Version 1.0 · Effective date: October 15, 2026 · Mailbari LLC
Last Updated: October 15, 2026
Moving to Mailbari, and leaving it, should be easy. You can move existing mailboxes in from any provider that supports IMAP, add files from Google Drive, OneDrive and Dropbox, and import contacts and calendars from standard files. You can take everything out again at any time in open formats. These terms explain how each move works, the limits, and what you must make sure of before importing other people's data.
1.1 How it works. In Admin › Migration, an Admin adds the old server's address and each User's old login, or Users do it for themselves in Settings › Import mail. Mailbari connects to the old server over an encrypted connection, copies the folders and messages into the User's Mailbari mailbox, and keeps copying new mail until you switch your MX records. 1.2 Gmail and Google Workspace. Since March 14, 2025, Google no longer lets apps sign in to Gmail over IMAP with a normal password. Users must create a Google app password (which needs 2-Step Verification) and use it for the move. Microsoft 365 and Outlook.com work the same way where the organisation allows IMAP. 1.3 Your old passwords. Logins entered for a migration are encrypted, used only to copy that mailbox, and deleted within 7 days after the migration finishes or is cancelled. Change the old password or revoke the app password afterwards. 1.4 What moves. Folders, messages, attachments and read or flagged status. Filters, signatures and contacts stored only in the old provider's own format may need to be set up again or imported as files (section 3). 1.5 Storage. Imported mail counts towards the User's storage. If a mailbox is bigger than the plan allows, the import stops at the limit and the Admin is told.
2.1 In Drive, click New › Add from Google Drive, OneDrive or Dropbox, sign in to that service, and pick the files. Mailbari copies only what you pick, as described in the Google, Microsoft & Dropbox Data Use Policy. 2.2 Google Docs, Sheets and Slides are converted to Word, Excel and PowerPoint format so they open in Mailbari Docs. Google limits each converted file to 10 MB; larger Google files must be downloaded and uploaded instead. Other files keep their original format. 2.3 The largest single file you can upload or import is 5 GB. 2.4 The copies do not stay in sync with the originals.
• Contacts: - Import from: Any address book - Format: vCard (.vcf) or CSV using the Mailbari template • Calendars: - Import from: Google Calendar, Outlook, Apple Calendar and others - Format: iCalendar (.ics) • Users (for Admins): - Import from: Spreadsheet - Format: CSV using the Mailbari template • Tasks and projects: - Import from: Other task tools - Format: CSV using the Mailbari template Templates are on this page and in the import screens. Each import file can be up to 50 MB.
4.1 You must have the right to import the data, and a lawful reason to keep the personal data in it, under the law that applies to you. 4.2 Only import mailboxes of Users in your organisation, or with their permission. Do not import mailboxes you do not control. 4.3 Imported content is Customer Data and must follow the Acceptable Use Policy. Our systems scan imported mail and files for malware and child sexual abuse material like any other content.
5.1 Any time, with standard protocols. Users can reach their data at any time with standard apps: mail over IMAP, calendars over CalDAV, contacts over CardDAV, and files over WebDAV. 5.2 Download for a User. In Settings › Export, a User can download their own mail, contacts, calendars and files. 5.3 Full organisation export. In Admin › Data › Export, an Admin can export all Users' data at once. Only Admins can do this, and it is recorded in the audit log. When the export is ready we email the Admin a download link that works for 7 days. • Export formats: - Email: MBOX per folder, or EML files - Contacts: vCard (.vcf) - Calendars: iCalendar (.ics) - Drive and Shared Drive files: Original files in their folders - Docs: Word, Excel and PowerPoint, or PDF - Notes: Markdown or HTML - Team Chat: JSON and HTML, by channel - Bookings, tasks and projects: CSV and JSON - Meeting recordings and transcripts: MP4 and text - Audit log: CSV 5.4 Export is free and not limited by plan. Very large exports may take up to 72 hours to prepare.
After your subscription ends, your organisation is read-only for 30 days so you can export everything, as set out in the Refund & Cancellation Policy. After that the data is deleted. Please export before the end of those 30 days.
An AI assistant connected through the Mailbari MCP server can upload files and create documents, but bulk imports and full exports are only available to Admins in the admin panel, not through the MCP server.
Custom plans can include help with moving larger organisations; contact [email protected]. For any other help, write to [email protected].
• Mailbari LLC · 104 Quigley Blvd, Ste 1013, New Castle, DE 19720, USA · +1 302 580 8514 • Bangladesh office · Rafiq Place, Level 1A, BM College Mosque Gate, Barisal-8200, Bangladesh · +880 1805 459129 • Support: [email protected] · Sales: [email protected]