Bulk Email Migration

The Bulk Import tool lets you migrate many email accounts at once. Upload a CSV file with your source accounts and TrekMail handles the rest — real-time progress tracking, automatic queuing, and detailed reports.

Available on Starter and higher plans. Starter can migrate up to 100 accounts per batch, Pro up to 300, and Agency up to 1,000.

When to use Bulk Import

• Onboarding a team or organization — move everyone's email at once.
• Migrating a client portfolio from another host.
• Consolidating multiple provider accounts into TrekMail mailboxes.

For a single account, use Single Import instead.

Prerequisites

• TrekMail mailboxes already created. The destination mailboxes must exist before you start. You don't need to know their passwords — TrekMail handles destination auth automatically.
• Source credentials for each account. For each email being migrated, you need the source email, password (or App Password), and IMAP server details.
• A CSV or text file with your migration data. See Bulk Migration CSV Format for the exact format.

Step-by-step guide

Step 1 — Source & Data

1. Go to Import in the left sidebar, then click the Bulk Import tab.
2. Select the source provider. If all accounts come from the same provider (e.g., all Gmail), select it to auto-fill server settings. For mixed providers, expand Advanced settings and check Each row has its own server settings.
3. Paste or upload your CSV data. Type directly in the text area, or click Upload .csv / .txt (max 2 MB). Download a template: Simple (3 col) or Full (6 col).
4. Click Preview & validate. TrekMail parses your data and categorizes each row:
   • Ready — Valid and ready to migrate.
   • Errors — Invalid email format, missing password, destination mailbox not found, etc. These rows will be skipped.
   • Warnings — Destination was migrated recently (possible duplicates).
   • Duplicates — Same source-destination pair appears twice.
   • Over limit — Exceeds your plan's per-batch limit.

Step 2 — Review & Start

After validation, you move to the review screen:

1. Check the results. Fix any errors in your CSV and go back to re-preview if needed.
2. Set options:
   • Folders — All folders (default), Standard only (Inbox, Sent, Drafts, Trash, Archive, Junk), or Inbox only.
   • Import since — Optional date filter to skip older emails.
   • Skip duplicates — Recommended. Prevents re-importing messages.
   • Batch name — Optional label for easy tracking.
3. Check the estimated time at the bottom.
4. Click Start Migration (N accounts). Accounts are queued and processed automatically.
5. You are redirected to the live batch dashboard. You can close the page safely — the migration continues in the background.

Monitoring progress

The batch dashboard shows:

• Overall progress bar with percentage and completed/total counts.
• Per-account status: Queued, Starting, Validating, Planning, Importing (with %), Completed, Failed, Cancelled.
• Error messages for failed accounts — click to expand.

Accounts are processed in parallel based on your plan:

Actions

• Cancel All — Stops all running and queued accounts. Already completed accounts are not affected.
• Retry Failed — Re-queues only the failed accounts. You can update a failed account's source password first if needed.
• Resume — Restarts a batch that was paused due to storage limits.
• Download CSV Report — Exports a detailed report with per-account results.

Email notifications

TrekMail sends you an email when:

• The batch completes (with a summary of results).
• The batch is paused due to storage reaching 90%.
• More than half the accounts fail (high failure rate alert).

Storage safety

If your account storage reaches 90%, the batch is automatically paused. Free up space or upgrade your plan, then click Resume in the dashboard.