An email migration moves your mailboxes from one provider to another. Done carelessly, messages get lost or bounce during the switch. Done in the right order, your team hardly notices. This guide covers the safe sequence.
Before you start
List every mailbox, alias and forwarder you use today. Note the size of each mailbox, because large ones take longer to copy. Lower the TTL of your MX records a day before the move. Tell your team when the switch will happen.
Email migration step by step
- Create the same mailboxes on the new service with strong passwords.
- Copy old messages with an IMAP migration tool or your mail app.
- Recreate aliases, forwarders and auto-replies.
- Change the MX records to point to the new servers.
- Update SPF and DKIM records for the new provider.
- Run a second copy to catch mail that arrived during the switch.
- Reconnect phones and computers with the new settings.
Copying old mail
IMAP keeps folders on the server, so copying is straightforward. Many control panels include a migration tool. You can also add both accounts to a desktop mail app and drag folders across. Large mailboxes may take several hours, so start early.
After the switch
Send test messages to and from external addresses. Check that replies arrive and that nothing lands in spam. Keep the old service active for a week or two. That way, late messages are not lost while DNS updates spread.
Common pitfalls
Forgetting the SPF record is the most frequent mistake. Outgoing mail then fails checks and goes to spam. Another pitfall is deleting the old account too soon. Be patient, and verify each step before moving on.
Moving to your own domain? Our business email plans include webmail, spam filtering and SPF and DKIM by default. Need help with your email migration? Open a ticket and our team will guide you through it. You can also read the setup guides in our knowledge base.
