How to switch your business from Microsoft Outlook to Proton using Easy Switch
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With Easy Switch, you can safely move your entire organization’s emails, contacts, and calendar events from Microsoft 365 to your Proton for Business account.
Requirements
- You are a Proton admin.
- You are a Microsoft 365 administrator. A standard user account will not have the required permissions.
- Your Microsoft 365 account is cloud-hosted. On-premises accounts are not supported.
- You have access to your domain provider.
Find your domain provider’s setup guide.
Getting started
When you first log in to Proton Mail, a Set up your organization modal appears in your inbox. Select Easy Switch for Business and click Next.
You will land on the Import via Easy Switch settings page. Click Microsoft to start the migration wizard.
(Note: You can return to this page at any time via Settings → Import via Easy Switch in the left sidebar.)
Migration steps overview
The migration wizard guides you through five steps:
Step 1: Configure migration
Select the data you want to migrate. By default, all three options are selected: Emails, Contacts, and Calendars. Deselect any you do not need, then click Next.
Step 2: Authenticate your Microsoft account
Click Sign-in to Microsoft. A Microsoft sign-in window will open.
Sign in using a Microsoft 365 administrator account and grant Proton the requested permissions.
Step 3: Configure your domain
Click Add domain to begin the configuration process.
This step has four sub-steps, each accessible from the left sidebar.
3.1 Verify your domain
Copy the TXT record provided and paste it into the DNS console of your domain host. For the host name, use the default value (usually @). Then click Refresh status to check verification. (Note: It can take up to 24 hours to sync.)
The status will initially show Verification record not found while DNS is still propagating.
Once the record is detected, the status will update to Valid verification found. Click Next to proceed.
(Note: DNS changes can take up to 24 hours to take effect. A “Need help?” panel on the right provides step-by-step guides for popular domain providers.)
3.2 Set up secure sending (SPF)
Copy the TXT record provided and paste it in the DNS section of your domain host. Use the default host name (@). The SPF record allows your team to send emails from both Proton and Microsoft simultaneously during the migration period.
3.3 Setup secure sending (DKIM)
Add the three CNAME records provided to your DNS. The host names are: protonmail._domainkey, protonmail2._domainkey, and protonmail3._domainkey. DKIM adds a digital signature to each email so recipients can verify that the message really came from your domain and was not altered in transit. Without it, messages may be treated as less trustworthy.
3.4 Setup secure sending (DMARC)
Copy the TXT record provided and add it to your DNS with the host name _dmarc. DMARC builds on SPF and DKIM to protect your domain from impersonation and improve email delivery reliability.
Step 4: Configure users
4.1 Migrate accounts
A list of all users in your Microsoft 365 tenant will appear, showing each person’s name, email address, and estimated data size.
By default, Microsoft may hide mailbox usage data in reports for privacy. To allow Easy Switch to display estimated mailbox sizes, sign in to the Microsoft 365 admin center and go to Settings → Org Settings → Reports, then turn off Conceal user, group and site names in all reports.
You can migrate your entire organization at once, or start with a smaller batch and add the rest later.
Microsoft 365 shared mailboxes are not currently supported and will not appear in this list.
In the Easy Switch dashboard, select the users you want to move to Proton and click Migrate.
Once migration is underway, each selected user will show an In progress status. The counter at the top updates as accounts are processed. You can proceed to the next sub-step without waiting for all migrations to finish.
4.2 Onboard your team
Once accounts have migrated, Proton generates a single invitation link that works for all migrated users. Copy the link and share it with your team.
Each user must:
- Visit the invitation link
- Enter their email address
- Receive a verification code in their existing Gmail inbox
- Use the code to verify their email and set a new Proton password
The Migrated accounts table on this screen shows an Activated or Not started status for each user so you can track who has completed setup.
Step 5: Update your MX records
The last step directs your domain’s incoming email to Proton. Add the following two MX records to your domain’s DNS:
- mail.protonmail.ch — Host name: @ (default)
- mailsec.protonmail.ch — Host name: @ (default)
Note: You should also delete all other MX records you have.
Once you have added both records to your DNS, click Confirm next to Confirm MX records added.
Next, click Save & exit.
End-to-end encryption will now be enabled.
You’re all set! Proton will send you a confirmation email once incoming mail is being routed to Proton. This can take up to 24 hours.
Tracking your migration
After saving, you will land on the Migration summary page. This shows overall progress, including which accounts migrated, users activated, and the domain’s MX record status. The domain will display a Waiting for MX… badge until email is routed directly to Proton. At that point, users will stop receiving new messages in Gmail, and the migration is final.
Note: After the migration is final, activation links will stop working. Users who have not activated their accounts will need to contact their administrator to have their password reset manually.
