For staff · Staff whose email is moving from our web host (cPanel and Roundcube webmail) to Gmail in Google Workspace
cPanel email to Google Workspace: staff guide
What staff need to know when email moves from cPanel webmail to Google Workspace: export contacts and calendars, set up Gmail, plus ready-to-send emails.
What is different for you
| Item | Before | After |
|---|---|---|
| Email provider | Our web host ([HOST NAME]), using cPanel | Gmail in Google Workspace |
| Webmail | Roundcube at [OLD WEBMAIL ADDRESS, e.g. https://contoso.com:2096] | Gmail at https://mail.google.com |
| Mail folders | Roundcube folders | Gmail labels |
| Password | Your webmail password | Your Google Workspace password. [HOW YOU GET YOUR PASSWORD] |
| Phone and desktop mail apps | Set up with the old (IMAP) account | Old account removed and Google account added |
| Shared addresses such as [SHARED ADDRESS, e.g. info@] | A separate login or forwarder | A Google group or an extra address on your account |
What stays the same
- Your email address
- Your email, with folders shown as labels and read or unread status kept
- Addresses that used to forward to you keep reaching you.
- Our website. Only email is moving.
Your checklist
Before the move
- Export your contacts and calendar from Roundcube before [DATE], or check IT is doing it: [CONTACTS AND CALENDAR PLAN]. They do not move with your email.
- If you keep old mail in Outlook data files (.pst), tell [IT CONTACT]. Google has a separate tool to bring those in.
- Note your email filters, signature and autoresponder (out-of-office). None of these move.
- Save any very large attachments. Google skips messages larger than 25 MB, including attachments.
- IT will change your webmail password on [DATE] so the copy can run. If your phone then asks for a password, that is expected.
- Keep using email as normal. A final top-up copy picks up mail that arrives before the switch.
On the day
- On [DATE], start using Gmail.
- Sign in at https://mail.google.com with your [ORGANISATION] email address and Google password.
- On your phone and any desktop mail program, remove the old email account and add your Google account. Do not keep both.
- Check new mail arrives and that your labels match your old Roundcube folders.
After the move
- Import the contacts you exported into Google Contacts (Import, then choose the .vcf file).
- Import your calendar into Google Calendar (Import, then choose the .ics file and the calendar).
- Set up your signature, filters and out-of-office reply again in Gmail.
- Remove the old account from every device so you do not reply from the old mailbox.
- Mail that arrived in Roundcube just before the switch is copied in a final top-up. Tell [IT CONTACT] if something recent is missing.
Questions people ask
Will I lose any email?
No. Your email is copied with folders as labels. Only messages over 25 MB are skipped, so save those attachments first.
Do my Roundcube contacts and calendar move?
Not automatically. Export them from Roundcube and import them into Google Contacts and Google Calendar.
Where have my folders gone?
Gmail uses labels instead of folders. Each old folder becomes a label with the same messages.
Will the website be affected?
No. Only email is moving. The website stays with [HOST NAME].
Why is my phone asking for a password?
IT changed the webmail password for the copy. Remove the old account from the phone and add your Google account.
What happens to info@ and other shared addresses?
They become Google groups or extra addresses on someone's account. If you are a member, the mail reaches you in Gmail.
Emails you can send
Announcement (2 weeks before)
Subject: Our email is moving to Google Workspace on [DATE]
Hi all, On [DATE] we are moving our email from [HOST NAME] (Roundcube webmail) to Gmail in Google Workspace. Your email address stays the same, and your email will be copied across, with folders shown as labels. The website is not affected. Important: contacts and calendars in Roundcube do not move automatically. [CONTACTS AND CALENDAR PLAN] Please also note your email signature, filters and autoresponder. These need setting up again in Gmail. On [DATE] we will change your webmail password so the copy can run. If your phone then asks for a password, that is expected. Questions: [IT CONTACT] Thanks, [SENDER NAME]
Action needed: export from Roundcube
Subject: Action needed by [DATE]: export your contacts and calendar
Hi all, Please export your contacts and calendar from webmail before [DATE]: 1. Sign in to webmail at [OLD WEBMAIL ADDRESS]. 2. Open Contacts, select your address book and choose Export. Save the .vcf file. 3. Open Calendar, open the calendar's options and choose export. Save the .ics file. 4. Keep both files safe. You will import them into Google after the move. If you keep old mail in Outlook .pst files, tell [IT CONTACT]. Thanks, [SENDER NAME]
Reminder (2 days before)
Subject: Reminder: email moves to Google Workspace on [DATE]
Hi all, We switch to Gmail on [DATE]. Before then: - Export your contacts and calendar from Roundcube if you have not already. - Note your signature, filters and autoresponder. - Save any attachments larger than 25 MB. - Make sure you have your Google sign-in details: [HOW YOU GET YOUR PASSWORD] Thanks, [SENDER NAME]
Go-live (the morning after the switch)
Subject: Your email is now in Gmail: start here
Good morning, Our email now runs on Google Workspace. 1. Go to https://mail.google.com and sign in with your [ORGANISATION] email address. 2. Check your mail is there. Your folders are now labels. 3. On your phone, remove the old email account and add your Google account. 4. Import your contacts (Google Contacts, Import) and calendar (Google Calendar, Import). Need a hand? [IT CONTACT] is on standby on [PHONE OR CHAT]. Thanks, [SENDER NAME]
Completion
Subject: Email move to Google Workspace is complete
Hi all, The email move is complete. Thanks for your patience. If you have not yet done so: - Import your contacts and calendar into Google. - Set up your signature, filters and out-of-office reply in Gmail. - Remove the old email account from every device. The old mailboxes will be removed on [DATE]. If anything is missing, tell [IT CONTACT] before then. Thanks, [SENDER NAME]