Rackspace to Office 365 Migration – How to Do It?

• 10 November 2025
• Office 365 Migration
• Written by Justin Greaves

• Introduction
• Why Migrate from Rackspace to Office 365?
• Benefits of Migrating from Rackspace to Office 365/ Microsoft 365
• Prerequisites Before Starting Rackspace to Office 365 Migration
• Steps for Migrating Emails from Rackspace to Office 365
• Common Issues During Migration and How to Fix Them
• Post-Migration Challenges in Rackspace to Office 365 Transition
• Rackspace to Office 365 Migration – Cost Considerations
• Migrating Rackspace to Office 365 – Is it a Good Idea?
• Frequently Asked Questions on Rackspace to Office 365 Migration

Rackspace Email is a hosting service for businesses that need email accounts for their domain. It provides paid email addresses for business employees. Rackspace Email was a preferred service, especially for small and medium businesses. Although still widely used, the rising adoption of the Office 365 suite has made Rackspace to Office 365 migration increasingly common. This is partly the case because most users are familiar with the Microsoft applications that are a part of Office 365. These applications are interoperable and provide a unified experience as compared with the standalone Rackspace Email application.

Migrating from Rackspace to Office 365 is a strategic decision that many organizations undertake to enhance their communication and productivity capabilities. The migration involves moving critical data and services from Rackspace’s platform to Microsoft’s comprehensive suite of applications. Whether you are considering a migration from Rackspace to Office 365 or a Rackspace Hybrid to Office 365 migration, it’s crucial to grasp the intricacies, hurdles, and optimal practices involved to optimize the transition and execute it with minimal disruptions.

Why Migrate from Rackspace to Office 365?

Many businesses find that as their communication needs grow, Rackspace Email alone no longer provides the flexibility or integration they require. Choosing to migrate from Rackspace to Office 365 allows organizations to move from a standalone mail service to a complete productivity suite. With Outlook, Teams, SharePoint, and OneDrive working together, employees can collaborate in real time, share files securely, and manage projects without switching between different platforms.

Security considerations also play a significant role in the decision to migrate email from Rackspace to Office 365. Microsoft 365 comes with built-in threat protection, multi-factor authentication, and encryption, all designed to safeguard sensitive information. For industries with strict compliance requirements, the platform’s certifications and tools make regulatory alignment easier to achieve.

Scalability and accessibility further highlight the advantages of a Rackspace to Office 365 migration. Businesses can easily add users or expand operations without investing in new infrastructure, while employees gain the freedom to work from any device, anywhere. Reliability is equally important—Microsoft’s global data centers, backed by service-level agreements, help ensure consistent uptime and minimize disruptions.

Finally, cost efficiency often tips the balance for companies evaluating Rackspace migration to Office 365. Consolidating email, collaboration, and productivity services into one subscription simplifies administration and reduces IT costs. With regular updates and new features included at no extra charge, businesses benefit from ongoing innovation without unexpected expenses.

For organizations considering how to migrate from Rackspace to Office 365, the move is less about leaving Rackspace behind and more about adopting a secure, scalable, and integrated platform built for the modern workplace.

Benefits of Migrating from Rackspace to Office 365

Migrating from Rackspace to Office 365 offers organizations a range of powerful benefits, from advanced collaboration tools to enhanced security features. Here’s a look at how this transition can improve productivity, streamline operations, and secure your data.

• Advanced Features and Functionality

  Office 365 offers a diverse range of tools such as Exchange Online, SharePoint Online, and Microsoft Teams, designed to optimize communication, encourage seamless collaboration, and streamline document management.

• Scalability and Flexibility

  Office 365 provides the flexibility to scale services up or down based on the organization’s needs, making it easier to adjust to changes in team size or business requirements.

• Data Security and Compliance

  Office 365 provides robust security features, including advanced encryption, proactive threat detection, and data loss prevention measures, ensuring secure migration and compliance with industry regulations and data protection standards.

• Modernization of Communication and Collaboration

  Migrating from Rackspace to Office 365 gives organizations the opportunity to modernize their communication and productivity platforms, unlocking advanced functionality and enhancing collaboration across teams.

• Access Anywhere, Anytime

  With cloud-based services, Office 365 allows employees to access their work from anywhere, on any device, enhancing productivity and flexibility, especially for remote or hybrid work environments.

• Cost Efficiency

  By consolidating email, collaboration, and productivity tools under one umbrella, Office 365 helps reduce operational costs associated with managing multiple platforms and services.

  By understanding the complexities, challenges, and best practices, organizations can ensure a successful migration journey that maximizes the benefits of Office 365, driving growth and innovation.

  

Prerequisites Before Starting Rackspace to Office 365 Migration

Before you migrate from Rackspace to Office 365, certain preparations must be in place to ensure a smooth and secure transition. Addressing these prerequisites minimizes risks and helps avoid downtime during the Rackspace to Office 365 migration process:

• Ensure administrative access to both Rackspace and Office 365 environments before starting the migration.
• Verify that all user mailboxes and data are backed up to prevent loss during the transition.
• Confirm that Rackspace email accounts have the necessary “Full Access” permissions assigned.
• Identify and document all mail-related objects such as distribution lists, contacts, and resources.
• Unhide any hidden objects, including distribution lists, that need to be included in the migration.
• Gather Rackspace server details, including the Exchange server address, from the Control Panel for proper configuration.
• Select the appropriate Office 365 subscription plan based on business requirements and the number of users.
• Prepare domain verification and complete setup steps in the Office 365 admin portal.
• Inform and prepare users about the upcoming Rackspace email migration to Office 365, including potential downtime.
• Review network bandwidth and infrastructure readiness to handle the migration load effectively.
• Plan a clear migration timeline, ideally scheduling the Rackspace Office 365 migration outside of business hours to minimize disruption.

By completing these steps in advance, businesses create the foundation for a seamless process when they migrate Rackspace email to Office 365.

Steps to Migrate Rackspace Email to Office 365

The following are steps that need to be taken to migrate Rackspace to Microsoft 365/ Office 365:

1. Create a Rackspace Admin Account

   The first step to be taken before the Rackspace to Office 365 migration process is to create an admin account on Rackspace. This is essentially an email account with full access to all the current Rackspace mailboxes. Ensure that every Rackspace tenant grants “Full Access” permission to the newly created account.

2. Unhide All Objects

   Usually, migrating Rackspace mailboxes to Office 365 involves more than just moving mailboxes. There could be Distribution Lists for sending and receiving emails in bulk, Contacts, Resources, and other objects involved in the O365 migration process. These objects must be unhidden before the migration process. If you have distribution lists that use a common email address, ensure that you have the admins or the managers’ details.

3. Identify the Current Server

   Rackspace to Office 365 migration can take place only if you can synchronize the current Rackspace server with Microsoft Exchange. Locate the server on which your Rackspace Emails are hosted. This can be found on the Control Panel. You need this address to connect with the Exchange Server at a later stage.

4. Select Your Office 365 Plan

   There are several Office 365 plans that you can opt for. The plan you would want should depend as much on the applications you need as on the size of your business. If you are a small business, you might opt for Office 365 Business Premium or Office 365 Business Essential. You might consider Office 365 Enterprise E3 or Office 365 Enterprise E5 if you are a part of a larger business or need more features.

5. Add Business Domain

   The next step in the Office 365 migration process is to include your business domain in Office 365. You need to do this to ensure that users continue to get their emails on the same email address they were using earlier. This can be done on the admin portal.

6. Start Rackspace to Office 365 Migration

   The actual process of Office 365 migration begins when the two servers are synced. This is done by creating a Migration Endpoint either in PowerShell or the web GUI. This process involves identifying the DNS record of the Exchange Server for your Office 365 accounts and then connecting it with the Rackspace server.

7. Run Migration Batches

   You don’t want to overload your servers. So, you move the objects in the mailboxes in batches. Assuming that you have a large number of items to move, you would be using the cutover migration method for migrating Rackspace mailboxes to Office 365. The time taken for this process could range from a few hours to several days depending upon the size of the data. You can find the status of the migration in the Exchange Admin Center.

8. Enable Users on Office 365

   Depending upon the number of users, you will have to procure licenses for each Office 365 account. Create accounts for each Office 365 user and reset the passwords for users to access their accounts. Once the Rackspace and Office 365 mailboxes of users are in sync, it is time to update the DNS records. It would be ideal to perform this operation during out-of-office hours to avoid impediments to business. Once the DNS records have been updated, sync the mailboxes with a new batch to migrate any new items that may have been missed earlier. Delete the batches and disable the old Rackspace accounts.

Avail free migration assistance for moving Rackspace email to Office 365. Get in touch

Common Issues During Migration and How to Fix Them

Even with proper planning, a Rackspace to Office 365 migration can present unexpected challenges. Being aware of common issues and their solutions helps organizations minimize downtime and ensure a smooth transition when they migrate from Rackspace to Office 365.

• Unauthorized errors: These often occur when credentials are incorrect or accounts lack the required permissions. Verify administrative access and ensure credentials are valid before restarting the migration.
• Incomplete mailbox migrations: Connectivity issues or failed credential verification may leave mailboxes partially migrated. Double-check login details, revalidate access, and retry the process.
• Email routing problems: If DNS records are not updated correctly or propagation is delayed, emails may not reach Office 365. Confirm DNS settings and allow adequate propagation time.
• User access issues: Licenses or permissions that are not assigned properly in Office 365 can prevent users from accessing their new accounts. Ensure all accounts have the correct licenses before cutover.
• Migration batch failures: Duplicate batch names or errors in CSV files can cause failures. Use unique batch names and verify CSV formatting to avoid interruptions.
• Slow migration speeds: Limited network bandwidth or IMAP server restrictions can delay the process. Increase concurrent migration limits where possible and check server performance.
• Duplicate emails: Misconfigured folder inclusion or exclusion rules can result in duplicates. Review migration filters to prevent repeated items.
• “Mailbox full” errors: If duplicates or large amounts of data push accounts beyond storage quotas, users may see this error. Clear unnecessary items or upgrade mailbox storage.
• Connectivity errors: Incorrectly specified IMAP server endpoints or FQDNs can block connections. Verify all server details before retrying.
• General troubleshooting: To avoid many of these errors, validate CSV formatting, set clear batch names, and confirm that all credentials and endpoints are accurate. Automated migration tools can also reduce manual errors and improve reliability when you migrate Rackspace email to Office 365.

Addressing Post-Migration Challenges in Rackspace to Office 365 Transition

Successfully migrating from Rackspace to Office 365 is just the beginning. Organizations must address post-migration challenges to ensure seamless operations, data integrity, and user adoption.

• Verifying Data Integrity

  Carefully review migrated data to identify any potential loss or corruption. Verify that all emails, contacts, calendars, and other essential information have been accurately transferred to Office 365.

• Testing Functionality

  Conduct thorough testing of Office 365 features, including email, calendars, contacts, file sharing, and collaboration tools. Ensure that all applications and integrations function as expected to support business operations.

• User Training and Support

  Provide comprehensive training to help employees navigate the Office 365 environment efficiently. Establish a dedicated support system to address any questions or challenges users may face post-migration.

• Security and Compliance

  Review and implement necessary security measures to safeguard the Office 365 environment. Ensure adherence to regulatory requirements and industry standards to maintain compliance.

  By addressing these post-migration aspects, organizations can fully leverage the benefits of Office 365 while ensuring a smooth transition and sustained productivity.

Rackspace to Office 365 Migration – Cost Considerations

When planning a Rackspace to Office 365 migration, it is important to evaluate the cost factors involved. The total expense will depend on the Office 365 licensing plan you select, such as Business or Enterprise tiers. Rackspace often charges a markup on Microsoft 365 licenses compared to standard Microsoft pricing, which can make switching to a Microsoft CSP more cost-effective.

Beyond the immediate migration, there are long-term savings to consider. Migrating from Rackspace to Office 365 often reduces IT infrastructure needs, licensing overhead, and operational costs compared to maintaining Rackspace hosting. However, hidden costs such as staff time, training, and troubleshooting during the transition should also be factored into your budget.

Many Microsoft CSPs provide bundled or low-cost migration services, which significantly improve overall value. Apps4Rent offers free Office 365 migration services for customers who purchase Microsoft licenses through us, making the transition to Microsoft 365 both seamless and cost-efficient.

Migrating Rackspace to Office 365 – Is it a Good Idea?

The Rackspace to Office 365 migration process can be summarized in as few as four sentences.

Create an admin account. Choose your Office 365 plan. Purchase licenses for your users. Sync the accounts. But the devil lies in the details. There are many difficulties associated with self-managed migration. For starters, things like aliases, alternate addresses, group and distribution lists, public folders, and other such items are difficult to migrate.

Besides, there could be compatibility issues, outages, and failures that could be difficult to troubleshoot. It would be ideal to avail of the services of an authorized Office 365 migration service provider to make the transition seamless.

Moreover, organizations can benefit from partnering with experienced Microsoft consultants and certified partners specializing in migrating from Rackspace to Office 365. These professionals possess the expertise, tools, and resources required to plan, execute, and optimize the migration process effectively. From assessing infrastructure readiness to configuring Office 365 services and providing post-migration support, partnering with experienced consultants can streamline the migration journey and ensure a successful transition to Office 365.

Apps4Rent is one such Microsoft-certified service provider. We have assisted clients globally in migration to Office 365. Our engineers provide support 24/7/365 via phone, email, and chat, and would gladly be of service to you in migrating from Rackspace to Office 365. Call us now!

Also Read: How to Migrate POP3 Email to Office 365 – Complete Guide

Final Thoughts on Rackspace to Office 365 Migration

Migrating from Rackspace to Office 365 is a strategic move toward a secure, scalable, and integrated productivity platform that supports the needs of the modern workplace. While the migration process can present complexities such as data validation, DNS updates, and user training, the long-term advantages of Microsoft 365 far outweigh the challenges. With enhanced collaboration tools, enterprise-grade security, and cost efficiencies, organizations that complete a Rackspace to Office 365 migration position themselves for greater agility and growth.

Choosing the right partner is critical for a seamless transition. As a Microsoft Solutions Partner, Apps4Rent not only offers a wide range of Office 365 plans but also provides free migration support for all customers who purchase their Microsoft licenses through us. Our experts specialize in helping businesses migrate Rackspace email to Office 365 efficiently, minimizing downtime and ensuring data integrity at every step.

Whether you are exploring how to migrate email from Rackspace to Office 365 or are ready to begin the process, Apps4Rent can make the journey smooth, secure, and cost-effective. With 24/7 support available via phone, chat, and email, our team is here to guide you every step of the way.

Frequently Asked Questions on Rackspace to Office 365 Migration

1. How to migrate to Office 365 step by step?

   To migrate from Rackspace to Office 365, start by creating an admin account in Rackspace and unhiding all objects, such as distribution lists and contacts. Backup user data to avoid loss, then choose the right Office 365 plan for your business. Add your domain in the Office 365 admin portal and verify ownership. Next, sync Rackspace with Office 365 by creating a migration endpoint and running migration batches. Finally, enable users, assign licenses, and update DNS records to route mail to Office 365.

2. How do I export my Rackspace mailbox?

   Rackspace provides archive and admin tools to export mailboxes in PST or EML format. For organizations planning a Rackspace email migration to Office 365, third-party migration tools can also transfer mailboxes directly, eliminating the need for manual exports.

3. How much does it cost to migrate to Microsoft 365?

   The cost of a Rackspace to Office 365 migration depends on the Office 365 subscription plan you select, along with any migration service fees. Many providers, including certified Microsoft partners, offer free or bundled migration assistance with Office 365 subscriptions.

4. What tool is used to migrate Exchange to Office 365?

   Native Microsoft Exchange Online migration tools can be used for mailbox moves. Businesses looking for simpler options may use automated tools such as SysTools or EdbMails to streamline the process when they migrate Rackspace email to Office 365.

5. Do users need to recreate mail profiles after migration?

   Yes, in many cases, users will need to recreate or reconfigure their Outlook profiles for Office 365 once the Rackspace Office 365 migration is complete. This ensures proper synchronization with Exchange Online.

6. Is there downtime during the Rackspace to Office 365 migration?

   If migration batches are planned effectively and DNS updates are performed outside of business hours, downtime is minimal. Organizations that carefully plan how to migrate email from Rackspace to Office 365 can ensure smooth cutovers with little to no disruption.

7. Does Rackspace update DNS records automatically?

   No. During a Rackspace migration to Office 365, domain administrators must manually update DNS records to point mail flow to Microsoft 365. This step is critical to ensure email routing works properly after the cutover.