Amazon WorkMail discontinued. Switch to a different email providers by March 2027

Amazon has announced dicontinuation of their AWS Webmail product, the final date to switch to a different provider is March 31, 2027

We wrote a simple guide to help you switch to a different email provider, if you need help switching, please get in touch with Laraworks Commerce, a web design agency based in West Lothian.

Email Provider Migration Guide

Moving from AWS WorkMail to a New Email Provider

Switching email providers can improve reliability, security, collaboration features, and overall user experience. While email migrations may seem complex, following a structured approach helps ensure a smooth transition with minimal disruption.

Step 1: Assess Your Current Email Environment

Before selecting a new provider, gather information about your existing setup:

Review Current Services

• Number of email accounts

• Shared mailboxes

• Distribution lists

• Email aliases

• Domain names in use

• Email storage requirements

• Security and compliance requirements

Audit Existing Data

• Mailbox sizes

• Historical email retention needs

• Contacts and calendars

• Mobile device configurations

• Third-party integrations

Step 2: Choose Your New Email Provider

Evaluate providers based on your business requirements.

Common Considerations

• Reliability and uptime

• Security features (MFA, encryption, threat protection)

• Storage limits

• Mobile access

• Calendar and collaboration tools

• Cost and licensing

• Compliance requirements

Popular Options

• Microsoft 365

• Google Workspace

• Zoho Mail

• Fastmail

• Proton Mail

• Other hosted Exchange providers

Step 3: Plan the Migration

Proper planning significantly reduces downtime and user impact.

Define:

• Migration timeline

• Migration method

• Testing schedule

• User communication plan

• Rollback procedures

Important Questions

• Will migration happen after business hours?

• Will all users migrate simultaneously?

• Are there critical mailboxes requiring special handling?

Step 4: Prepare Your Domain and DNS

Your domain's email routing must be updated to point to the new provider.

DNS Records Typically Updated

• MX records

• SPF records

• DKIM records

• DMARC records

Best Practice

Reduce DNS TTL values 24–48 hours before migration to speed up propagation.

Step 5: Migrate Existing Email Data

Most modern email providers offer migration tools.

Data That Can Usually Be Transferred

✅ Existing emails

✅ Folder structures

✅ Contacts

✅ Calendars

✅ Shared mailboxes

✅ Distribution groups

Migration Methods

• IMAP migration

• Exchange migration

• Migration tools provided by the new provider

• Third-party migration software

Testing

Always migrate a small number of pilot users first.

Step 6: Create and Configure User Accounts

Before cutover:

Configure

• User mailboxes

• Security policies

• Multi-factor authentication (MFA)

• Shared mailboxes

• Email aliases

• Distribution groups

Verify

• Login access

• Mobile device connectivity

• Webmail functionality

• Desktop email client setup

Step 7: Perform the Email Cutover

The cutover is when incoming email begins flowing to the new provider.

Activities

1. Update MX records.

2. Verify mail flow.

3. Monitor delivery.

4. Confirm user access.

5. Resolve any immediate issues.

What Users May Notice

• Brief synchronization delays

• Password changes

• New login portals

• Reconfiguration of email apps

Step 8: Validate the Migration

After cutover:

Check

• Incoming mail delivery

• Outgoing mail delivery

• Folder structures

• Contacts

• Calendars

• Mobile devices

• Shared resources

User Testing

Ask users to:

• Send and receive emails

• Access historical mail

• Test mobile devices

• Verify signatures and rules

Step 9: Monitor and Support Users

The first few days after migration are critical.

Common Issues

• Cached passwords

• Mobile device reconnections

• Missing folders

• Email client reconfiguration

• DNS propagation delays

Recommended Support Window

Provide elevated support for at least 1–2 weeks following migration.

Step 10: Decommission the Old Platform

Only decommission AWS Webmail after:

Confirmation That

• All email has been migrated

• No missing data exists

• Users are fully operational

• Compliance retention requirements have been met

Before Cancellation

• Export backups

• Archive required data

• Document final configurations

Frequently Asked Questions (FAQ)

Can existing emails be transferred?

Yes. In most cases, historical emails can be migrated from AWS Webmail to the new provider using IMAP migration tools or provider-specific migration services.

Will users lose any emails?

A properly planned migration should not result in data loss. However, backups should always be taken before migration begins.

How long does an email migration take?

The duration depends on:

• Number of users

• Mailbox sizes

• Internet speed

• Migration method

Small environments may complete within hours, while larger organisations may require several days.

Will there be downtime?

Usually very little. Email delivery continues during most migrations, although short delays can occur while DNS changes propagate.

Can we keep our existing email addresses?

Yes. Most organisations retain their existing email addresses by moving the domain's mail routing to the new provider.

What happens to contacts and calendars?

Most migration tools can transfer contacts and calendars alongside email data, depending on the source and destination platforms.

Do users need to change passwords?

Often yes. New providers generally require new account credentials and may also enforce multi-factor authentication.

What about mobile phones and Outlook?

Users may need to:

• Re-add accounts

• Update server settings

• Reauthenticate

• Reconfigure Outlook profiles

Can we migrate shared mailboxes and aliases?

Yes. Most modern email platforms support:

• Shared mailboxes

• Email aliases

• Distribution groups

• Mailing lists

These should be planned and recreated before cutover.

Should we keep the old email platform active?

Yes. It is recommended to keep the old platform active for a short period after migration until all mail flow and user access have been verified.

Migration Best Practices

• Perform a pilot migration first.

• Take full backups before starting.

• Communicate timelines clearly to users.

• Enable MFA on the new platform.

• Verify DNS records carefully.

• Keep the old system available until migration is confirmed complete.

• Monitor mail flow closely after cutover.

A well-planned migration can typically be completed with minimal disruption while preserving historical email, contacts, calendars, and existing email addresses.