To migrate email accounts to a new host, create the same mailboxes on the new host, copy existing messages across using IMAP, then change your domain’s MX records so new mail goes to the new server. Finish with a final sync and update everyone’s phones and computers. Planned this way, no mail is lost and users barely notice the switch.
Before you start: plan the move
Make a list of every mailbox
Write down each email address, its password or a plan to reset it, and roughly how much mail it holds. Include forwarders, aliases, mailing lists and autoresponders. They are easy to forget and do not always move automatically.
Check how people read their mail
If users connect with IMAP, their mail is stored on the server and can be copied server to server. If anyone uses POP3, their mail may only exist on their own computer or phone. Their old messages stay on that device, and the server may have little to copy. Find this out early.
Lower your DNS TTL
The TTL (time to live) tells other servers how long to cache your DNS records. A day or two before the move, lower the TTL on your MX records to something short, such as 300 seconds. When you switch, the change spreads faster. Read how long DNS propagation takes.
Pick a quiet time
Switch over in the evening or at a weekend, when less mail is arriving. Tell users when it will happen and what they may need to do.
Step 1: Create the mailboxes on the new host
Log in to the new host’s control panel and create each mailbox with exactly the same address. Set sensible storage quotas. Recreate forwarders, aliases and autoresponders. On cPanel, see how to create an email account.
If you are moving from one cPanel host to another, a full account transfer can move mailboxes, messages and settings along with the website, so you may not need to create them by hand.
Step 2: Copy existing mail
Choose the method that fits the number of mailboxes:
- cPanel account transfer: the simplest option between cPanel servers. Email moves with the rest of the account.
- Server-to-server IMAP sync: tools such as imapsync connect to both servers and copy every folder. It is reliable for many mailboxes, and you can run it again later to pick up new messages.
- Your host’s migration tool or team: many hosts offer an import tool or will do the copy for you.
- Manual copy in an email client: add both old and new accounts to a desktop client such as Thunderbird or Outlook using IMAP, then drag folders from one to the other. This is fine for a few small mailboxes but slow for large ones.
Do not delete anything from the old server yet.
Step 3: Point your domain to the new mail server
Update your domain’s DNS so mail is delivered to the new host:
- MX records: replace the old mail server with the new host’s mail server.
- SPF: update the TXT record so it authorises the new host to send mail for your domain.
- DKIM: add the new host’s DKIM key.
- DMARC: check that your existing policy still makes sense.
- Mail hostnames: update any records such as mail.yourdomain.com that users’ devices connect to.
Getting SPF, DKIM and DMARC right stops your mail from being marked as spam. See how to edit DNS records.
Step 4: Run a final sync
During DNS propagation, some messages may still arrive at the old server. Keep the old mailboxes active for at least a few days. Run your IMAP sync again, or check the old mailboxes, to bring any late messages across.
Step 5: Update devices
Update the incoming and outgoing server settings on every phone, tablet and computer, or remove the old account and add it again with the new details. For mobile devices, see how to set up email on your phone. Remind users that they may need to enter their password again.
Step 6: Test, then close the old service
- Send test messages to each mailbox from an outside address, such as a personal email.
- Send from each mailbox to an outside address and check that it does not land in spam.
- Confirm folders, contacts and calendars have arrived where users expect them.
- Only cancel the old email service once mail has been arriving at the new host for several days with nothing coming to the old one.
Common problems and fixes
- Mail still arriving at the old server: DNS has not fully propagated, or the MX record was entered incorrectly. Check it with an online DNS lookup.
- Outgoing mail going to spam: SPF or DKIM is missing or still points to the old host.
- Missing folders: some clients hide folders until you subscribe to them in the settings.
- Contacts and calendars missing: these are often stored separately from mail. Export and import them in your email client.
Frequently asked questions
Will I lose emails during the migration?
Not if you keep the old mailboxes running until DNS has fully switched and you run a final sync. Lost mail usually comes from closing the old service too early.
How long does an email migration take?
Copying mail can take from minutes to many hours, depending on mailbox size. The DNS switch usually takes effect within hours. Allow a few days before closing the old service.
Can I move email without moving my website?
Yes. Email and website hosting are controlled by different DNS records. You can point MX records to a new email host and leave the website where it is.
Do I need to change my email addresses?
No. As long as you keep the same domain, every address stays the same.
Next step
Moving to Tremhost? We migrate cPanel accounts, including email, free and typically within 24 hours. See free migration or compare Tremhost business email plans.
