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Email guides

Moving your email to Nordweb (Email Sync)

Moving your email to Nordweb

Email Sync is a tool in your account for moving your old email messages and folders from a previous provider (for example Google Workspace, Gmail or Outlook) to your Nordweb mailbox. The migration copies the messages and does not delete anything from the old provider.

Before you start

  • You already have a Nordweb mailbox to move the messages into.
  • Keep your old email service running until you have moved the messages and the domain's email routing (DNS) has been switched to Nordweb. This way no mail is lost.
  • Only email messages and folders are moved. Calendar, contacts and files (for example Google Drive) are not moved.

1. Send the migration links (account administrator)

  1. Sign in to your account and open Email.
  2. Select Move your email to us. The page Move your email to us opens.
  3. Select the Domain whose email you want to move.
  4. Confirm The old email server: press Find it to let the tool look up the server itself, or type the server and press Check. When the server is correct, you see the text Server confirmed and saved.
  5. You can optionally set a Cutover time (optional), the moment when mail starts arriving at Nordweb. It is shown to the person who receives the link so they know when to run the migration.
  6. For each mailbox, press Send the link to send the migration link to the mailbox's own address, or Copy the link if you want to deliver it yourself. The link is valid for 7 days. Add a missing mailbox with the Add a mailbox button.

The administrator does not enter anyone's password. The migration itself is done by each mailbox's user through the link.

2. Run the migration (mailbox user)

  1. Open the link you received. No sign-in is needed.
  2. Type the Password for your current email and the Password for your Nordweb mailbox, and press Test the connection.
  3. If the mail is fetched from a different address than the one the link was sent to, or the server is wrong, open More settings: old address and server and correct the details there.
  4. When the connection works, you see the text The connection works and an estimate of how much will be moved (for example To migrate: 1 240 messages).
  5. The options Do not move the trash (Trash) and Do not move spam (Spam) are on by default. Clear the option if you want to move those too.
  6. Press Start the migration. You see the progress as X / Y messages copied. You can close the browser, as the copying continues on our server. You can check the status by opening the same link again.

Google Workspace and Gmail

Google does not accept the account's normal password for migration. Create an app password in your Google account settings and use it in Password for your current email. An app password requires that two-step verification is enabled on the account. In Google Workspace, the administrator must also allow IMAP and app passwords.

If the password is not accepted, the tool says: Gmail does not accept the account password. Create an app password in your Google account settings and use that. With Microsoft services you do the same: use an app password or ask your admin to allow IMAP.

After the domain transfer (DNS)

After the cutover, new messages may still have arrived in the old mailbox. Open the same link and press Fetch new messages. Only new messages are copied, so messages are not duplicated. The link tells you how long it works.

Passwords are kept encrypted for at most 7 days so that new messages can be fetched without typing them again. When you no longer need new fetches, press Migration is done to delete the stored passwords immediately.

Duration and interruptions

If there is a brief connection drop or the old provider limits downloading, the migration retries by itself and continues from where it left off. Moving a large mailbox can take several hours.

Common messages

  • Signing in to the old mailbox failed. Check the password. For Google and Microsoft accounts, use an app password (see above).
  • The connection failed. Check the server under More settings.
  • The new mailbox is full. Contact customer service.
  • This link does not work. The link has expired or does not exist. Ask for a new link from whoever sent it.
  • This link has already been used. If something went wrong, ask for a new link from whoever sent it.

See also the guide Changing the email server in your email program.