Over time, you have accumulated many emails in your inbox at the hosting/mail server where you purchased your account. Many of these emails may also be in your Sent box.
Perhaps you have even created custom folders to organize your emails so that you can store them in each folder. As a result, you would like to switch to another provider.
Changing email providers can be challenging. Generally speaking, the steps aren’t as obvious at first – especially when we don’t perform them often. As it turns out, executing the task isn’t that difficult. You must still take certain steps to ensure a smooth transition and ensure that no emails are lost in the process. Here is how to migrate emails to the new provider’s server.
How to migrate emails to the new provider’s server
1. Set up the new server’s email accounts
First, you have to sign up for a new hosting account. It is good to verify that the new provider’s mail server supports IMAP before purchasing. Change your domain’s name servers to point it to the new hosting account.
So it will point to the new network; you will need to ask your new hosting provider what name servers you should assign to your domain. Replace the existing name servers. Once you have done this, set up all your email accounts on the new server.
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2. Setup your Outlook email accounts
Using Outlook, you need to create two IMAP accounts. The old server has a sales@mydomain.com address, and the new server has a sales@mydomain.com address.
Ensure you have your email account password, incoming and outgoing mail server IP addresses, and corresponding ports handy. Your network may or may not have propagated the DNS change. In that case, you cannot use the fully qualified addresses. Use the incoming and outgoing mail servers’ IP addresses for source and destination email accounts.
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3. Folders can be moved one by one
You will see the two IMAP accounts’ mail folders in Outlook when your setup is complete. Organize your inbox by simply dragging and dropping emails between folders.
Choose a folder on the source mailbox. Outlook’s right pane will display all the emails in that folder. Several emails can be dragged and dropped into the new mailbox. Using the standard Outlook features, create the folder if it doesn’t exist in the new mailbox. You will create no custom folders in the old mailbox in the new mailbox.
You need to deal with a few emails at once. Moving too many emails at once may crash Outlook. Each time you drag-and-drop, allow Outlook some time to download the old server’s mails to the local disk and then upload the local disk’s mails to the new server. Your internet connection speed will influence the amount of waiting.
The process is complete when all emails are moved from the old mailbox.
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4. After four days, repeat the process
At least four days should pass before you delete your old email accounts. A few emails may land in your old mailbox during this period due to full DNS propagation taking four days. Therefore, you must repeat these steps after four days. You can now safely delete the old email accounts on the old server.
With these two IMAP accounts removed, you can delete them from Outlook. Choose the account configuration you wish to delete from Tools » Account Settings, then click on the Remove button.
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