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Setup & how-to

Migrating email without loss: the step-by-step plan

You really can migrate your email without loss, as long as you do it in the right order. Many people put off switching for fear of losing messages, but that needn't happen. The essence: first make a backup and copy your mail, then let the old and new mailbox run alongside each other for a while, and only switch your domain over at the end. We'll take you through it calmly, step by step, so you don't lose a single message.

By the Mailflux team Published on

Before you start

Migration goes wrong if you switch something off too early. Two rules of thumb:

  • Copy, don't move. As long as your old mailbox stays intact, you always have a safety net.
  • Only cancel your old subscription once the migration is 100% complete and checked. Feel free to let both run alongside each other for a week.

What you need: access to your old mailbox (address and password), a new mailbox at Mailflux, and access to the DNS settings of your domain to adjust the MX records later.

Email on your own domain

Migrating email without loss in 7 steps

  1. Make a backup first. Export or save your existing mail locally, so you lose nothing no matter what.
  2. Set up your new mailbox. Create your Mailflux mailbox on your own domain. You'll find the server values on IMAP and server settings.
  3. Copy your old mail to the new mailbox via IMAP. That way folders and messages are preserved. The full procedure is in copying your IMAP mailbox.
  4. Let both mailboxes run alongside each other for a while. Check that everything came across correctly: folders, attachments, older messages.
  5. Only now switch your MX records to Mailflux, so new incoming mail arrives at your new mailbox.
  1. Wait until the change has been applied everywhere (that can take a few hours) and test with a couple of trial mails to yourself.
  2. Only once everything is correct: cancel your old subscription.

Why this order works

During the transition, incoming mail either still arrives in your old mailbox or already in your new one, never into nowhere. Because your old mail is copied (not moved), it's safe while you check everything. By switching the MX records last, you miss no messages during the migration.

How long does a migration take?

That depends mainly on the size of your mailbox and the speed of your old provider. Copying your messages can take from a few minutes to a couple of hours with a full mailbox. The DNS change (your MX records) is done in a flash, but after that it takes up to a few hours for it to be applied everywhere on the internet. For peace of mind, count on one working day, and let the old and new mailbox run together for another week before you cancel anything.

Coming from a specific service?

The approach is the same each time, but the exact steps to export your mail differ per service. There are separate guides for switching from Gmail to your own domain and switching from Hotmail or Outlook.com to your own domain.

Not working?

  • Mail comes in twice during the transition. That can happen for a while when both mailboxes are active; it resolves itself once the MX change has been applied everywhere.
  • New mail still comes into the old mailbox. The MX change isn't active everywhere yet. Give it some time and check your DNS settings.
  • Copying stops halfway with a large mailbox. Use a tool that can resume where it left off; see copying your IMAP mailbox.

Would you rather migrate with guidance? Request your mailbox and we'll help you personally with the migration, so you're sure to lose nothing.

Ready to get started yourself?

Follow our step-by-step guide, or let us help you get set up personally.

Read the guide

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