May 28, 2022

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Solutions For a Small Business

How to Switch Your Email Host Without Losing Your Mails?

How to Switch Your Email Host Without Losing Your Mails?

Changing hosts is usually a critical process since a small error can cause a serious loss of data. Whether you are looking at a new host for website hosting or small Business Email Hosting, there are a number of things that you need to keep in mind before making the migration. Today, we are going to talk about Email Server Hosting and offer steps to help you switch your Email Host without losing emails.

Before we proceed, let us look at how Business Email Hosting works – 

Switching Your Email Host

When you purchase a Business Email service, your emails are stored on the mail server managed by the host. When you change the host, you have to factor in something called propagation. This is the time taken from the moment you change the name servers to point at the new host until other servers on the internet to register the change. This can vary between 12 hours to a few days. Hence, when you switch your email host, chances are, that while most emails get delivered to the new host, some might still get sent to the old host. Here are some steps that you can follow to ensure that you don’t lose any emails in the migration process.

Step 1. Create an account with the new host

Choose the hosting company that you want to shift to and create email accounts. Replicate all the email accounts that were present with the old host. Take care of spelling them right. For example, if you have an email account with the name [email protected], then create a new account called [email protected] with your new host.

Step 2. Change Settings

Open the email application that you use and go to the settings of each new email account. Here you need to change the POP and SMTP settings of each account to the IP address of your old hosting account. So, go to the settings of the [email protected] account and change the POP settings to point to your old host.

Step 3. Create a Duplicate Account

Now, you have a [email protected] account with your new host that points to the IP address of your old host. This means that this will check all emails received by your old hosting account. Next, create a duplicate email account for all new accounts opened with the new host. So, open a duplicate [email protected] email account and update the POP settings to point to the IP address of the new hosting server. This will ensure that all emails received by your new server are checked.

Step 4. Check both accounts for some days

By the end of Step #3, you will have two accounts for each email address. Hence, you will have two [email protected] email accounts. One will check the old server, and the other will check the new server. When you refresh your email account, both the servers will be checked simultaneously. Do this for a few days (maybe a couple of weeks) and then cancel your old hosting account.

Summing Up

As mentioned above, migrating a host requires a plan and a strategic approach. If you are not happy with your current Webmail Hosting provider and have found the perfect Email Hosting service, then these steps can help you ensure that the migration is seamless without the loss of any emails in transit. Good Luck!