and Security settings will be auto-configured based on your email provider. Click Test Connection to verify your credentials before proceeding.

Connection Successful

Once credentials are verified, a "Connection Successful" confirmation appears showing the connected email account and status.

Continue After Successful Connection

Once the connection to imap.gmail.com is confirmed successful, click Continue to proceed to the next step of the migration process.

Select Mailbox Folders

The Mailbox Tree displays the complete folder structure of the connected account — including INBOX, Gmail, All Mail, Drafts, Important, Sent Mail, Spam, Starred, and Trash. Click Fetch Mail Count to retrieve the total email count across all folders, you can also click Fetch Count on any individual folder to view its specific email count and sub-folder details. Select the folders you want to migrate from the left panel, and click Continue to Filter to proceed.

Upload IMAP Accounts in Bulk

Select Batch / CSV mode to import multiple IMAP accounts simultaneously.

Upload CSV File

Click CSV Upload to open the file browser and locate the CSV file containing account details. Select the required file and click Open to upload it.

Note: Use the Add Manually option when you need to add one or a few accounts without creating a CSV file. You can enter the account details directly and use Add Row to include additional accounts as needed.

Validate Accounts

After uploading the CSV file, all imported IMAP accounts are listed with their Email Address, IMAP Server, Port, Security, and Status (Pending). Click Validate Accounts to verify all account credentials before proceeding.

Validating IMAP Accounts

A "Connecting to IMAP..." dialog appears, verifying credentials and permissions for all uploaded accounts in real time — showing live validation progress with a status breakdown of Valid, Failed, and Pending accounts.

Validation Complete

Once validation is complete, each account displays its status — Valid (green) or Failed (red). Review the results, remove any failed accounts if needed, and click Continue to proceed with the validated accounts.

Select Export Format

Select File Formats from the Destination Filter Panel, then choose the required output format from the dropdown list. Available options include PDF, PST, JSON, MBOX, DOC, DOCX, EML, MSG, and CSV. Once selected, click Continue to proceed.

Configure Migration Filters

Set the required migration and export options, such as date-based filtering, duplicate email handling, attachment settings, output folder location, and other advanced preferences. Once configured, click Next to continue.

Note: When Create Merged PDF is enabled, you must specify a PDF size limit. The maximum supported size for a merged PDF file is 500 MB.

Monitor Migration Progress

Track the Migration Status in real time, including the Source Account, Destination Format, Total Emails, Migrated Items, Skipped Emails, and Failed Items. The Progress Bar and Folder-wise Status help you monitor the migration process until completion.

Review Migration Summary

Review the Migration Summary, including the Exported Emails, Processed Data Size, Elapsed Time, Output Path, and Total Folders. The Live Events Log provides a detailed record of completed migration activities. Click Go to Reports to view the migration report.

Migration Report

After the migration is complete, navigate to All Reports → IMAP Migration Reports to track and review all IMAP-to-IMAP migration sessions — including folder-level stats, transferred emails, skipped items, and errors.

View Migration Reports

Review the migration report to monitor Total Migrations, Total Emails, Migrated Items, and Failed Items. The session-wise report displays the Source Account, Migration Date, File Type, Email Count, Migration Progress, and Status, helping you quickly verify the migration outcome and track completed tasks.

Select Email Client

Click the Email Client tab and choose the destination email service from the Select Email Client dropdown. Available options include IMAP Server, Gmail (Google Workspace), and Office 365 / Outlook.

Authenticate with Single Login

With Office 365 / Outlook selected, choose Single Login and click Add Connection to sign in with Microsoft using secure OAuth 2.0 authentication — no password is stored on the device.

Sign In to Microsoft 365 Account

After clicking Add Connection, you will be redirected to the Microsoft sign-in page. Enter the Microsoft 365 email address and click Next to continue with the authentication process.

Enter Microsoft 365 Password

On the Microsoft sign-in page, enter the password for the selected Microsoft 365 account and click Sign-in to continue with the connection process.

Microsoft 365 Connected

After signing in, a confirmation page displays "Microsoft 365 Connected" — you may close this browser window and return to the application to continue.

Admin Login

1. Via Modern Auth (OAuth):

   Instead of Single Login, you can choose Admin Login and select Modern Auth (OAuth) to sign in as an Administrator and migrate multiple mailboxes within the Microsoft 365 tenant. Click Add Connection to proceed.

   

Step 1: Sign In to Microsoft 365 Admin Account

After clicking Add Connection, you will be redirected to the Microsoft sign-in page. Enter the Admin email address and click Next to continue with the authentication process.

Step 2: Enter Admin Account Password

On the Microsoft sign-in page, enter the password for the Global Administrator account and click Sign in to continue with the connection process.

Step 3: Review and Grant Admin Permissions

Review the Permissions requested page showing all required permissions for the application. Click Accept to grant admin consent and continue.

2. Via Client Secret Authentication

   Alternatively, under Admin Login, select Client Secret to authenticate using Azure AD application credentials — enter your Tenant ID, Client ID, and Client Secret. This method is suitable for automated and large-scale multi-mailbox migrations without interactive user sign-in.

Note: Before proceed with the Client Secret, First you need toCreate Client ID & Client Secret

Select Tenant Mailboxes

Once authenticated as an Admin, the Tenant Mailboxes screen displays all available mailboxes in your Microsoft 365 organization — showing Total, Licensed, Unlicensed, and Selected counts. You can manually select mailboxes from the list or click Import CSV to upload a CSV file containing multiple mailbox addresses. Use Sample CSV to download the template format.

Note: Licensed mailboxes are user accounts with an active Microsoft 365 subscription license — they have full access to all Office 365 features (email, calendar, contacts, OneDrive, Teams). Unlicensed mailboxes are shared mailboxes, resource mailboxes (meeting rooms, equipment) that do not require individual licenses — they can be migrated to any licensed destination mailbox, enabling collaborative access across multiple users without individual license assignments.

Prepare CSV File with Mailbox Details

Before importing the CSV file, ensure it contains the correct format with a header row and mailbox details:

• Column Header: user principal name
• Data Rows: List the email addresses of all mailboxes you want to import (e.g., user2@contoso.com, user3@contoso.com, etc.)

The CSV file should contain one email address per row under the user principal name column. You can create this file in Excel, Google Sheets, or any text editor and save it as a .csv format. Use the Sample CSV template provided in the application to ensure proper formatting before uploading.

Note: Use the Add Manually option when you need to add one or a few accounts without creating a CSV file. You can enter the account details directly and use Add Row to include additional accounts as needed.

Import CSV File & Match Mailboxes

Click Import CSV to open the file browser and select a CSV file containing multiple mailbox details. The file will be parsed and all accounts will be listed with their Display Name, Email Address, and License status. The system matches the CSV user data with existing admin users in your Microsoft 365 tenant — matched admin users are then automatically listed in the Tenant Mailboxes list for further selection. Select the mailboxes you want to migrate and click Proceed with [X] Selected.

Select Matched Mailboxes from Tenant List

After CSV import, the Tenant Mailboxes screen displays all matched mailboxes with their Display Name, Email Address, and License status. Use the checkboxes to select the mailboxes you want to migrate — you can Select All to choose all mailboxes or manually select individual entries. Once selection is complete, click Proceed with [X] Selected to continue.

Configure Mailbox Mapping

On the Mailbox Mapping screen, map Source Accounts (IMAP mailboxes) to Destination Accounts (Microsoft 365 mailboxes) using supported mapping modes:

• 1→1 (One-to-One) — One source mailbox maps to one destination mailbox (standard individual user migration).
• 1→Many (One-to-Many) — One source mailbox maps to multiple destination mailboxes (split data across multiple users).
• Many→1 (Many-to-One) — Multiple source mailboxes map to one destination mailbox (consolidate data into shared/merged mailbox).
• Many→Many (Many-to-Many) — Multiple source mailboxes map to multiple destination mailboxes with custom distribution logic (advanced consolidation with selective routing).

Click View Mappings to verify all configured mappings before proceeding.

Verify All Configured Mappings

After clicking View Mappings, the All Configured Mappings dialog displays a complete summary of all source-to-destination mappings — verify that each IMAP mailbox is correctly mapped to its corresponding Office 365 mailbox, then click Close to return and proceed.

Configure Mail Filters & Migration Options

Set up the required filters before starting migration:

• Mail Filters — Enable Skip Previously Migrated, Remove Duplicate Mail (based on criteria), Date Filter, or Advanced Email Filter as needed.
• Migration Options — Enable After Migration Cleanup, Save Attachments Separately, and configure Miscellaneous Options like Exclude Deleted Mails, Exclude Empty Folder, Fetch Emails Without Attachments, or Preserve Folder Hierarchy. Enable Custom Folder Name if required.

Monitor Migration Progress

Track the migration in real time showing Source (IMAP Account), Destination (Mailbox), Total Mails, Migrated, Skipped, and Failed counts — along with Active Folders progress for parallel folder migration.

Migration Completed

Once finished, the screen displays a completion message along with Size Processed, Elapsed Time, Output Path, Total Folders, and a Live Events log of completed folder migrations. Click Go to Reports to view the migration summary.

View IMAP Migration Reports

Review the IMAP Migration Reports screen showing Total Migrations, Total Emails, Migrated, and Failed counts — along with a session-wise breakdown displaying Source/Destination, Started time, Type, Total, Migrated, Failed, Progress, and Status for each migration session.