Email Service Transition Resources
As of May 1, 2025, the State Library will no longer offer email service to public libraries. AtMail, the State Library’s vendor for email service, is currently used by 299 public libraries, which will be required to select a new email service provider.
The State Library has gathered the resources below to help public libraries work through the process and help address any questions about the transition. You may also contact your District LRT with questions or support through the transfer process.
Email Service Provider Options
Below are possible options for email service providers for public libraries. The State Library does not endorse or recommend these specific companies and libraries are free to select a service that is not listed below.
Libraries may want to first reach out to their city to see which email service is used and potentially save on costs instead of obtaining service as an individual department. Libraries can also inquire with their Internet Service Provider, which may offer email service to customers.
Refer to the table below for options and click the name of each service below the table for additional information and sign up links.
| Service Name | Starting Cost (per user) |
Custom Domain | Archive Transfer | Paid Inbox Size | Free Inbox Size |
|---|---|---|---|---|---|
| City Email Service | ? | ? | ? | ? | ? |
| Internet Service Provider | ? | ? | ? | ? | ? |
|
Google Workspace
|
$6/month | Y | Y | 30GB | 15GB |
Microsoft 365 for Nonprofits |
Free | Y | Y | 1 TB | 1 TB |
|
Yahoo Mail Plus
|
$5/month | N | Y | 5TB | 1TB |
|
Zoho Mail Premium
|
$4/month | Y | Y | 50GB | 5GB |
Google Workspace Business Starter
- Free personal accounts are allowed for business use; however, in that case custom domains are not supported (must use @gmail.com).
- Non-profit Gmail accounts are not available to government entities.
- Gmail stores deleted emails for 60 days and provides a built-in archive folder that is never deleted.
- AtMail archive transfer is supported in Thunderbird.
- Additional plan options offered at an additional cost for more storage and features.
Microsoft 365 for Nonprofits
- Microsoft 365 Business Basic (Nonprofit Staff Pricing)
- Public libraries qualify for Microsoft nonprofit status.
- Free for up to 300 users.
- Web and mobile versions of Microsoft 365 apps.
- 1 TB of cloud file storage.
- Business-class email and customized domain capability.
- AtMail archive transfer via Outlook.
- Additional paid options offered for more features.
Yahoo Mail Plus
- Offers a free plan option with generous inbox storage space.
- Custom domains are not supported for any plan option (must use @yahoo.com).
- Yahoo stores deleted emails for 30 days and provides a built-in archive folder that is never deleted.
- AtMail archive transfer is supported in Thunderbird.
Zoho Mail Premium
- Free plan option offered with customized domain capability (can keep @[cityname].lib.ia.us].
- The $4 plan offers email backup and restoration (up to 50GB in addition to the 50GB for the box).
- Must use an owned domain (@[cityname].lib.ia.us) or there is an option to buy a custom email domain (i.e. @[city]library.com).
- Walks you through the domain setup process and migration of AtMail email archive on initial setup of account, which can take a while but is fairly straightforward.
- If not completed during setup, AtMail email archive transfer can be manually done after the fact in Thunderbird.
- Additional paid plan options offered for more storage and features.
Video: Smooth Transitions and Pro Tips for Email
This 13-minute video guides librarians through general considerations to keep in mind when setting up a new email provider. What domain is best? Who needs to know about new email addresses? How can email be more professional? District Consultants Becky Heil and Eunice Riesberg have answers to these questions and more!
FAQs
The State Library has prepared answers to questions you may have about the email service transition. Click each question to expand the section and read the answer.
Why is the State Library discontinuing email service?
Many users have experienced ongoing technical issues with AtMail’s email service. Satisfaction with AtMail and their corporate customer service has been low.
The State Library also has concerns with handling FOIA (Freedom of Information Act) requests. Because state and local government emails are considered public records, providing email service to libraries puts the State Library in the time consuming and potentially sensitive position of middleman between the city handling the FOIA request and the email service provider. Legally, these situations are best handled in their entirety by the city.
The State Library began offering email service when it was tied to the first generation of PLOW library websites, in the early days of the internet. At the time, few libraries had email service or the staff expertise to set it up. Now, email is ubiquitous, and can be likened to phone or internet service, which the State Library does not subsidize for libraries. There are also no other state library agencies that provide the same level of email service to public libraries on a statewide basis.
When does AtMail service end and when do we have to move to a new service?
The last day for AtMail email service is April 30, 2025. On May 1, 2025, public libraries will have to start using an alternative service for email.
Libraries can transition to a new service any time before May 1, and are encouraged to do so sooner rather than later. The State Library is giving more than eight months notice to allow libraries plenty of time to evaluate options, make a selection, and move to a new email service.
What will happen to my @[cityname].lib.ia.us email address? Can I continue to use it?
Yes! The State Library owns and will continue to own the @[cityname].lib.ia.us for all public libraries in Iowa.
If your new email provider supports the use of custom domains, you will be able to continue using your @[cityname].lib.ia.us email address. Follow the setup and domain transfer instructions of your new email provider. Your District LRT may also be able to assist if needed.
The main benefit of keeping your @[cityname].lib.ia.us domain is the consistency; you will not have to notify your patrons and stakeholders of the change and you will not have to update your email address in the many resources it’s currently stored in.
How do I set up a new service?
The set up process will depend on the new email provider. Most require creating an account and setting up payment (if not using a free plan). Once your new email service accounts are created and you’ve transferred your email archive (if applicable), contact your District LRT so the State Library can track which libraries have migrated to a new service.
Will I still have access to my old emails?
Emails in AtMail will be available until April 30, 2025. After that date, all accounts will be deleted and you will not have access to old emails that were not moved over to new accounts.
How do I transfer my old emails to my new email service?
Transferring your AtMail email archive and contacts to your new email service inbox is possible in Thunderbird. If you choose Zoho, there is a way to make the transfer during the setup process. The State Library has prepared step-by-step instructions for email archive transfer in Thunderbird for Google, Yahoo, and Zoho email services:
Do I need to keep my old emails? For how long?
Since emails are considered public records, they fall under records retention rules and must be archived and kept available for potential records requests until the retention schedule lapses. Ultimately, the length of time to retain emails is determined by the city.
Watch a State Library webinar recording for more information on records retention and what that means for your library emails: Reliable Records Retention.
The Iowa League of Cities has also developed a Record Retention Manual for Iowa cities with recommended retention schedules for different types of records.
What are the legal considerations for FOIA requests that libraries should be aware of?
Library emails are considered public records and employees should have no expectation of privacy when using the library's computers and electronic equipment.
FOIA (Freedom of Information Act) requests in Iowa must conform with Iowa Code Chapter 22, entitled “Examination of Public Records (Open Records).”
Each city should have a written policy for handling FOIA requests made to any of its agencies, including the public library. Consider notifying your city attorney of any open records requests to guide your city’s response.
You can read more about FOIA requests for library records and find additional resources in the following Library Law FAQ developed by the Law Librarian: I just received a FOIA request for library records. What do I do?
AtMail is working for us, can my library pay out of pocket and continue using it?
No, AtMail does not offer individual accounts.
What email service should I choose and what do other libraries use?
The State Library has provided several options for email service providers that should work for most libraries. Free account options are available, or you may choose to upgrade to a paid option for additional features like custom domains or additional inbox storage space. The State Library does not specifically endorse any of those companies, and you are free to choose a service that is not on the list. These options include:
- Google Business
- Microsoft 365
- Yahoo Mail
- Zoho
As a department of the city, you may also want to explore joining your city’s email service provider. This may be a cost effective option and would reinforce the connection between the library and city.
You may also want to inquire with your library’s internet service provider (ISP), which may offer email service to customers. We have seen occasional issues with a few ISPs marking Library Talk and State Library newsletters as spam, so contact your LRT if you have questions about an ISP you’re considering.
My library doesn’t have the budget for email service. What are my options?
There are options for free email service, with the tradeoff being limited inbox storage size, or not being able to customize your domain and keep your @[cityname].lib.ia.us email addresses.
Refer to the table of email service options above to see which offer free accounts and what limitations there are for those accounts so you can make the best choice that fits your needs and budget.
Why can’t the current email service go to the end of the fiscal year to accommodate our budget planning process?
The timeline was dependent on when the State Library’s contract with AtMail officially ends. By giving more than eight months notice, we hope libraries will have time to plan for the expense in their FY26 budget while only having to cover a few months of email service before FY25 ends.
Our library email addresses will have to change. How do we let everyone know and where do we need to change it?
As a courtesy, the State Library will redirect your @[cityname].lib.ia.us email addresses to your new email domain until the end of 2025. Once you have your new email service set up, contact your District LRT for a final check in. You will be asked to provide a list of old and new emails for forwarding. Once that is received, the SILO Helpdesk will set up the forward (redirect) and your AtMail account(s) will be deactivated.
You may want to set up a signature in your new email that includes a notice of your new address, for example: “Please note my new email address of [email address] and update my contact information.”
It is also very important that you update your email address in the following State Library resources (if applicable):
- Iowa Library Directory
- SILO ILL (both the library ILL email address and your personal account)
- Workday Learning (formerly IA Learns; launches this fall)
- Library Talk
- Koha/State Library Catalog
- Overdrive Marketplace (your LRT will do this)
- Iowa Heritage Digital Collections
- E-rate/USAC
There will likely be other places that you need to update your email address as well, so it’s worth thinking through and making a list of those.
I’ve got my new email set up and I’ve transferred my AtMail archive. Do I need to let the State Library know?
Yes, please contact your District LRT for a final check in and to let them know your AtMail account(s) can be deactivated. This will help the State Library track which public libraries have transferred to a new email service and know which ones need additional contact and reminders.
Is my PLOW website affected by this change?
PLOW websites hosted by the State Library are not connected to your library's email domain and will be unaffected by this change. Note if your email addresses change you will have to update any contact information on your website.