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Setup & how-to

Switching from Gmail to email on your own domain

Switching from Gmail to your own domain is done in three calm phases: you create a mailbox on your own domain, copy all your old Gmail messages via IMAP to that new mailbox, and only once everything is correct do you switch the mail over. Your existing email stays reachable the whole time, so you lose nothing and you can safely run in parallel first. We do it step by step, even if you have no technical knowledge.

By the Mailflux team Published on

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What you need

  • Access to your Gmail account. If two-factor authentication is switched on, create an app password so a mail program is allowed to connect.
  • A new mailbox on your own domain at Mailflux (with address and password).
  • A mail program such as Thunderbird or Outlook to copy the messages.
  • The server settings: IMAP on port 993 with SSL, SMTP on port 465 with SSL. You'll find the Mailflux server name in your Mailflux account or on IMAP and server settings.

Still doubting why an own address is worth it? Read briefly about a professional email address instead of a free one.

Switching from Gmail to your own domain: step by step

  1. Request your mailbox on your own domain and note down the address and password.
  2. Switch on IMAP in Gmail. Open the Gmail settings → Forwarding and POP/IMAP tab → Enable IMAP.
  3. Create an app password if you use two-factor authentication, via your account's security settings.
  4. Add your Gmail account in Thunderbird or Outlook via IMAP, with that app password.
  5. Add your new Mailflux mailbox, also via IMAP, with the details from step 1.
  1. Copy your folders. Per folder, select your messages and drag or copy them from Gmail to the corresponding folder on your Mailflux mailbox. Note: labels in Gmail appear as separate folders.
  2. Check whether the counts per folder match on both sides.
  3. Switch your mail over by pointing your domain's MX records to Mailflux, once you're ready to receive new mail here. Also think about setting up a forwarding rule in Gmail for the transition period.

Your email stays reachable

Throughout this whole process, your Gmail simply stays on. You're only copying, you move nothing, so your original messages are preserved until you remove them yourself. You can therefore safely run in parallel: let new messages come in on your own domain while you keep Gmail open as a safety net for now. If you want to see the full approach, read how to migrate email without loss.

Not working?

  • Can't connect to Gmail. Check that IMAP is switched on and that you're using an app password instead of your ordinary password.
  • No connection to the new mailbox. Check that you're using port 993 with SSL (incoming) and port 465 with SSL (outgoing) and that the server name is correct.
  • Duplicate or missing messages. Gmail labels sometimes show the same mail in several folders. Copy per folder and ignore the All Mail label to avoid duplicates.

Done, and need help?

If messages come in and go out neatly on your own domain, the switch has succeeded. Keep Gmail as a safety net for a while and only clean it up once you're sure you're not missing anything. Ready to get started? Request your mailbox with no obligation, or let us simply handle your migration, and we'll help you personally on your way.

Ready to get started yourself?

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

Read the guide

FAQ

Frequently asked questions

Do I lose my old Gmail messages when switching?

No. You copy your messages to your new mailbox; the originals stay in Gmail until you delete them yourself. Only once you've checked that all folders and counts on your own domain are correct can you calmly clean up Gmail. That way you always keep a safety net.

Can I keep using my old Gmail address for a while?

Yes. In Gmail you can set up a forwarding rule so incoming mail automatically goes to your new address. That way you miss nothing while your contacts get used to your new address on your own domain. Keep Gmail open until you're sure everyone reaches you at your new address.

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