Outdated email systems slow productivity for 80% of businesses, and for SMBs, fixing the problem often feels impossible.

But in today’s digital economy, email modernization is non-negotiable, and you don’t need tech skills to migrate. With automation, startups can switch platforms faster, more cost-effectively, and with less stress.

That’s where automation steps in. 

• Why automation is your IT team’s best friend (even if you don’t have one)
• Real startup struggles and how to solve them
• 7 top automated tools tailored for different email migration needs — pricing, results, and who should use what.

At Infosprint Technologies, an IT service Company, we’ve helped SMBs and startups overcome email migration challenges using automation. This guide breaks down 7 simple tools SMBs can use to migrate email without hiring IT experts.

“Don’t let tech barriers block your growth. With the right tool, migration is no longer a risk—it’s an upgrade.”

 Vimal Koneti - CEO, Infosprint Technologies

Why Email Migration Is Necessary in 2025 

Today’s businesses rely on scalable, secure, and cloud-first platforms. Outdated or fragmented email systems result in inefficiencies, increased costs, and vulnerabilities. Some common triggers for migration include:

• Outgrowing outdated infrastructure
• Needing better security and spam control
• Consolidating email after mergers/acquisitions
• Migrating to a unified communication stack (like Google Workspace or Microsoft 365)
• Wanting to reduce IT dependency and cost

Still, most SMBs hesitate because they fear disruption or lack the skills. Thankfully, with email migration in mind for non-tech users, modern solutions have evolved to handle the heavy lifting. 

Still concerned, read the real-world success story in email migration and security

Understanding the Email Migration Journey 

Migrating email includes more than just moving inboxes.

It can include:

• Emails and attachments
• Contacts and calendars
• Folder structures
• Archive and legacy data

Traditionally, this process required IT support. Today, email transfer without IT help is not only possible but often preferable, especially for smaller teams.

Ready to simplify your migration journey?

Check our Email Migration Checklist, a practical, step-by-step guide designed for non-technical teams.

Which type of Email Migration does your business need?

Before selecting a tool, identify the nature of your email migration:

Top 7 Comprehensive Email Migration Tools & Pricing

Ready to upgrade your email infrastructure with confidence and control? This definitive guide examines the most effective email migration tools on the market, detailing their capabilities and associated costs. Optimize your transition with a solution that delivers efficiency, security, and exceptional value for your business.

1. Cloudiway: Enterprise‑grade Automation, User-Friendly UI

A SaaS-based tool that handles complex migrations—mailboxes, archives, calendars, contacts—across platforms like Exchange, Google Workspace, Lotus Notes, IMAP, and more, without installations

Key features:

• No-code web interface with batch migration

• Delta passes to keep mailboxes continuously synced

• Advanced filters (per user, folder, date range)

• Migration dashboards and automated permission mapping

• Secure TLS-encrypted transfers, no data stored on Cloudiway servers

Pricing:

• Standard license: EUR 9/USD 11.40 per user

• Premium license: EUR 14/USD 16.90 per user (includes drive/archive transfers)

Client Testimonials: Powersolution for complex migrations

Cloudiway suits mid-market to enterprise SMBs needing flexible migrations between any platform. It's ideal for service providers or companies wanting deep control. If you’re migrating fewer than 50 users, Standard is a cost-effective option; Premium unlocks complete mailboxes and drives migrations.

2. BitTitan MigrationWiz: Streamlined, Fully Automated SaaS

A leading 100% SaaS migration platform supporting email, documents, archives, and tenant-to-tenant migrations with no local installs – fully automated via cloud UI

Key features:

• Supports multiple workloads: Mail, Docs, Teams, OneDrive

• Full-fidelity mailbox sync with DeploymentPro

• Built-in pre-migration assessments and validation checks

• Encrypted transfer and scalable throughput

Pricing:

• Mailbox migration: US$14 per user

• Optional bundles available via Azure Marketplace

Client Testimonial: “BitTitan MigrationWiz is less expensive and way more reliable than AvePoint Fly…”

Best for SMBs and MSPs seeking a plug-and-play, self-service migration solution. Choose MigrationWiz if you want speed, simplicity, and support across multiple services. Great value at $14/user; ideal for smaller migrations or quick go-lives.

3. Google Workspace Migration Tools: Free Native Option

Looking for a cost-effective, controlled migration to Google Workspace? Leverage Google's free native tools like Workspace Migrate, GWMME, and DMS. These integrated solutions empower your business with secure data transfer, simplifying your cloud transition directly from the Admin console.

Key features:

• Google Workspace Migrate (enterprise-grade, multi-source)

• DMS (cloud-based; for small orgs migrating via IMAP/Exchange)

• GWMME and GWMMO tools for Outlook/PST/cloud imports

• Free and secure, integrated into the Google Admin console

Limitations:

• Requires setup on Windows servers for large migrations

• Doesn’t support all platforms (e.g., lacks non-Google endpoints)

• No built-in delta passes; migrations may disrupt mailbox access

Ideal for budget-conscious small businesses moving to Google Workspace from Exchange or IMAP. Best for up to 100 users with simple inbox needs. Not recommended for cross-platform migrations or complex workloads.

4. Transend Migrator: Ideal for On-Prem to Cloud Transitions

Upgrading your email infrastructure from complex legacy systems can be a simple and stress-free process. Transend Migrator is the ideal solution for effortlessly migrating over 30 proprietary and on-premise platforms to the cloud. Enjoy a smooth and reliable transition to Office 365 or Gmail while ensuring data integrity at every stage of the process.

Key features:

• Desktop or server-based deployment

• Granular logging and folder mapping

• Supports IMAP, POP, and proprietary systems

• Fast batch migration capabilities

Pricing:

~$10–15 per mailbox (license-based)

Client Testimonial:

Good for versatility and performance with older systems. IT pros report clean migrations from complex, outdated platforms.

Best suited for organizations with outdated or hybrid infrastructure that seek a reliable way to modernize email without disrupting operations.

5. CodeTwo Office 365 Migration: Best for Microsoft Ecosystem

If Microsoft solutions are a major part of your company's operations, smoothly and securely moving your data is essential. That's where CodeTwo Office 365 Migration comes in. It allows you to transition without any downtime, ensuring that all your mailboxes remain intact and compliant. You can migrate with confidence, knowing that you maintain total control and integrity of your data throughout the process.

Key features:

• Scheduler and bandwidth throttling

• Zero-downtime switching

• GDPR-compliant activity logs

• Support for hybrid environments

Pricing:

~$10–12 per mailbox

Client Testimonial

Highly rated for ease of use and error-free Exchange transitions. Admins value its scheduling features and transparent reporting.

Ideal for businesses deeply entrenched in the Microsoft stack seeking safe, automated, and regulation-ready migrations.

6. MailJerry: Lightweight IMAP Migration for Small Teams

Are you tired of complicated email migrations that slow down your small business or startup? Look no further! MailJerry makes the process easy and hassle-free with our simple, browser-based IMAP migration. It’s plug-and-play, which means you can have your team up and running in no time—without the need for expensive IT support. 

Key features:

• No software install

• Live migration progress tracking

• Automatic retries for failed items

• Platform-agnostic (Gmail, Yahoo, Zoho, etc.)

Pricing:

$9 per mailbox

Client Testimonial:

Popular with solopreneurs and microbusinesses for being simple, fast, and affordable.

Best for individuals or small teams needing a quick, cost-effective migration tool—no technical expertise required.

7. SysTools Mail Migration: Built for Compliance-Heavy Sectors

Navigating strict regulatory environments? SysTools Mail Migration is designed for your industry, ensuring data security, comprehensive audit trails, and legal hold functionalities. Ensure that your email data migration consistently adheres to the highest standards of compliance.

Key features:

• Chain of custody logging

• GDPR-ready encryption

• Supports PST, NSF, EML, MSG

• Archive export and legal hold features

Pricing:

~$49 one-time license per desktop (enterprise pricing varies)

Client Testimonial:

Trusted by compliance teams for forensic-grade reporting and end-to-end data integrity.

Ideal for organizations in law, healthcare, or banking where every email must be tracked, secured, and report-ready.

Want a ready-to-use email migration checklist for your team? Grab our expert-crafted, step-by-step Email Migration Checklist to simplify your transition—no tech skills required.

How These Tools Help You Compete Without IT Skills

Modern companies must maintain uptime, reduce tech costs, and deliver employee-friendly systems. With the right tool:

• You can perform secure email migration without hiring a tech team.

• Built-in email migration checklists in these tools guide users through the process step by step.

• Automation ensures that no email is lost, nothing is duplicated, and DNS/forwarding is updated correctly.

These tools often come with dashboards, alerts, and pre-migration tests, all created with non-technical users in mind.

Ready to Switch?

Email Switch Made Easy: You no longer need to be an IT expert to migrate your business email. Whether you're a startup founder, office manager, or IT-averse executive, today’s automated email migration solutions make it possible to complete the job safely, affordably, and efficiently.

With the right approach, tools, and email migration checklist, your transition can be smooth and stress-free.

So if you're planning to switch to migrate email without IT, choose the tools that make your email switch easy.

Need assistance or prefer expert support? Infosprint offers email migration consulting for SMBs to help you get started without hassle.