How to migrate your business email without losing data

Changing email provider is scary. Years of emails, contacts and attachments at stake. We explain how to do it right.

Before starting

Prepare everything: - List of all email accounts - Access to domain DNS settings - Current provider credentials - Enough space for backups

Step 1: Complete backup

Don't skip this: - Export all emails (PST or MBOX format) - Export contacts (CSV format) - Export calendars - Save everything to external drive

Step 2: Configure new provider

Create accounts: - Same email addresses - New secure passwords - Configure aliases if used - Enable two-factor authentication

Step 3: Import data

Recover everything: - Import emails to new server - Import contacts - Import calendars - Verify everything is there

Step 4: Change DNS

The critical moment: - Modify MX records - Wait for propagation (24-48h) - Keep both active temporarily - Verify reception on new server

Step 5: Configure devices

Update everything: - Computers - Phones - Tablets - Third-party applications

Common mistakes

❌ Not backing up ❌ Changing DNS before configuring everything ❌ Forgetting mobile devices ❌ Not notifying employees of change ❌ Deleting old account too soon

How long to keep old account

We recommend: - Minimum 30 days active - Automatic forwarding configured - Check periodically - Delete when you're sure

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