How to Migrate Email to a New Provider

Before the migration

Make a list of mailboxes, aliases, forwarding rules and any shared addresses. Check the storage used and confirm the new service has enough capacity. Create the destination mailboxes before changing DNS.

Copy existing messages

Use a migration tool supported by your providers or an email client that can copy messages between accounts over IMAP. Test with one mailbox first and compare folders and message counts. Keep the old service active during the transition.

Plan the DNS change

Your new provider will supply the required MX records and may also require SPF, DKIM and DMARC updates. Confirm the authoritative DNS zone and copy the exact values. Do not remove old authentication entries until you have checked whether other services still send mail through the old provider.

Switch and verify

1. Change the MX records at the appropriate time.
2. Send test messages from and to external addresses.
3. Check incoming mail, outgoing mail, aliases and forwarding.
4. Monitor both providers during DNS propagation, because some senders may continue using cached records temporarily.
5. Run a final synchronisation to copy messages received during the transition.

Retire the old service

Keep access to the old mailbox until you have verified that the messages and required settings have been migrated. Update devices, apps and account recovery details, then cancel the old service only when it is safe to do so. If the mailbox is business-critical, schedule the migration during a quiet period and maintain a rollback plan.