Migrating email to a new provider step by step

For many entrepreneurs, changing email providers sounds like a scary project. What if messages get lost? What if connections drop right in the middle of the most important client negotiation? The fears are understandable, but with good planning an email migration is a straightforward operation that does not interrupt service at all.

This guide walks through every step clearly. Whether you are switching to a domestic service or moving an entire team's email to a new system, you will find the information you need here.

Why change email providers?

The most common reason is simple. The current service no longer meets the company's needs. Maybe the hosting is changing anyway, or you are tired of an unreliable service and slow support. Some switch because of price, others because they want the servers located in Finland for data protection reasons or on principle.

Other common reasons:

• The provider shuts down or merges with another, and the terms change
• SPF, DKIM or DMARC settings are missing, and emails end up in spam
• Storage runs out and price increases feel unreasonable
• You need better management, such as a browser-based webmail or more reliable mobile support

With Nordweb's business email service, the servers are located in Finland, and SPF, DKIM and DMARC are included in every plan out of the box. You do not need to know how to configure them yourself.

Before the migration, backups and lists

Never start an email migration without a backup. Even if the migration succeeds perfectly, getting everything back after a service disruption is painful without a copy.

What to back up

1. All email messages: use an email program (Outlook, Thunderbird, Apple Mail) and make a local copy of the IMAP account. Thunderbird can export a mailbox in .mbox format.
2. Address book and contacts: export in vCard or CSV format.
3. Email aliases: write down all addresses in use, such as info@, laskutus@, tuki@.
4. Current DNS settings: take a screenshot or copy the MX, SPF and other records before making changes.

Nordweb offers a free email migration service. If you want a professional to handle the technical part for you, that is possible as part of our website migration service.

Step by step, email migration

Step 1, create the new email accounts at the new provider

Before you touch the DNS settings, create all the mailboxes and aliases you need at the new service. Make sure the names exactly match your current addresses (etunimi@yritys.fi etc.). Test logging in to webmail and check that the mailboxes are working.

Do not change the DNS settings yet. That happens later.

Step 2, move the old messages

There are two main ways to move old messages:

• IMAP copying with an email program: Add both the old and the new account to the same program (Thunderbird or Outlook). Select all messages from the old account's folder and drag them to the new account. Slow but reliable.
• The imapsync tool: A command-line tool that copies folders automatically from one server to another. For this you need the IMAP credentials for both accounts.

Moving messages can take from an hour to several hours depending on the mailbox size. You can also do the migration in advance, since new messages still arrive at the old address until the DNS is changed.

Step 3, update the MX records and DNS settings

This is the most critical step. The MX record (Mail Exchange) tells the world which server your email is delivered to. When you change the MX record, new messages are routed to the new service.

Log in to your domain's DNS management. Usually it is the same place where the domain is registered or where the hosting was purchased. In Nordweb's DNS management panel the changes can be made easily without a command line.

Update the following records according to the new provider's instructions:

• MX record: the new service's mail server address and priority
• SPF record (TXT). Allows the new server to send email on behalf of the domain
• DKIM record (TXT). A digital signature for verifying the authenticity of messages
• DMARC record (TXT). Tells recipients what to do with suspicious messages

DNS changes typically take 1-24 hours to propagate, although in most cases the change is visible in under an hour. During this time some messages may still arrive at the old service, so keep it open for at least 48 hours after the change.

Step 4, update email programs and mobile devices

Once the DNS is updated and the new service is working, update the account settings on all devices:

• Computer Outlook, Thunderbird, Apple Mail
• Phone iOS Mail, the Gmail app, Samsung Mail
• Tablet and other devices

Change the IMAP/SMTP server addresses, ports and possibly the password according to the new provider's instructions. If you used automatic detection (autodiscover/autoconfig), it may update by itself.

Step 5, test everything thoroughly

Do not assume that everything works, but test:

1. Send a test message to an external address (Gmail, Outlook.com) and confirm that it arrives
2. Ask someone to send you a message and confirm that it arrives in the new mailbox
3. Check that the message does not go to the spam folder, since weak SPF/DKIM causes this
4. Test that webmail works in the browser
5. Check the mobile apps

The most common mistakes in email migration

These mistakes recur in most failed migrations. Avoid them:

• The DNS is changed before the new account is operational. Messages bounce back because the receiving mailbox does not exist yet. Always create the accounts first, then change the DNS.
• Backups are forgotten. If something goes wrong during the migration, you cannot restore the messages without a copy.
• The old account is closed too quickly. Keep the old service open for at least 2-4 weeks so you have time to retrieve all transitional messages and update address books.
• SPF/DKIM is left undone. Without them your messages will most likely go to spam or be rejected entirely. In Nordweb's service these are configured automatically.
• Not all devices are tested. The mobile device is often forgotten, and that is exactly where the most important client message may arrive.

How long does the migration take?

A realistic estimate for an individual or a small company:

• Preparation and backups 30-60 minutes
• Creating and configuring the new accounts 15-30 minutes
• Moving the old messages 1-4 hours (depending on the amount)
• DNS changes 10 minutes plus propagation time (1-24 h)
• Updating and testing devices 30-60 minutes

In practice the whole migration can be completed within a single working day. If you need help, Nordweb's support will assist, or we will handle the migration entirely through our migration service.

Frequently asked questions

Summary

An email migration is an easier project than most imagine, as long as it is done in the right order. Take the backups first, then create the new accounts, then move the messages and change the DNS only at the end. Keep the old service open for a few days, test all devices and verify the SPF/DKIM/DMARC settings.

If you need help with any step, Nordweb's support is at your disposal. You can also explore our other technical guides in the help center or get in touch directly. We are happy to help.