Business email can be moved without losing a single message if the mailboxes are copied before the MX records change and once more after. The first copy moves the whole history, and the second picks up messages that arrived during the switch. Messages are most often lost when someone changes the MX records without a copy, closes the old account too early, or forgets about people who keep their email only in a program on their own computer.
Below is how I do this for clients, including the situation where some mailboxes run in Google Workspace and others on the hosting.
When is an email migration needed?
- Changing hosting, when email runs on the same server as the website.
- Moving to Google Workspace or Microsoft 365 from hosting mailboxes, or the other way round.
- Changing the company domain, when mailboxes move to a new address.
- Cleaning up after a previous developer, when email runs on an account you do not control.
Why do messages get lost during a move?
MX records tell the world which server should receive email for your domain. After they change, some senders’ servers keep using the old data for a while, so for a few hours messages may arrive in both places. If the old mailbox is closed in that time, or nobody copies the new messages from it, those messages are lost.
The second common problem is the POP3 protocol. If someone in the company has their email set up that way, messages may be downloaded to one computer and deleted from the server. Then a server copy does not contain the full history, and part of it has to be moved from that person’s email program.
Email migration step by step
- An inventory of mailboxes. A list of all addresses, aliases and forwarders, with mailbox sizes. At the same time I check who uses POP3 and who uses IMAP.
- Lowering the DNS record lifetime (TTL) a day in advance, so the MX change spreads across the internet faster.
- Creating the mailboxes on the new server with the same addresses, aliases and forwarders.
- The first IMAP copy. I copy all folders: inbox, sent, archive and folders created by users. This is usually the longest stage.
- Changing the MX records to the new server.
- A second copy a few hours later, which picks up messages that still reached the old server in the meantime.
- SPF, DKIM and DMARC records for the new server, so outgoing messages do not end up in spam.
- Setting up email programs and phones for the staff, with the new server details.
- The old account stays active for a few more days, in case of late messages.
Google Workspace and hosting mailboxes at the same time
This is a common setup in small businesses: the owner and the office use Google Workspace, while other employees have cheaper mailboxes on the hosting, all on the same domain. The problem is that a domain’s MX records can point to only one destination.
The solution is mail routing. The MX records point to Google, and Workspace passes messages for addresses it does not know on to the hosting server. The hosting, in turn, has to know that the Workspace mailboxes are not hosted there, otherwise messages sent between employees get stuck on the server and never reach the recipient.
On top of that, the SPF record has to cover both servers. If the entry for Google or for the hosting is missing, some outgoing messages will start landing in spam. This is also one of the points worth checking when a hosting company moves your account to a new server by itself – I describe it in what to check after a hosting migration.
Common email migration mistakes
- Changing MX records without copying the mailboxes first.
- Closing the old account on the same day, before late messages arrive.
- Skipping folders such as sent, archive or those created by the user.
- Forgotten aliases and forwarders, e.g. an office@ address that went to several people.
- No SPF or DKIM on the new server, so outgoing messages land in spam.
- POP3 email not moved that existed only on one computer.
How long does an email migration take?
With a few mailboxes, usually 1-2 days, most of it copying in the background. The MX switch itself does not require any downtime – for a short while staff may receive email in both places, and then they move to the new settings.
When is it worth handing this over?
With one small mailbox you can do the migration yourself if the new provider offers an import tool. With several people, a mixed setup or a domain change, it is easy to make a mistake, and the consequences only show up when someone misses an important message.
I migrate business email starting at PLN 200, including mixed Google Workspace and hosting setups. The details are on the WordPress migration page. If your email changes together with your domain, see also changing your domain without losing rankings. And if you are planning a move, get in touch.
FAQ
Will I lose messages during an email migration?
You should not, as long as the mailboxes are copied before the MX records change and once more after, and the old account stays active for a few days. Messages are most often lost when MX records are changed without a copy or the old account is closed too early.
How long does it take to move business email?
With a few mailboxes, usually 1-2 days. Most of that is copying in the background, and the switch itself requires no downtime.
Can some mailboxes be in Google Workspace and others on the hosting?
Yes. The MX records then point to Google, and Workspace passes messages for the remaining addresses on to the hosting server. The hosting and the SPF record also have to be set up correctly so they cover both servers.
What about email that exists only in Outlook on one computer?
If the mailbox used POP3, some messages may no longer exist on the server. In that case they are moved from that person’s email program to the new mailbox before the settings change.
How much does a business email migration cost?
With me, from PLN 200, including mixed Google Workspace and hosting setups. I give you an exact figure after listing the mailboxes and checking their size.
