{"id":5006,"date":"2026-10-19T09:43:42","date_gmt":"2026-10-19T07:43:42","guid":{"rendered":"https:\/\/www.domains.co.za\/blog\/?p=5006"},"modified":"2026-10-19T12:30:17","modified_gmt":"2026-10-19T10:30:17","slug":"migrate-business-email-without-downtime","status":"publish","type":"post","link":"https:\/\/www.domains.co.za\/blog\/migrate-business-email-without-downtime\/","title":{"rendered":"How To Migrate Business Email Without Downtime"},"content":{"rendered":"<div id=\"bsf_rt_marker\"><\/div>\n<h4 id=\"tl-dr\" class=\"wp-block-heading\">TL;DR<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">To migrate business <a alt=\"Link to Domains.co.za - Email Hosting\" title=\"Domains.co.za - Email Hosting\" href=\"https:\/\/www.domains.co.za\/email-hosting\" target=\"_blank\" rel=\"noopener\">email<\/a> without downtime, create identical mailboxes on the new host first, copy your existing mail across and lower your DNS TTL a few days ahead of time. Once ready, switch your MX records once, keep the old host active while DNS updates, and run a final sync to catch any late messages.<\/p>\n\n\n\n<h4 id=\"key-takeaways\" class=\"wp-block-heading\">KEY TAKEAWAYS<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Keep your old email hosting running until the MX change has fully propagated, and your final sync is done. Google allows up to 72 hours for MX changes to reflect.<\/li>\n\n\n\n<li>Lower the TTL on your MX records several days before the switch, so the new records take effect quickly once you make the change.<\/li>\n\n\n\n<li>Changing your MX records is the moment when the real changeover happens. Everything prior is preparation, and after it, is clean-up.<\/li>\n\n\n\n<li>IMAP migration carries messages and folders only. Contacts, calendars, rules, and signatures need to be exported or recreated separately.<\/li>\n\n\n\n<li>For a seamless and free email migration process, choose Domains.co.za.<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-rank-math-toc-block\" id=\"rank-math-toc\"><h4>TABLE OF CONTENTS<\/h4><nav><ul><li class=\"\"><a href=\"#tl-dr\">TL;DR<\/a><\/li><li class=\"\"><a href=\"#key-takeaways\">KEY TAKEAWAYS<\/a><\/li><li class=\"\"><a href=\"#why-email-goes-down-during-a-migration\">Why Email Goes Down During a Migration<\/a><\/li><li class=\"\"><a href=\"#the-overlap-method-how-zero-downtime-email-migration-works\">The Overlap Method: How Zero-Downtime Email Migration Works<\/a><\/li><li class=\"\"><a href=\"#before-you-start-email-migration-checklist\">Before You Start: Email Migration Checklist<\/a><\/li><li class=\"\"><a href=\"#how-to-migrate-business-email-without-downtime-step-by-step\">How To Migrate Business Email Without Downtime (Step by Step)<\/a><ul><li class=\"\"><a href=\"#step-1-lower-your-dns-ttl\">Step 1: Lower your DNS TTL<\/a><\/li><li class=\"\"><a href=\"#step-2-create-matching-mailboxes-on-the-new-host\">Step 2: Create matching mailboxes on the new host<\/a><\/li><li class=\"\"><a href=\"#step-3-copy-existing-mail-initial-sync\">Step 3: Copy existing mail (initial sync)<\/a><\/li><li class=\"\"><a href=\"#step-4-test-the-new-mailboxes-before-the-switch\">Step 4: Test the new mailboxes before the switch<\/a><\/li><li class=\"\"><a href=\"#step-5-switch-mx-records-and-update-spf-and-dkim\">Step 5: Switch MX records and update SPF and DKIM<\/a><\/li><li class=\"\"><a href=\"#step-6-reconnect-devices-and-apps\">Step 6: Reconnect devices and apps<\/a><\/li><li class=\"\"><a href=\"#step-7-run-a-final-sync\">Step 7: Run a final sync<\/a><\/li><li class=\"\"><a href=\"#step-8-monitor-then-cancel-the-old-host\">Step 8: Monitor, then cancel the old host<\/a><\/li><\/ul><\/li><li class=\"\"><a href=\"#email-migration-timeline-at-a-glance\">Email Migration Timeline at a Glance<\/a><\/li><li class=\"\"><a href=\"#what-doesnt-move-automatically-during-a-business-email-migration\">What Doesn&#8217;t Move Automatically During a Business Email Migration<\/a><\/li><li class=\"\"><a href=\"#email-migration-best-practices-and-mistakes-to-avoid\">Email Migration Best Practices and Mistakes to Avoid<\/a><\/li><li class=\"\"><a href=\"#do-it-yourself-or-let-your-host-migrate-it\">Do It Yourself or Let Your Host Migrate It?<\/a><\/li><li class=\"\"><a href=\"#how-to-choose-the-perfect-domain-name\">How to Choose &amp; Register the PERFECT Domain Name<\/a><\/li><li class=\"\"><a href=\"#faqs-1\">FAQS<\/a><\/li><li class=\"\"><a href=\"#other-blogs-of-interest\">Other Blogs of Interest<\/a><\/li><\/ul><\/nav><\/div>\n\n\n\n<h3 id=\"why-email-goes-down-during-a-migration\" class=\"wp-block-heading\">Why Email Goes Down During a Migration<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Email often goes down, or emails go missing, during a migration due to all the behind-the-scenes changes that are taking place with the routing, authentication and DNS settings.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">An MX (mail exchanger) record is the DNS entry that tells other mail servers which server accepts email for your domain. TTL (time to live) is the number of seconds a DNS answer may be cached before it must be looked up again.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When you change your MX records, cached copies around the world expire on their own schedules, a gradual update called DNS propagation. Until it finishes, some senders deliver to your old server and others to the new one.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As mentioned in our <a href=\"https:\/\/www.domains.co.za\/knowledgebase\/domains\/manage-mx-records\/\" alt=\"Link to Knowledgebase - How To Manage MX Records In cPanel\" title=\"Domains.co.za - How To Manage MX Records In cPanel\" target=\"_blank\" rel=\"noopener\">MX records guide<\/a> this process usually takes around 24 hours, but according to <a href=\"https:\/\/support.google.com\/a\/answer\/45679\" alt=\"Link to Google Support - Google Support\" title=\"Google Support - Google Support\" target=\"_blank\" rel=\"noopener\">Google one should allow up to 72 hours<\/a>. The difference comes down to the TTL set before the change and how long resolvers hold cached answers.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Switching from one email host to another is really not what causes the loss of mail, but rather timing is. Mail is lost when the old mailbox is deleted too early; a mailbox doesn&#8217;t yet exist on the new server, or a record is typed incorrectly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>RELATED<\/strong><a href=\"https:\/\/www.domains.co.za\/blog\/what-is-email-hosting\/\" alt=\"Link to Domains.co.za Blog - What is Email Hosting: Everything You Need To Know\" title=\"Domains.co.za - What is Email Hosting: Everything You Need To Know\" target=\"_blank\" rel=\"noopener\"><strong>:<\/strong> What is Email Hosting: Everything You Need To Know<\/a><\/p>\n\n\n<div class=\"wp-block-image wp-block-image size-full\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.domains.co.za\/blog\/wp-content\/uploads\/2026\/10\/business-email-migration-without-downtime-02.webp\" alt=\"Strip Banner - Migrate Business Email - Set up identical mailboxes with your new host first to prepare for a smooth migration\" title=\"Strip Banner - Set up identical mailboxes with your new host first to prepare for a smooth migration\"\/><\/figure>\n<\/div>\n\n\n<h3 id=\"the-overlap-method-how-zero-downtime-email-migration-works\" class=\"wp-block-heading\">The Overlap Method: How Zero-Downtime Email Migration Works<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Every business email is incredibly <a>important<\/a>, which is why zero-downtime is a must! The overlap method can help with this. This method applies when you keep both your old and new mail servers live at the same time. This means that, whichever one a sender finds, the message will land in a working mailbox. If a server is briefly unreachable, the sending server holds the message in its mail queue and retries later. According to <a href=\"https:\/\/datatracker.ietf.org\/doc\/html\/rfc5321#section-4.5.4.1\" alt=\"Link to Data Tracker - Data Tracker\" title=\"Data Tracker - Data Tracker\" target=\"_blank\" rel=\"noopener\">RFC 5321<\/a>, the standard for email delivery, senders should generally keep retrying for at least four to five days before giving up.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once propagation is complete, a final delta sync closes the gap. A delta sync is an incremental copy that moves only the messages that arrived since the last sync. Your team may see mail split across two servers for a short time, but nothing is lost, and nobody is offline. <a href=\"https:\/\/support.google.com\/a\/answer\/45679\" alt=\"Link to Google Support - Google Support\" title=\"Google Support - Google Support\" target=\"_blank\" rel=\"noopener\">Google notes,<\/a> that a few bounces cannot be ruled out entirely: this method minimises the risk, but it doesn&#8217;t change how DNS works.<\/p>\n\n\n<div class=\"wp-block-image wp-block-image size-full\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.domains.co.za\/blog\/wp-content\/uploads\/2026\/10\/business-email-migration-without-downtime-05.webp\" alt=\"Strip Banner - Set up identical mailboxes with your new host first to prepare for a smooth migration\" title=\"Strip Banner - Set up identical mailboxes with your new host first to prepare for a smooth migration\"\/><\/figure>\n<\/div>\n\n\n<h3 id=\"before-you-start-email-migration-checklist\" class=\"wp-block-heading\">Before You Start: Email Migration Checklist<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Before you start the migration process or even touch your DNS settings, make sure you have ALL the below ready:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Every mailbox, alias, forwarder, autoresponder and mailing list on your domain.<\/li>\n\n\n\n<li>Each mailbox&#8217;s current size, so new quotas are big enough (Domains.co.za mailboxes default to 1GB, adjustable in the control panel).<\/li>\n\n\n\n<li>Passwords or admin access for your old email host.<\/li>\n\n\n\n<li>Where your DNS is managed: your registrar, your old host, or a third party such as Cloudflare.<\/li>\n\n\n\n<li>A screenshot of your current MX, SPF, DKIM, and DMARC records.<\/li>\n\n\n\n<li>Every device and app that sends as your domain: website contact forms, CRM, invoicing or accounting software, scanners and printers.<\/li>\n\n\n\n<li>Which users connect via POP3, which downloads mail to one device, so their mail may live only on that PC.<\/li>\n\n\n\n<li>A full backup of each mailbox.<\/li>\n<\/ul>\n\n\n\n<h3 id=\"how-to-migrate-business-email-without-downtime-step-by-step\" class=\"wp-block-heading\">How To Migrate Business Email Without Downtime (Step by Step)<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Ready to migrate? Follow the below eight steps in order:<\/p>\n\n\n\n<h4 id=\"step-1-lower-your-dns-ttl\" class=\"wp-block-heading\">Step 1: Lower your DNS TTL<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Set the DNS TTL on your MX records to a low value. A good rule of thumb is 300 seconds. Make the change at least as long before the switch as your current TTL, ideally 48 hours before the switch. <a href=\"https:\/\/developers.cloudflare.com\/learning-paths\/dns-best-practices\/concepts\/phase-2\" alt=\"Link to Developers Cloud Flare - DNS Best Practices\" title=\"Developers Cloud Flare - DNS Best Practices\" target=\"_blank\" rel=\"noopener\">Cloudflare&#8217;s DNS guidance<\/a> recommends the same lead time. This way DNS caches can pick up the shorter TTL before you migrate your email to the new host. You can adjust your TTL wherever you <a href=\"https:\/\/www.domains.co.za\/knowledgebase\/domains\/manage-dns-records\/\" alt=\"Link to Knowledgebase - How To Manage DNS Records For A Domain\" title=\"Domains.co.za - How To Manage DNS Records For A Domain\" target=\"_blank\" rel=\"noopener\">manage your domain&#8217;s DNS records<\/a>.<\/p>\n\n\n\n<h4 id=\"step-2-create-matching-mailboxes-on-the-new-host\" class=\"wp-block-heading\">Step 2: Create matching mailboxes on the new host<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Set up every address on the new host exactly as it exists today, including aliases and forwarders, with quotas that fit each mailbox. Do this before any MX change; so that the arriving mail always has somewhere to land. <a href=\"https:\/\/support.google.com\/a\/answer\/45679\" alt=\"Link to Google Support - Google Support\" title=\"Google Support - Google Support\" target=\"_blank\" rel=\"noopener\">Google gives the same advice<\/a> for avoiding bounces.<\/p>\n\n\n\n<h4 id=\"step-3-copy-existing-mail-initial-sync\" class=\"wp-block-heading\">Step 3: Copy existing mail (initial sync)<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Copy your mail across while the old host is still live. IMAP (Internet Message Access Protocol) keeps mail on the server and syncs it to every device, which is what makes server-to-server copying possible. You have three options:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Ask your new host to run its migration service.<\/li>\n\n\n\n<li>Use an IMAP-to-IMAP sync tool to copy directly between the two servers.<\/li>\n\n\n\n<li>Connect both accounts in a desktop email client and drag folders across.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">POP3 users must first upload any mail stored only on their own PC to the new mailbox via IMAP.<\/p>\n\n\n\n<h4 id=\"step-4-test-the-new-mailboxes-before-the-switch\" class=\"wp-block-heading\">Step 4: Test the new mailboxes before the switch<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Log in to webmail, the browser-based version of your mailbox, and check that folder structures and message counts match the old account. Send a test email to an outside address to confirm that the outgoing mail works.<\/p>\n\n\n\n<h4 id=\"step-5-switch-mx-records-and-update-spf-and-dkim\" class=\"wp-block-heading\">Step 5: Switch MX records and update SPF and DKIM<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Make one MX change during a quiet period, such as an evening or weekend, to minimise disruption. Replace your old MX entries with the new host&#8217;s records rather than keeping both sets. Update your SPF record to authorise the new mail server to send emails on your behalf and add the DKIM record supplied by your new host to help the receiving servers verify your messages. Keep your existing DMARC record unless your email provider advises you to change it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On Domains.co.za, enter your full domain name when editing DNS records instead of using the @ symbol. If your DNS is managed by a third party such as Cloudflare, make these changes there instead. For the step-by-step instructions, see our guide on <a href=\"https:\/\/www.domains.co.za\/knowledgebase\/domains\/manage-mx-records\/\" alt=\"Link to Knowledgebase - How To Manage MX Records In cPanel\" title=\"Domains.co.za - How To Manage MX Records In cPanel\" target=\"_blank\" rel=\"noopener\">how to change MX records in cPanel<\/a>.<\/p>\n\n\n<div class=\"wp-block-image wp-block-image size-full\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.domains.co.za\/blog\/wp-content\/uploads\/2026\/10\/business-email-migration-without-downtime-06.png\" alt=\"Strip Banner - Set up identical mailboxes with your new host first to prepare for a smooth migration\" title=\"Strip Banner - Set up identical mailboxes with your new host first to prepare for a smooth migration\"\/><\/figure>\n<\/div>\n\n\n<h4 id=\"step-6-reconnect-devices-and-apps\" class=\"wp-block-heading\">Step 6: Reconnect devices and apps<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Update the incoming and outgoing server settings in Outlook, Apple Mail, Thunderbird, and phone mail apps. Then update the SMTP settings (the server used to send mail) on the forms, software, and office devices from your checklist. These guides show how to <a href=\"https:\/\/www.domains.co.za\/knowledgebase\/email\/setup-email-outlook-2023\/\" alt=\"Link to Knowledgebase - How To Setup Email Outlook 2023 Or Microsoft 365\" title=\"Domains.co.za - How To Setup Email Outlook 2023 Or Microsoft 365\" target=\"_blank\" rel=\"noopener\">set up your mailbox in Outlook<\/a> and <a href=\"https:\/\/www.domains.co.za\/knowledgebase\/email\/email-account-on-iphone\/\" alt=\"Link to Knowledgebase - How To Setup A New Email Account On iPhone\" title=\"Domains.co.za - How To Setup A New Email Account On iPhone\" target=\"_blank\" rel=\"noopener\">add the account on iPhone<\/a>.<\/p>\n\n\n\n<h4 id=\"step-7-run-a-final-sync\" class=\"wp-block-heading\">Step 7: Run a final sync<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">After the propagation window, re-run your sync so any mail that reached the old server is copied across. 48 hours is a safe benchmark. Tools such as <a href=\"https:\/\/imapsync.lamiral.info\/\" alt=\"Link to IMAP Sync - IMAP Sync\" title=\"IMAP Sync - IMAP Sync\" target=\"_blank\" rel=\"noopener\">imapsync<\/a> can re-run incrementally, copying only new messages.<\/p>\n\n\n\n<h4 id=\"step-8-monitor-then-cancel-the-old-host\" class=\"wp-block-heading\">Step 8: Monitor, then cancel the old host<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Run an MX lookup to confirm only the new records appear, then send test mail from an external account such as Gmail. For the first 48 hours, watch for bounces and check that replies aren&#8217;t landing in spam. Once everything is clean, cancel the old service and raise your TTL back to its normal value.<\/p>\n\n\n<div class=\"wp-block-image wp-block-image size-full\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.domains.co.za\/blog\/wp-content\/uploads\/2026\/10\/business-email-migration-without-downtime-03.webp\" alt=\"Strip Banner - Copy your emails and prepare your DNS settings to minimise disruption when switching hosts\" title=\"Strip Banner -Copy your emails and prepare your DNS settings to minimise disruption when switching hosts\"\/><\/figure>\n<\/div>\n\n\n<h3 id=\"email-migration-timeline-at-a-glance\" class=\"wp-block-heading\">Email Migration Timeline at a Glance<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Plan for around three weeks to prepare and complete your email migration, with the main switch usually taking place during a quiet evening or weekend.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><td>When<\/td><td>Action<\/td><\/tr><\/thead><tbody><tr><td>7\u20135 days before<\/td><td>Audit, back up, confirm DNS access<\/td><\/tr><tr><td>3 days before (at least your current TTL)<\/td><td>Lower MX TTL<\/td><\/tr><tr><td>2\u20131 days before<\/td><td>Create mailboxes; initial mail copy; test<\/td><\/tr><tr><td>Cutover (low-volume time)<\/td><td>Switch MX; update SPF\/DKIM; tell key contacts<\/td><\/tr><tr><td>Cutover day<\/td><td>Reconnect devices and apps<\/td><\/tr><tr><td>About 72 hours after<\/td><td>Final sync<\/td><\/tr><tr><td>5 days after<\/td><td>Confirm clean, cancel old host, restore TTL<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">All day counts are recommendations.<\/p>\n\n\n\n<h3 id=\"what-doesnt-move-automatically-during-a-business-email-migration\" class=\"wp-block-heading\">What Doesn&#8217;t Move Automatically During a Business Email Migration<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">IMAP sync transfers your emails and folders, but not everything else. Make sure you plan for the remaining items before switching to your new email host.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><td>Item<\/td><td>Moves with IMAP sync?<\/td><td>What to do<\/td><\/tr><\/thead><tbody><tr><td>Messages and folders<\/td><td>Yes<\/td><td>\u2014<\/td><\/tr><tr><td>Contacts \/ address book<\/td><td>Usually not<\/td><td>Export (CSV\/vCard) and import<\/td><\/tr><tr><td>Calendars<\/td><td>Usually not<\/td><td>Export (.ics) and import<\/td><\/tr><tr><td>Rules, filters, autoresponders<\/td><td>No<\/td><td>Recreate on the new host<\/td><\/tr><tr><td>Signatures<\/td><td>No (stored in each email app)<\/td><td>Recreate on each device<\/td><\/tr><tr><td>Forwarders and aliases<\/td><td>No<\/td><td>Recreate before cutover<\/td><\/tr><tr><td>POP3 mail stored only on a PC<\/td><td>No<\/td><td>Upload from that PC via IMAP<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">If your host is migrating for you, ask which of these items it handles.<\/p>\n\n\n\n<h3 id=\"email-migration-best-practices-and-mistakes-to-avoid\" class=\"wp-block-heading\">Email Migration Best Practices and Mistakes to Avoid<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A few simple precautions can help you avoid common email migration problems and prevent emails from getting lost along the way.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Do<\/strong> schedule the switch for a quiet period and tell clients and suppliers the date plus a backup way to reach you.<\/li>\n\n\n\n<li><strong>Do<\/strong> make one person responsible for all DNS changes.<\/li>\n\n\n\n<li><strong>Don&#8217;t<\/strong> cancel or downgrade your old hosting before the final sync. Pulling the plug too early is the most common cause of lost mail.<\/li>\n\n\n\n<li><strong>Don&#8217;t<\/strong> edit MX records repeatedly during propagation. Each change restarts the wait.<\/li>\n\n\n\n<li><strong>Don&#8217;t<\/strong> leave old MX entries alongside the new ones, or some mail will keep going to the old server.<\/li>\n\n\n\n<li><strong>Don&#8217;t<\/strong> forget SPF and DKIM. Without them, your outgoing mail may land in recipients&#8217; spam folders.<\/li>\n\n\n\n<li><strong>Don&#8217;t<\/strong> migrate during month-end invoicing or a payroll run, when missed messages cost the most.<\/li>\n<\/ul>\n\n\n\n<p class=\"has-vivid-cyan-blue-color has-text-color has-link-color wp-elements-1 wp-block-paragraph\"><strong>TOP TIP:<\/strong><\/p>\n\n\n\n<p class=\"has-vivid-cyan-blue-color has-text-color has-link-color wp-elements-2 wp-block-paragraph\">\u201cWhen it comes to a successful email migration timing is everything. It is essential to plan ahead and select the most suitable time to switch. Sadly, even a small mistake with DNS settings or switching off your old hosting too soon can disrupt email delivery. Take your time. Follow the steps above, and if you are unsure, let our support team handle the migration on your behalf,\u201d \u2013 Simon Mokolutlo, Domains.co.za Support Manager.<\/p>\n\n\n\n<h3 id=\"do-it-yourself-or-let-your-host-migrate-it\" class=\"wp-block-heading\">Do It Yourself or Let Your Host Migrate It?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If you only have a few mailboxes and are comfortable managing DNS settings, you may be able to migrate your email yourself. For larger or more complex migrations, getting help from your hosting provider can make the process easier and reduce the risk of problems.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><td><strong>FACTOR<\/strong><\/td><td><strong>DIY<\/strong><\/td><td><strong>HOST ASSISTED <\/strong><br><strong>via Domains.co.za (Free Migration)<\/strong><\/td><\/tr><\/thead><tbody><tr><td>Mailboxes<\/td><td>1\u20135, small<\/td><td>Many or large<\/td><\/tr><tr><td>Skills needed<\/td><td>DNS and IMAP settings<\/td><td>Provide access details<\/td><\/tr><tr><td>Time<\/td><td>Several hours across days<\/td><td>Mostly waiting time<\/td><\/tr><tr><td>Risk of mistakes<\/td><td>Higher<\/td><td>Lower<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">This guide covers moving your email to a new IMAP-based host while keeping the same domain name and email addresses. If you have very large mailboxes or use Microsoft 365, Google Workspace or an Exchange server, you may need specialist migration tools.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you&#8217;re moving your website too, it&#8217;s worth planning both migrations together to minimise disruption.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Moving to Domains.co.za? All our Email Hosting plans include Free Email Migration, and our Support Team can help transfer your existing emails. Explore <a href=\"https:\/\/www.domains.co.za\/email-hosting\" alt=\"Link to Domains.co.za - Email Hosting\" title=\"Domains.co.za - Email Hosting\" target=\"_blank\" rel=\"noopener\">Email Hosting plans<\/a>, or <a href=\"https:\/\/www.domains.co.za\/submitTicket\/sales\" alt=\"Link to Domains.co.za - Open a Ticket\" title=\"Domains.co.za - Open a Ticket\" target=\"_blank\" rel=\"noopener\">submit a migration request<\/a> to get started.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Related: <\/strong><a href=\"https:\/\/www.domains.co.za\/blog\/email-hosting-for-small-business\/\" alt=\"Link to Domains.co.za Blog - What Email Hosting For Small Business Can Do For Your SME\" title=\"Domains.co.za - What Email Hosting For Small Business Can Do For Your SME\" target=\"_blank\" rel=\"noopener\">What Email Hosting For Small Business Can Do For Your SME<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/www.domains.co.za\/email-hosting\" alt=\"Link to Domains.co.za - Email Hosting\" title=\"Domains.co.za - Email Hosting\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/www.domains.co.za\/blog\/wp-content\/uploads\/2026\/10\/business-email-migration-without-downtime-04.webp\" alt=\"Strip Banner - Keep your old host active to catch late emails and avoid missed messages. [Migrate To Us]\" title=\"Keep your old host active to catch late emails and avoid missed messages. [Migrate To Us]\"><\/a><\/figure>\n\n\n\n<h4 id=\"how-to-choose-the-perfect-domain-name\" class=\"wp-block-heading\">How to Choose &amp; Register the PERFECT Domain Name<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>VIDEO:<\/strong> <a href=\"https:\/\/www.youtube.com\/watch?v=RHCJNdsqf9E\" alt=\"Link to Domains.co.za - How to Choose &amp; Register the PERFECT Domain Name\" title=\"Domains.co.za - How to Choose &amp; Register the PERFECT Domain Name\" target=\"_blank\" rel=\"noopener\">How to Choose &amp; Register the PERFECT Domain Name<\/a><\/p>\n\n\n\n<iframe loading=\"lazy\" width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/RHCJNdsqf9E\" alt=\"Domains.co.za YouTube - How to Choose &#038; Register the PERFECT Domain Name\" title=\"Domains.co.za YouTube - How to Choose &#038; Register the PERFECT Domain Name\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<h4 id=\"faqs-1\" class=\"wp-block-heading\">FAQS<\/h4>\n\n\n<div id=\"rank-math-faq\" class=\"rank-math-block\">\n<div class=\"rank-math-list \">\n<div id=\"faq-question-1792390269325\" class=\"rank-math-list-item\">\n<h6 class=\"rank-math-question \">How long does it take for MX record changes to work?<\/h6>\n<div class=\"rank-math-answer \">\n\n<p>MX record changes usually take effect within a few hours but allow up to 72 hours for them to propagate fully. Lowering your DNS TTL in advance can help speed up the process.<\/p>\n\n<\/div>\n<\/div>\n<div id=\"faq-question-1792390280013\" class=\"rank-math-list-item\">\n<h6 class=\"rank-math-question \">Will I lose emails when I change email hosting providers?<\/h6>\n<div class=\"rank-math-answer \">\n\n<p>Not if your old mailboxes stay active until propagation ends, and you run a final sync afterwards. Sending servers also retry undelivered mail for days, so a brief interruption rarely means a lost message.<\/p>\n\n<\/div>\n<\/div>\n<div id=\"faq-question-1792390295406\" class=\"rank-math-list-item\">\n<h6 class=\"rank-math-question \">Do I need to transfer my domain to move my email?<\/h6>\n<div class=\"rank-math-answer \">\n\n<p>No. Your email moves when your MX records change, wherever your domain is registered. Transferring your domain is a separate process that changes your registrar.<\/p>\n\n<\/div>\n<\/div>\n<div id=\"faq-question-1792390306042\" class=\"rank-math-list-item\">\n<h6 class=\"rank-math-question \">How do I check whether my MX records have changed?<\/h6>\n<div class=\"rank-math-answer \">\n\n<p>Use a public MX lookup tool or open a command prompt and run nslookup -type=mx yourdomain.co.za. Results can differ by location until propagation completes, so one lookup showing the old records doesn&#8217;t mean the change failed.<\/p>\n\n<\/div>\n<\/div>\n<div id=\"faq-question-1792390316312\" class=\"rank-math-list-item\">\n<h6 class=\"rank-math-question \">Should I use IMAP or POP3 after the migration?<\/h6>\n<div class=\"rank-math-answer \">\n\n<p>IMAP suits most businesses, because mail stays on the server and syncs across your phone, laptop and webmail. POP3 downloads mail to one device, which makes backups and future moves harder. Domains.co.za supports both.<\/p>\n\n<\/div>\n<\/div>\n<div id=\"faq-question-1792390328612\" class=\"rank-math-list-item\">\n<h6 class=\"rank-math-question \">Is email migration to Domains.co.za free, and what do I need to provide?<\/h6>\n<div class=\"rank-math-answer \">\n\n<p>Yes. Email migration is free on all Domains.co.za Email Hosting plans. To find out exactly which details you&#8217;ll need to provide, Open a Ticket to log a migration request with our sales team.<\/p>\n\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n<h4 id=\"other-blogs-of-interest\" class=\"wp-block-heading\">Other Blogs of Interest<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a alt=\"Link to Domains.co.za Blog - What Email Hosting For Small Business Can Do For Your SME\" title=\"Domains.co.za - What Email Hosting For Small Business Can Do For Your SME\" href=\"https:\/\/www.domains.co.za\/blog\/email-hosting-for-small-business\/\" target=\"_blank\" rel=\"noopener\">What Email Hosting For Small Business Can Do For Your SME<\/a><\/li>\n\n\n\n<li><a alt=\"Link to Domains.co.za Blog - What is Email Hosting: Everything You Need To Know\" title=\"Domains.co.za - What is Email Hosting: Everything You Need To Know\" href=\"https:\/\/www.domains.co.za\/blog\/what-is-email-hosting\/\" target=\"_blank\" rel=\"noopener\">What is Email Hosting: Everything You Need To Know<\/a><\/li>\n\n\n\n<li><a alt=\"Link to Domains.co.za Blog - Custom Email Addresses: Elevating Your Brand Identity Online\" title=\"Domains.co.za - Custom Email Addresses: Elevating Your Brand Identity Online\" href=\"https:\/\/www.domains.co.za\/blog\/custom-email-address\/\" target=\"_blank\" rel=\"noopener\">Custom Email Addresses: Elevating Your Brand Identity Online<\/a><\/li>\n\n\n\n<li><a alt=\"Link to Domains.co.za Blog - Email Etiquette For Startups And SMEs\" title=\"Domains.co.za - Email Etiquette For Startups And SMEs\" href=\"https:\/\/www.domains.co.za\/blog\/email-etiquette\/\" target=\"_blank\" rel=\"noopener\">Email Etiquette For Startups And SMEs<\/a><\/li>\n\n\n\n<li><a alt=\"Link to Domains.co.za Blog - Email Marketing: Engagement Matters More Than Ever With Gmail&#039;s New Manage Subscriptions Update\" title=\"Domains.co.za - Email Marketing: Engagement Matters More Than Ever With Gmail&#039;s New Manage Subscriptions Update\" href=\"https:\/\/www.domains.co.za\/blog\/email-marketing-gmail-manage-subscriptions\/\" target=\"_blank\" rel=\"noopener\">Email Marketing: Engagement Matters More Than Ever With Gmail&#8217;s New Manage Subscriptions Update<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>TL;DR To migrate business email without downtime, create identical mailboxes on the new host first, copy your existing mail across and lower your DNS TTL a few days ahead of time. Once ready, switch your MX records once, keep the old host active while DNS updates, and run a final sync to catch any late messages. KEY TAKEAWAYS Keep your old email hosting running until the MX change has fully propagated, and your final sync is done. Google allows up to 72 hours for MX changes to reflect. Lower the TTL on your MX records several days before the switch, so the new records take effect quickly once you make the change. Changing your MX records is the moment when the real changeover happens. Everything prior is preparation, and aft <a alt='How To Migrate Business Email Without Downtime' title='How To Migrate Business Email Without Downtime' href='https:\/\/www.domains.co.za\/blog\/migrate-business-email-without-downtime\/' class='moreElipsis'>[&#8230;]<\/a><\/p>\n","protected":false},"author":5,"featured_media":5015,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"categories":[1895],"tags":[1897],"class_list":["post-5006","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-email-tips","tag-email-migrate-business-email"],"_links":{"self":[{"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/posts\/5006","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/comments?post=5006"}],"version-history":[{"count":4,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/posts\/5006\/revisions"}],"predecessor-version":[{"id":5040,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/posts\/5006\/revisions\/5040"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/media\/5015"}],"wp:attachment":[{"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/media?parent=5006"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/categories?post=5006"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.domains.co.za\/blog\/wp-json\/wp\/v2\/tags?post=5006"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}