📥 Import Email from cPanel to Microsoft 365 Outlook

This article explains how to migrate email data from a cPanel-based email account (e.g., using Roundcube or Horde) to your Microsoft 365 mailbox using IMAP and Outlook desktop. This is useful when transitioning from cPanel-hosted email to Microsoft 365 Exchange Online.

Prerequisites

Before starting the migration process, ensure you have the following:

• Your cPanel email address and password.
• Access to cPanel to retrieve mail server settings.
• A licensed Microsoft 365 mailbox.
• Outlook desktop app (Outlook 2016, Outlook 2019, or Microsoft 365).
• Internet connection.

Step 1: Retrieve Your IMAP Settings from cPanel

1. Sign in to your cPanel dashboard.
2. Navigate to Email Accounts.
3. Locate your email address and select Connect Devices or Set Up Mail Client.
4. Note the IMAP (incoming) and SMTP (outgoing) server settings, which typically include:
   • Incoming (IMAP) Server: mail.yourdomain.com
   • IMAP Port: 993 (SSL/TLS)
   • Outgoing (SMTP) Server: mail.yourdomain.com
   • SMTP Port: 465 or 587 (SSL/TLS)

Step 2: Add Your cPanel Email to Outlook via IMAP

1. Open the Outlook desktop application.
2. Go to File > Add Account.
3. Enter your cPanel email address, then click Connect.
4. Select IMAP as the account type.
5. Enter the incoming and outgoing server settings from Step 1.
6. Provide your email password and select Connect.
7. Once completed, Outlook will sync your cPanel mailbox.

Step 3: Add Your Microsoft 365 Email Account

1. In Outlook, go to File > Add Account.
2. Enter your Microsoft 365 email address.
3. Follow the prompts to authenticate and complete setup.
4. You should now see both the cPanel and Microsoft 365 mailboxes in the Outlook sidebar.

Step 4: Move Emails to Microsoft 365 Mailbox

1. In Outlook, select the folder (e.g., Inbox) from the cPanel mailbox.
2. Press Ctrl+A to select all messages.
3. Right-click and choose Move > Copy to Folder, or drag and drop the messages into the corresponding folder in your Microsoft 365 mailbox.
4. Repeat this process for other folders (Sent Items, Drafts, etc.).

Note: Email sync may take time depending on mailbox size and internet speed.

Step 5: Verify Email Transfer

1. Go to Outlook on the web.
2. Sign in with your Microsoft 365 credentials.
3. Review your inbox and folders to confirm that messages have been imported successfully.

Optional: Update MX Records to Route Mail to Microsoft 365

If you are completing a full transition from cPanel to Microsoft 365:

1. Sign in to your domain registrar or DNS provider.
2. Locate your DNS management settings.
3. Update the MX records to point to Microsoft 365: yamlCopyEditPriority: 0 Host: @ Points to: <yourdomain>.mail.protection.outlook.com TTL: 3600
4. Remove any old MX records pointing to cPanel servers.

For more help, see Set up MX records for Microsoft 365.

Troubleshooting

• Emails missing? Ensure that all folders were manually migrated.
• Authentication errors? Double-check your password or enable “Less secure apps” in cPanel settings temporarily.
• Sync delays? Large mailboxes can take time to upload to Microsoft 365 servers.

Additional Resources

• Add an email account to Outlook
• Set up Microsoft 365 for business