Import MSG to Exchange Server: Step-by-Step Process & Best Practices!

In this guide, we will discuss all these queries with accurate and clear answers. By the end of the discussion, we will ensure that you won’t need to go anywhere, all things you need to know will be covered here. Are you ready? Let’s start!

What is MSG File Format?

The MSG File format is used for storing data, including email messages, tasks, contacts, etc. This file format is especially used for backing up or archiving data while maintaining metadata and message structure. The offline backup of these files can be imported and accessed in various platforms like Mailbird, Microsoft Outlook, Microsoft Exchange Server, Windows Mail, etc. 

However, moving MSG data to Exchange Server helps users to maintain and manage large email data effectively. Not only this but there are several benefits to the same which are listed in the next section. 

Why Import MSG to Exchange Server?

Migrating MSG to Exchange Server helps users with various advantages, and many users don’t even know that. If you are one of them, then just go through the below points to understand:

1. Importing multiple MSG files to Exchange Server offers a centralized location to manage the content ( e.g., emails) effectively. 
2. Stored data in On-Premise Exchange provides various features like sharing data, real-time collaboration on email threads, etc.
3. The Exchange Server stores users’ data in EDB files, which are saved offline. This means EDB files serve as a backup and can be accessed even offline, so you don’t need to back up the data manually.
4. For organizations and individuals ensuring the security of the data is essential. The Exchange Server offers various security measures to safeguard the data i.e. Data Loss Prevention (DLP), encryption, and anti-malware protection.
5. The Microsoft Exchange archiving feature helps users to manage the primary mailbox efficiently, and the search functionality helps users to find the desired data easily. 

These are some common reasons why migrate MSG to Exchange Server. Now, it’s time to learn the methods to do so. 

How to Import MSG to Exchange Server – Tried & Tested Methods!

There are various methods available online, and we tried all of them. After thorough research and checking the reliability of almost all the solutions, now we come up with the three best solutions that can help us to move MSG to Exchange Server efficiently. 

Despite that, in other guides available online, you see the PowerShell method is also described which does not even exist, and wrong cmdlets are discussed. So, don’t believe that as it leads to migration failure and wasting of time.

In the following sections, the practical and 100% secure methods are described. Use any of them and ensure a seamless migration without losing any single piece of data.

Method 1. Drag & Drop MSG Files

We tried this solution, this works with classic Outlook only. This means if you are using the latest version of Outlook then this solution fails to import MSG to Exchange Server. Ensure the classic Outlook is installed in your systems, and then drag the files from the source and drop them into your desktop-based Outlook. Then configure it with Exchange Server. Done! If you need the detailed steps to move MSG to Exchange Server then they are as follows:

Phase 1. Configure Outlook with Exchange Server

Open Outlook and follow the instructions to configure it with Exchange Server:

• Click on the File tab, and under Account Information, click Add Account.
• In the Add Account wizard, fill in the details for the Exchange account. 
• Now, Outlook will automatically sync the settings and other data with the Exchange Server. 
• Once you are done with the setting up procedure, click Next to allow Outlook to test the connection.
• Lastly, hit Finish.

Phase 2. Import MSG to Exchange Server

• Open classic Outlook.
• Drag the MSG files from the source, and drop them into the Outlook mailbox.
• Once you drop the file, Outlook automatically syncs that data with Exchange.
• Access the Exchange Server to see that the file is available and accessible. 

This is a straightforward procedure, but due to repetitive steps, it becomes cumbersome. I will explain to you in detail, that dragging and dropping individual files to Outlook is not practical with the large volume of data. This has a risk of data loss as Outlook may be stuck due to multiple files dropping at the same time.

Move MSG to Exchange Server Via this Solution – Steps

Importing MSG to Exchange Server is quite a straightforward procedure with this, and you won’t need any type of instructions thanks to its user-friendly interface. Still, we explain the stepwise guidelines to import MSG to Exchange Server:

Step 1. Select MSG & Exchange as a source and destination platform.

Step 2. Choose the Email option.

Step 3. Select the folder path where the MSG files are stored on the Source screen, and click validate.

Step 4. Enter the required Exchange credentials, and validate them.

Step 5. Use any option to add users i.e. Fetch Users, Import Users, and Download Template.

Step 6. Hit the Start Import button to proceed with the task.

That’s all! Once the migration is completed, the solution generates a detailed report for the same. 

Method 3. Use the Exchange Web Services (EWS) API to Move MSG to Exchange Server

This is not the direct solution to import MSG to Exchange Server but can be considered using the below commands. Remember, this method is tricky and complicated to use. So, opt for this only when you are well aware of technical know-how. Additionally, take a backup of your data, because there is a risk of data loss with this.

Best Practices for Importing MSG Files to Exchange Server!

We learned the three best ways to move MSG to Exchange Server, but do you know we can make this migration more smooth and hassle-free? Following the best practices helps in a seamless transition:

1. Organize the MSG files into appropriate folders on your local machine.
2. Large-size MSG files can create issues when imported into Exchange Server manually. So, it is recommended to split those files to avoid migration failure.
3. Delete unwanted or duplicate data from the MSG files to minimize the time of the migration.
4. Backing up the data before migration is crucial to ensure content continuity if anything goes wrong.
5. When ready for the migration, it is recommended to import one or two files first and check if any issues occurred. This helps to address any issue in advance before the entire file migration.

Troubleshooting Common Import MSG to Exchange Server Issues

While migrating MSG to Exchange Server is a simple task, with the right solutions, still some users faced issues during the transition i.e.

• Error: “Failed to import MSG file.”

Solution: This issue occurs when your file is corrupted, so first check whether your data is healthy or not. If your data is corrupted then uncorrupt your data using any solution available online as manually removing errors from the files is complicated. 

• Issue: Duplicate Messages After Import

Solution: Check the duplicate data before migration, and if you still see this issue. Then check whether you migrate the same file two times, and filter data with other tools. 

• Issue 3: Slow Import Process

Solution: Due to various reasons, migration speed will slow including large data migration, manual migration, and not following best practices.

Bring it All Together!

Importing MSG to Exchange Server becomes a crucial task for organizations to centralize data. To do so, we discussed three practical solutions, so that anyone who is looking for this migration can efficiently proceed hassle-free. I hope that proper understanding and following the best practices will make this task seamless. 

Despite that, we discussed three methods, and many users may be confused about which suits them best to import MSG to Exchange Server. If I’m right, then a comparison between all of them is simple so those who are handling small data can opt for manual methods. Those who need to migrate large data simultaneously without any limitations can consider the specified automated solution.