Draft Migration Email
Describe your system migration details and timeline; get ready-to-send stakeholder emails for every phase, from announcement through follow-up.
We are migrating all 280 employees from Webmail to CloudStar on April 5th. Need the full set of communications for this. Some teams in the Portland office still use POP3 so they need extra prep steps.
---------- Forwarded message ----------
On Wednesday, March 5, 2026, Priya Nair priya.nair@westbrookind.com wrote:
Migration scope:
Moving from Webmail (self-hosted) to CloudStar Business suite
All 280 employees across 3 offices (Portland, Austin, Chicago)
Migration window: Saturday April 5, 6 AM to 2 PM EST
Expected downtime: 4-6 hours for email, calendar syncs may take up to 24 hours
Portland office (45 users) has POP3 clients that need to switch to IMAP before migration
All users need to update mobile device settings post-migration
New login at cloudstar.westbrookind.com with existing credentials
IT support hotline will be staffed Saturday 6 AM to 6 PM
Key concern: last time we did a server change, 30% of staff missed the announcement and called helpdesk Monday morning confused.
Priya
---------- Forwarded message ----------
On Wednesday, March 5, 2026, Priya Nair priya.nair@westbrookind.com wrote:
Migration scope:
Moving from Webmail (self-hosted) to CloudStar Business suite
All 280 employees across 3 offices (Portland, Austin, Chicago)
Migration window: Saturday April 5, 6 AM to 2 PM EST
Expected downtime: 4-6 hours for email, calendar syncs may take up to 24 hours
Portland office (45 users) has POP3 clients that need to switch to IMAP before migration
All users need to update mobile device settings post-migration
New login at cloudstar.westbrookind.com with existing credentials
IT support hotline will be staffed Saturday 6 AM to 6 PM
Key concern: last time we did a server change, 30% of staff missed the announcement and called helpdesk Monday morning confused.
Priya
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