When switching to a new hosting package, you mainly want your email to keep working: no missed messages, no duplicate mailboxes, and no downtime. By first mapping out your DNS settings, creating mailboxes on the new server, and only then changing the MX records, you can migrate email without data loss. This article explains how to approach this in practice.
What’s involved in migrating email
Migrating email to a new hosting package involves more than just creating an account. You’re moving mailboxes, settings such as spam filters and forwarding rules, and ultimately also the DNS records that determine where incoming mail goes. Since email is often at the core of your business communication, it pays to do this in phases rather than switching everything over at once.
The key to a successful migration is having your old and new environments temporarily exist side by side. This allows you to verify that everything works before you make the final switch. This applies both to a single mailbox and to a complete business email environment with multiple users.
Preparation: map out your current situation
Before you begin, map out which mailboxes and settings you use. Note the email address for each mailbox, and check whether any forwarding rules, autoresponders, or special spam filters are active, since you’ll need to set these up again on the new environment.
Also check where your domain name and DNS management are currently handled. If your domain and hosting are with the same provider, this is usually more straightforward than when the domain and hosting are with different providers. You can find more about managing domains and DNS under domain names.
Additionally, make a backup of existing emails you want to keep locally, for example via your mail client, so you’re never dependent on a single copy during the switch.
Step-by-step plan for a smooth migration
Follow the steps below to move email over without users noticing anything.
Create mailboxes on the new server
Set up all mailboxes with exactly the same addresses in the new package, for example via Plesk. This way, the new environment is ready before anything is switched over.
Transfer settings and filters
Set up forwarding rules, autoresponders, and any spam filter rules again on the new mailboxes, so behavior remains identical to the old situation.
Migrate existing emails
Use IMAP synchronization or an export function to transfer old messages to the new mailbox, so users retain their mail history.
Test the new mailbox thoroughly
Send and receive test emails, check your mail client settings, and verify that SPF, DKIM, and DMARC are correctly configured before going live.
Change the MX record
Only now should you change the MX record so new mail goes to the new server. Keep the old mailbox active for a few more days to catch any delayed messages.
Check and finalize
Monitor incoming mail for the first few days after the switch, and only then disable the old mailbox completely.
Common mistakes and how to avoid them
A common mistake is changing the MX record immediately before the new mailboxes are ready, causing mail to arrive nowhere. Make sure the new environment is fully functional before taking this step.
SPF, DKIM, and DMARC records are also often forgotten during a migration, resulting in sent mail being marked as spam or not arriving at all. Always check these records again on the new server, especially if you value good deliverability.
Finally, things go wrong if the old mailbox is cancelled immediately. Keep it active until you’re certain all mail is arriving correctly in the new environment. Want to know how a complete switch, including email, works? Check out switching to Tandata, or read more about the possibilities of business email.
Frequently asked questions
How long does it take for an MX change to become active?
This depends on the TTL value of the record and can take anywhere from a few minutes to a few hours. Lowering the TTL beforehand speeds up the switch.
Can I bring my old emails to the new mailbox?
Yes, via IMAP synchronization or an export function in your mail client, you can transfer existing messages to the new mailbox.
Do I need to reconfigure my mail client after migration?
In many cases, yes, because the incoming and outgoing server settings may change. Check the new settings before changing the MX record.
What happens to mail arriving during the switch?
As long as you keep the old mailbox active for a while, delayed mail remains accessible. Check this mailbox regularly for the first few days after the switch.
Is it necessary to set up SPF and DKIM again?
Yes, these records belong to the new server and must be correctly configured there, otherwise outgoing mail could be marked as spam or rejected.
Conclusion
Migrating email to a new hosting package goes smoothly if you first fully set up and test the new mailboxes, and only then change the MX record. Keep the old mailbox active for a while as a safety net and carefully check SPF, DKIM, and DMARC. This way, you avoid missed mail and downtime during the switch.