The Tool Desk
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Check that the business migration route fits your Microsoft 365 tenant
Proton’s business-specific Easy Switch guide supports cloud-hosted Microsoft 365 accounts. It says on-premises accounts are not supported. This is an organization-level workflow, distinct from Proton’s individual Outlook import instructions, so use the business wizard rather than assuming the personal-account flow has the same steps.
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| Before you start | What to confirm |
|---|---|
| Source tenant | Your Microsoft 365 account is cloud-hosted, not on-premises, as specified in Proton’s business guide. |
| Administrator access | A Proton administrator can configure the destination, and a Microsoft 365 administrator can sign in and grant the requested permissions. |
| Domain control | You can add and remove DNS records at the domain provider. The migration includes verification and mail-authentication records as well as the eventual MX change. |
| Accounts and data | List users and identify the emails, contacts, and calendar events each person needs. Separately flag shared mailboxes and any permissions, delegates, or calendar behaviors that must continue to work. |
| Fidelity expectations | Proton names the three data categories it can migrate, but its guides do not establish field-by-field equivalence for all messages, contacts, calendar events, permissions, or other Microsoft 365 objects. Define how you will check the items that matter to your organization. |
Proton explicitly says Microsoft 365 shared mailboxes are not currently supported by this wizard and will not appear in its migration user list. Plan those separately and confirm a suitable approach with Proton before cutover; do not treat an absent mailbox as an ordinary user account.
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Choose representative users
Proton says you can migrate all users at once or begin with a smaller batch and add users later. A pilot lets you check the source and destination for the kinds of data your team actually uses before committing the organization to a mail-routing change. Include users with different needs, such as frequent calendar use or large contact lists, if those are relevant to your tenant.
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Make a source-to-destination checklist
Record which accounts and data categories are in scope. For the pilot, compare the expected and migrated emails, contacts, and calendar events, and test any critical permissions or workflows separately. The vendor guides do not provide a complete object-by-object fidelity matrix, so a successful status in the wizard should not be your only acceptance check.
Keep a named list of accounts that still need migration, users who need to activate, unresolved exceptions such as shared mailboxes, and the checks each pilot user must complete. This gives you a concrete readiness gate before moving incoming mail.
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Run Proton Easy Switch for Business
- Open the business migration wizard. In Proton for Business, begin Easy Switch for Business and configure the migration. The wizard selects email, contacts, and calendars by default; deselect any category you do not intend to transfer.
- Authenticate the Microsoft 365 tenant. Have a Microsoft 365 administrator sign in and grant the permissions requested by the wizard. Do not substitute a regular user account if it lacks the required administrator authority.
- Verify the domain. Add the TXT verification record supplied by Proton to the domain’s DNS at your provider. Proton says synchronization can take up to 24 hours, so leave time for verification rather than scheduling a cutover around an assumption of immediate propagation.
- Configure sender authentication. Use the values generated in the wizard for your domain: an SPF TXT record, three DKIM CNAME records, and a DMARC TXT record. Proton says SPF enables sending from Microsoft and Proton simultaneously during migration; DKIM signs outgoing mail; and DMARC builds on SPF and DKIM to help protect against impersonation and improve delivery reliability. Do not copy DNS values from another organization or a generic example.
- Select users and start the migration. Choose the accounts in the dashboard and start the transfer. Proton’s guide says selected accounts display an “In progress” status. You can continue to onboarding steps before every migration finishes, but track unfinished accounts in your readiness checklist.
Confirm staff can activate before relying on onboarding
Proton’s Microsoft 365 business guide says migrated users receive an invitation link and describes verifying an address with a code sent to the user’s existing Gmail inbox. That Gmail reference is unusual in a Microsoft 365 migration and should not be silently interpreted as a code arriving in Microsoft 365. Confirm the current wizard instructions with Proton or its support team before rollout, and make sure your staff know which inbox to check.
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Track invitation delivery and activation as separate readiness items. Proton says that after migration is final, invitation links stop working; an administrator must reset the password for users who have not activated by then. Do not leave activation until after you have finalized the migration.
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Change MX records only when the destination is ready
MX records determine where new incoming email is delivered; changing them is the mail-routing cutover, not a substitute for migrating existing data. Wait until the migration and user-onboarding checks you require are complete and your cutover is scheduled.
- In the domain’s DNS, add the Proton MX records shown in Proton’s business guide:
mail.protonmail.chandmailsec.protonmail.ch, both using the default@host. - Delete the other MX records as Proton instructs, using the values and guidance for your domain.
- Return to the wizard’s confirmation step. Its summary may show “Waiting for MX…” while Proton waits to detect that incoming mail is routed directly to Proton.
Proton says confirmation that incoming mail is routing can take up to 24 hours. Monitor the wizard’s status and verify that new messages reach the intended Proton accounts as part of your cutover checks.
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Handle exceptions and paused imports
Contacts that need a separate import
If you need a manual contact-import fallback, Proton’s contacts guide describes exporting contacts as CSV or vCard and uploading the file. The upload must be smaller than 10 MB. This offers a way to import a contact file; it is not a guarantee that every Microsoft contact field or photo will be preserved, so check the result against your source inventory.
Imports that pause or need recovery
Proton’s import-management guidance says the import management page displays the external address, progress or status, start date and time, and actions to resume, reconnect, or cancel. It also says an import can pause if available storage drops below 150 MB or if the connection is unexpectedly disrupted. A paused import is canceled if it is not resumed within one month; imports less than 30 days old can be undone. These are Proton product limits, not general guarantees for every business migration, so check the current guidance and the status shown for your import before acting.
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Proton’s general Easy Switch guide says up to two different email accounts can transfer simultaneously, while only one transfer from the same account can run at a time. That general limit does not establish the parallelism available in the separate business-tenant wizard; use the business wizard’s own status and guidance when planning batches.
Declare the migration complete only after reconciliation
Use the pilot checks and account inventory to close out the migration: confirm each intended user’s status, verify activation, compare the agreed email, contact, and calendar samples or inventories, and resolve exceptions. Test critical business workflows—especially any permissions or calendar behaviors your team depends on—because the reviewed Proton guides do not establish that every such setting transfers identically. Keep a record of unresolved items and their owner rather than treating a completed wizard as proof that every object has been preserved.
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