A price announced without an inventory is not a price. The cost of a Microsoft 365 migration depends on the number of mailboxes, the volume, what is not email, and who does the work. This page describes the cost items, the factors that make a quote vary and the costs people forget to count. It does not publish a fictitious flat fee.
What drives the work is not the number of employees: it is what the tenant contains, what is connected to it and what you decide to take with you.
Take two hypothetical cases. A 25-person accounting firm mainly uses email, a few shared mailboxes and OneDrive, and only one piece of software sends mail. An industrial SME of comparable size, with two sites, has copiers in every workshop, production software that sends alerts, SharePoint libraries with fine-grained permissions and mailboxes under legal hold. With the same headcount, the second project requires far more preparation, checks and rework.
This is why a serious quote starts with the inventory described in migrating from Microsoft 365 to a European solution. Any amount given before this step rests on an assumption you cannot see.
Copy and verification time. Copying 100 mailboxes of 2 GB has nothing in common with copying 100 mailboxes of 40 GB, archives and legal holds. Checking a sample, then the second pass for the delta, take human time even when the tool is automated. A tool copies; a person checks that the management folder, the accounting shared mailbox and the recurring appointments have arrived.
The cases the tool cannot handle. Shared mailboxes with complicated permissions, public folders, encrypted messages, transport rules, SMTP connectors for copiers, the website and business software. This residue often accounts for half of the quote. It is handled case by case, and every case missed in the inventory comes back later as rework.
Coexistence. The longer you want the two worlds to coexist (replying from the old calendar, sharing availability, staggered training), the longer the project lasts. A short, well-bounded coexistence costs less than a comfortable one that drags on.
Files, if you include them. OneDrive can be copied. SharePoint with version history, permissions and public links has to be prepared. It is not the same cost item as email. Internal links within documents and anonymous shares are reviewed one by one when there are many of them.
Cutover and DNS. On cutover day, the MX changes, and the new platform’s SPF, DKIM and DMARC records must be published and checked on a real message. It is a short item, but it requires someone who controls the DNS and has the authority to roll back. The sequence is described in migrating an email service without downtime.
What you do not migrate. Teams, Power Platform and workbooks that require Excel must not be priced “at the mailbox rate”. Taking them out of scope lowers the bill and avoids failure. Leaving them in scope without saying so makes it explode in rework. If these uses are at the core of the business, the page Microsoft 365 versus a sovereign solution helps decide what stays.
Minimal training. One page for Outlook and mobile is enough for a standard email service. Broad change management is another project, to be priced separately.
For the same scope, a quote goes up or down depending on a few variables. Knowing them helps you understand the gap between two offers, and decide where you can act.
The country of the target datacenter. The suite’s brand name. The sovereignty narrative. These elements determine the target. They do not replace the volume.
A provider’s quote only shows part of the expenditure. The rest is paid in internal time, and that is often what determines success.
The internal lead’s time. Someone must answer the inventory questions, validate the sample, decide on exclusions, inform the teams and run the hotline on cutover day. If nobody has this time in their schedule, the project slips.
Users’ time. Reconfiguring a mobile, recreating an Outlook profile, recovering signatures and rules: each action is short, but it is multiplied by the headcount. A clear instruction sheet reduces this item; the lack of one multiplies it.
Training and adjustment. The webmail changes, the online document editor changes, the Teams shortcuts do not come back. During the first weeks, everyone is a little slower. Announcing this change before the cutover costs less than discovering it afterwards.
Coexistence itself. As long as the old platform remains open in read-only mode, it still has to be paid for and monitored. Check the end dates of your current subscriptions and their termination conditions before setting the cutover date, so as not to fund two worlds longer than necessary.
Preliminary clean-up. Accounts without an owner, forgotten aliases, lists no longer in use: dealing with them before the copy avoids paying for their migration.
Administration after the cutover. Server-side rules, centralised signatures and delegation rights have to be set up again. This is not an interruption of mail; it is administration work, to be put in someone’s schedule.
Compliance. The record of processing activities, the contract and the information notices must reflect the new operator. The time of the DPO or legal counsel is part of the project.
A usable quote separates at least:
Be wary of a single “per user” amount that states neither the volume nor the exclusions. Be wary too of a very low amount that only covers the creation of empty accounts.
Two quotes can only be compared on equal assumptions. Before looking at the totals, put them back on the same basis.
The common mistake is to choose the lowest total without noticing that it excludes shared mailboxes, the second pass or the applications that send mail. The difference then comes back as contract amendments, at a point when the schedule no longer leaves room for negotiation.
Because it would hide what matters most. The work depends on the volume, the shared mailboxes, the archives and the connected applications, not on the headcount. A per-user price published before an inventory would be either too high for a small, simple tenant or unsustainable for a loaded one.
Yes, provided it is decided and put in writing. The preliminary clean-up, reconfiguring mobiles with an instruction sheet or checking a sample can be done by your teams. The cost then shifts to your internal time, which must be planned for.
No. You can migrate the email service first and deal with the files later, or leave certain libraries where they are. This split reduces the first quote, but extends the period during which two environments coexist.
The country of the datacenter and the sovereignty narrative barely change the price of the migration. What makes it vary is the content of the tenant and the scope. The choice of target is made on other criteria.
Yes. If the suite is to stay, filtering placed in front of Microsoft 365 can meet an email security need without migrating the mailboxes. The cost is then that of an added service, not of a cutover project.
For email migration, Klytic provides free support through advice and suggestions, and guarantees that no email is lost. A migration carried out by Klytic is priced on a quote basis, after an inventory. There is no universal list price, because the inventory changes the work. Service subscriptions, for their part, are on the Pricing page, in euros for Europe and in rupees for Mauritius. The subscription and the migration are two separate invoices.
Klytic services are purchased separately: email, documents (sharing, online editing, version history), video conferencing, CRM, telephony, filtering. You can take just one, which limits the scope to migrate. You can also keep Microsoft 365 and add only the filtering, placed in front. For tools already in place, the connection goes through a native connection, a third-party tool, or development on a quote basis. To obtain an estimate, the quote request starts from your inventory.
The method is described in migrating from Microsoft 365 to a European solution and the control list in the checklist.
This page describes cost items. The actual amount depends on the inventory of your tenant and the scope selected.
Accessed in October 2026.
Free advice, no email lost. A migration carried out by Klytic is quoted after an inventory.
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