Migrating Email to a new server using a mail client

Step 1: Prepare for the Migration

1. Backup Existing Emails: Before starting the migration, it’s crucial to backup your emails to prevent data loss. Most mail clients have an export or backup function:

   • Outlook: File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst).
   • Thunderbird: Use the ImportExportTools add-on to export emails.
   • Apple Mail: Mailbox > Export Mailbox.

2. Inform Users: Notify any users affected by the migration about the planned changes and any expected downtime.

3. Gather Credentials: Ensure you have the login credentials for both the old and new email servers.

Step 2: Set Up the New Email Account

1. Create Email Accounts on the New Server: If you haven’t already, set up the new email accounts on the new server.

2. Configure the New Account in the Mail Client:

   • Outlook: File > Add Account, enter the new email address and configure the server settings (IMAP/POP and SMTP).
   • Thunderbird: Menu > New > Existing Mail Account, enter the new email address, and configure the server settings.
   • Apple Mail: Mail > Add Account, select the email provider or Other Mail Account, and enter the necessary server settings.

Step 3: Migrate Emails

1. Connect to Both Old and New Accounts: Make sure both the old and new email accounts are configured in your mail client. This allows you to see both sets of emails simultaneously.

2. Copy Emails:

   • Drag and Drop: Simply drag and drop emails or folders from the old account to the new account. This method works in most mail clients.
   • Move Emails: Right-click on the selected emails or folders and choose the Move to option, then select the new account.

Step 4: Migrate Contacts and Calendar

1. Export Contacts and Calendar:

   • Outlook: File > Open & Export > Import/Export > Export to a file.
   • Thunderbird: Address Book > Tools > Export.
   • Apple Mail: Use the Contacts app, select the contacts, and export them.

2. Import Contacts and Calendar into the New Account:

   • Outlook: File > Open & Export > Import/Export > Import from another program or file.
   • Thunderbird: Address Book > Tools > Import.
   • Apple Mail: Import using the Contacts app.

Step 5: Update DNS Records

1. Change MX Records: Update the domain’s DNS settings to point to the new mail server. This change can take up to 48 hours to propagate, but emails will typically start routing to the new server within a few hours.

Step 6: Test the New Setup

1. Send Test Emails: Send emails from and to the new email account to ensure everything is working correctly.
2. Check Folder Structure and Emails: Verify that all emails and folders have been correctly migrated.
3. Confirm Contacts and Calendar: Make sure that contacts and calendar events have been successfully imported.

Step 7: Clean Up

1. Remove Old Account: Once you are certain that the migration is successful, you can remove the old email account from your mail client.
2. Backup the New Account: It’s a good practice to create a backup of the new email account after migration.