How to Migrate Email from One Host to Another? Seamlessly

Summary:- Are you not satisfied with your current hosting provider? Do you want to migrate email from one host to another? If yes, then this guide will be beneficial for you. Here you will find the top 2 methods for moving email from one host to another.

User’s Query:- I have recently bought a hosting plan that is unable to provide the required features. Now I have decided to move from one host to another but don’t know how. If anyone is aware of how to do this, so kindly let me know as soon as possible.

For overseeing the organization’s workflow, a communication platform is a must. Because it manages all the communication for the organizations. However, some unfulfillment needs of the organizations motivate them to migrate from the current host to the new one. But the question is how to achieve this. So, let’s start the process from the beginning.

How to Move/ Transfer Email from One Host to Another

Moving email from one host to another is possible with the two distinct methods. One is the manual method and another is the automated method. You will get to know about both of them in the upcoming section. But before going into methods, let’s take a look at the prerequisites for successful migration.

Guidelines to Remember Before Migrating

1. Backup of Mailboxes – Before starting the migration process, you should take a backup of all the mailboxes. This will keep your data safe and secure even if there is any error during the migration.
2. Decide New Host –Explore the several clients that will be your next host. Evaluate the host based on reputation, services, plans, and other factors as well.
3. Configuration of MX Records – It is mandatory that your current MX records point towards the new host.
4. Test Run – Migrating whole data to a new host can be dangerous. So, run the test migration first with some sample users to identify the upcoming obstacles in the migration.
5. Inform Users – Inform the users about the migration so that they can streamline their work.

Manual Method to Migrate Email from One Host to Another

The manual method has several stages that should be completed sequentially. You need to be proficient in the technicalities to perform this method. Here are the required stages to perform the migration.

Stage 1. Setup or Configure an Account on the New Host

• Initially, you have to create an account on the new host. Remember to choose another password from the old one. Choose a strong password. Activate the domain on this host.

Stage 2. Update or Modify the DNS Records
Now update the DNS records by executing the below steps:-

• Move to the hosting-providing website.
• Check out the previous DNS records.
• Open the documentation of DNS provided by the new hosting organization.
• Check out the required DNS entries for establishing a connection
• Update DNS records and wait till it gets updated.
• Verify the DNS by sending an email to the newly created account. Whether DNS is updated or not.

Stage 3. Configure the Newly Created Account on the Device

• It’s time to add the account on the device. You can use different email clients such as Outlook, Gmail, Thunderbird, etc. In these clients, you can configure both of the accounts whether it is old or new. You configured both the accounts using IMAP. Now it’s time to perform migration.

Stage 4. Migrate Email from One Host to Another

Suppose, you have configured both accounts in Outlook. So, you can create an Outlook file of the previous account and then add that to the new host account. Go after the below steps to do so:-

• Open the File tab and then Choose the Import/ Export option.
• Then Export to a file and save that resulting file to a destination location.
• Now it’s time to add the resulting file to the newly created account.
• You can add that file by using the Import from another program or file option in the File and Import section.

As the emails from an account are added to the new account. You can delete them from the old account. Also update the MX records, SMTP, and CNAME records.

Note:- DNS records took 24 hours to get updated and came into effect.

Shortcomings of the Manual Method

• To transfer email from one host to another manually, you need to be good at technicalities. As it involves different complicated stages, any of the misjudged steps can lead to data loss.
• For migrating multiple accounts from one host to another, you need to migrate the data separately using an email client. As a result, the process takes longer to complete.
• Manual processes affect the organization’s workflow for a long period.
• There is no surety that this method produces the expected results.

Also Read: How to Transfer Emails from ProtonMail to Microsoft 365?

Is There Any Way to Minimize the Downtime?

Downtime can affect the performance of the business drastically. So, it is important to reduce the downtime of the process. The time required to complete the migration process depends upon the size of the data. But apart from the size of the data we can also take some necessary steps to accomplish the process.

For instance, we should take the backup of the data so that we can examine it in offline mode if required. However, it is only possible when we share the migration process with the team members. So, it is also crucial to inform the affected users so that they are well prepared.

Another one, we can do is train the team members about the adopting platform. So, they do not need to get trained after the migration. Because it will also affect the business’s overall workflow.

Automated Method to Migrate Email from One Host to Another

The Prominent Migrator Wizard IMAP Migration Tool can migrate the emails of different user accounts to a new host easily. It overcomes all the limitations of the manual method. Because of its simple front end, a non-tech user can also execute this tool without any hurdles.

There are different advanced features incorporated in this tool to make the migration process efficient. It includes a smart Date filter for filtering emails and, a Delta option to migrate newly arrived data to the new host. Additionally, it preserves the data originality after the migration. Now, let’s move to the steps of the tool.

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Transfer Email from One Host to Another Using the Automated Tool

• Step 1. Download and set up the automated tool on your machine. Choose the Source as IMAP and the Destination that you want as a new host.
• Step 2. Select the option of Email and use the Date filter for filtering of necessary emails.
• Step 3. Fill in the essential credentials in the Source window and then move to Next.
• Step 4. Add the details into the Destination window. Validate them and go to Next.
• Step 5. Add the users to the tool by using the Import Users and Download template options.
• Step 6. Finally, click on the Start Migration button to initiate the process.

Conclusion

Moving email addresses from one host to another is a daunting task. Therefore, in this write-up, we have explained the two methods to migrate email from one host to another. However, some of the shortcomings of the manual method state that is less reliable and complicated. Whereas the automated method is the best one to perform migration without any hindrances.

Frequently Asked Questions

Q1. How do I transfer my emails from one host to another?

Ans – For moving your emails from one host to another, you can execute the below steps:-

• Step 1. Install > Select Source and Destination details.
• Step 2. Choose Email from the workload section and apply the Date filter.
• Step 3. Enter both platform’s credentials.
• Step 4. Add users and Start Migration.

Q2. Is it possible to use my email address with the other hosting provider?

Ans – Yes, you can do so, just migrate your data using the manual or automated solution. Lastly, update the DNS records and wait till they are updated. Also, do not forget to delete the emails from the previous host.

Q3. Is there any manual solution to migrate email from one host to another?

Ans – Yes, you can use the manual solution but the manual solution is too long and risky. So, you should avoid the manual method rather you can choose the automated tool for a seamless and error-free migration.

Q4. How much time DNS records will take to come into effect?

Ans – In at least 24 hours the DNS will apply the changes.

Q5. Is it safe to migrate the emails from one host to another manually?

Ans – No, it is completely unsafe to perform the task manually. Because it requires expertise in migration technology. Additionally, if any of the steps is misjudged then the data might be lost or corrupted in between the process.