How to Migrate Emails from One Host to Another Without Data Loss?

Imagine losing all your emails during a host migration. Sounds terrifying, right? Many users switch email providers without a clear strategy and end up with scattered or missing communication.

If you plan an email migration, this blog will be your most appropriate roadmap. Here, we will explain how to migrate emails from one host to another with minimal effort and zero stress.

Let’s see the different situations that may lead users to perform this migration.

Why Do You Need to Migrate Emails Between Hosts?

Before exploring the steps, let’s understand the real-world scenarios where email migration becomes necessary:

• Need to change hosting provider for better performance or pricing.
• Consolidate email services under one domain or provider.
• Move from cPanel to the Google Workspace or Outlook environment.
• Upgrading business infrastructure for enhanced security.
• Better data security, backup, or spam filtering features are also the key reasons.

Pre-Migration Checklist: Prepare Before You Migrate Data!

Here is the list of things that you need to take care of before starting your migration:

• Backup and keep all the existing emails in a safe location.
• Make sure you have access to both old and new hosting accounts.
• Decide which migration method is applicable for you before starting.
• Note down mailbox configurations (IMAP/POP3, server settings, ports).
• Inform users about possible temporary downtime due to the migration process.

How to Migrate Emails from One Host to Another using Manual Solutions?

There are several ways to perform email migration from one host to another. Below are the most reliable and user-friendly methods.

Method 1. Email Migration Using Outlook Application

This method is best for individual or small businesses with fewer mailboxes. Here’s how to migrate emails using Outlook application.

Section 1. Configure Email (Source) and Export Data from Outlook

Follow the given steps to execute the process without any difficulties.

Important to Know: Add your email account (Source) to Outlook first and then follow the given steps.

Step 1. Launch Outlook and go to the File menu.

Step 2. Navigate to the Open & Export option and proceed to Import/Export.

Step 3. Choose Export to a file as an action to perform and click Next.

Step 4. Select Outlook Data File (.pst) and tap on Next.

Step 5. Choose the required mailbox folder, check mark the Include subfolders option and click Next.

Note: Use the Filter option to sort the unwanted data.

Step 6. Browse to select the saving location, select appropriate Options, and proceed to Finish.

Step 7. It will export the mailbox folder data into PST format.

Section 2. Import the Mailbox data to the Destination Email Account

Here are the complete steps to import the source mailbox data to the destination account. Follow them carefully:

Step 1. Click on File>Open & Export>Import/Export.

Step 2. Select Import from another program or file and tap on Next.

Step 3. Choose Outlook Data File (.pst) as a file type and proceed to Next.

Step 4. Browse to select the recently exported mailbox file. Then, select suitable Options and click Next.

Step 5. Select the mailbox folder to import the data option and check Include subfolders. Then, choose Import items into the same folder in, use the drop-down to select user mailbox and tap on Finish.

Step 6. You can access the imported data once the process is completed.

Method 2. Email Migration via cPanel (for Webmail Hosting)

You can use the solution to transfer domain without losing emails. Here’s how to migrate email accounts between cPanel-based hosts:

Step 1. Login to your old cPanel and go to Email Accounts.

Step 2. Backup your mailbox using File Manager or Full cPanel Backup.

Step 3. Create email accounts with the same names on the new host.

Step 4. Use IMAPSync or Webmail to move email messages.

Step 5. Once migration is complete, make sure to:

• Update MX Records and DNS settings to point to the new host.
• Change SPF, DKIM, and DMARC settings.
• Test email sending and receiving functionality.

Changes in DNS can take up to 48 hours to reflect.

Method 3. Google Workspace Migration Tool for Email Transfer!

If you are migrating to Gmail or Google Workspace, then using the database migration service is the most suitable method. Here are the detailed steps:

Step 1. Sign into your Google Admin Console.

Step 2. Expand the Directory and tap on the Users option to Add new ones.

Step 3. Enter all the necessary details and click on ADD NEW USER.

Note: Name of the users should be same as the source email account.

Step 4. Expand Data tab>Data import and export>Data migration>IMAP>Migrate options.

Step 5. In the IMAP migration wizard, you must enter details as required:

• Fill out the IMAP server details and Test connection.

Note: For server details, you can check out the official website of the email provider.



• Download sample CSV file and fill out the source and target email addresses along with their passwords for correct user mapping. Then, Upload CSV file.



• Configure migration settings like Email start date and Message options. Then, click Save.



• Check all the details in the final step and proceed to Start migration.



• Wait until the status changes to Complete. Now, check if you can access emails in Google Workspace.

Step 6. Update and point out the MX Records to receive emails directly in the Gmail inbox.

Use Direct Approach: When Manual Methods Fail!

Now, you know the different manual solutions to migrate emails from one host to another. You can use them to transfer emails to your desired destination account.

But the issue arises when the source and destination are not the mainstream platforms, and data migration is on a larger scale. When this happens, most of the native approaches fail, and it will ultimately stop users from migrating data.

Therefore, direct solutions like Recoveryfix Migration for IMAP are the best to avoid all these situations. The IMAP Migration software simplifies the process for all users and allows them to migrate selective data to different email hosts.

Tips to Avoid Downtime or Data Loss During Email Migration!

You can avoid any mishaps by following a few simple tips and tricks. Here’s how:

• Migrate during off-peak hours to avoid server downtime.
• Keep the source account active until DNS propagation is complete.
• Ensure proper Internet and server stability for smooth data transfer.
• Have IT support on standby to handle on-the-spot technical issues.
• Backup all mailboxes before migration and prevent failures and interruptions.

The Ending Note

Here, we have mentioned the different solutions to migrate emails from one host to another. Whether you are switching to a new provider, joining Google Workspace, or consolidating email services, our blog has assisted you in every aspect.

But, if you’re unsure of handling a large-scale migration, then consider using the recommended solution for a smooth migration process. It even helps you to migrate from MDaemon to Office 365, Zoho Mail to Gmail, IMAP to Exchange Server, and other destination hosts in a few clicks.

FAQs: Know Before You Go!

Q- Can I transfer email domain to Gmail without losing existing emails?

A- Yes, you can easily transfer an email domain to the Gmail account while keeping your old emails intact. Use Gmail import feature or configure your domain via Google Workspace.

Q-Is it possible to migrate emails from one host to another Outlook account?

A- Absolutely! You can migrate emails to another Outlook account by using manual methods or third-party tools for a smooth and secure data transfer.

Q- What is the process for transferring emails from Google Workspace to another user?

A- Google Workspace transfer email to another user can be done through the Data Migration tool or by assigning delegate access and transferring ownership.

Q- Can I transfer emails from GoDaddy to another account within the same domain?

A- Yes, GoDaddy transfer email to another account is possible by setting up email forwarding or using the cPanel to move mailbox data between accounts.

Q- How to transfer data from one Gmail account to another easily?

A- You can use Google Mail fetcher or Google Takeout to transfer data from one Gmail account to another Gmail account without losing messages or contacts.