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How To Change Email Service Easy And Fast

Having appreciated all the advantages of corporate mail, you may decide to move your mail server to professional mail hosting. Let’s assume that a professional email hosting has been chosen, a profitable service package has been selected, and an agreement has been signed. What will be your next steps? The instructions for transferring corporate mail consist of three simple steps. Let’s follow them so that you have a clear plan of action.

Step 1 — Changing MX Records

MX (Mail eXchanger) is a type of record in the domain zone file that indicates the mail server or mail servers responsible for the mail of this domain. Changing them is necessary to redirect the flow of incoming corporate mail to the new IP address. You can change MX records yourself if the support of DNS servers continues to be carried out by the customer of the corporate mail hosting service or if the DNS servers themselves are transferred to the hosting provider for support. In the latter case, all the necessary changes will be made by the operator’s specialists. With a professional mail hosting provider, this service is usually free. The only thing that will be required from the client is to transfer domain delegation from the current DNS servers to the DNS servers of the new hoster.

Step 2 — Create Mailboxes

For corporate mail users to continue using their usual addresses, you need to create them on the new mail hosting. The administrator can do this on one’s own, using the encrypted HTTPS access to the web interface for managing the hosting of mail. But you can also entrust this task to the provider’s support team. In some cases, it is possible to export a list of user addresses from the old mail server and import them to the new mail hosting. You can also use the pst to pdf converter with attachments by CoolUtils to prepare the data for the transfer. In this way, it is often even possible to save passwords to mailboxes, which makes it easier for users to reconfigure mail clients.

Macbook on desk

Step 3 — Reconfiguring Email Clients on Users’ Computers

It is necessary to specify a new address of the mail server for receiving/sending mail, additional settings, and a new password if necessary. If a new mail server is transferred to the mail hosting, then you will most likely have to replace the spelling of the login for checking mail with the address in full, indicating the domain.

You will also have to enable SMTP authorization, which allows you to authenticate a corporate mail user when sending a message. In this case, specifying a login in the form of a full email address is required, as well as when setting up receiving mail. This completes the transfer of the mail server and the associated data. All other settings that are necessary or highly recommended for smooth email data migration are as follows.

  • PTR record is required to convert the IP address to the name and verify the sending mail server;
  • SPF record should limit the list of IP-addresses from which it is possible to send letters on behalf of this domain;
  • DKIM record should be made to allow recipients’ mail servers to verify the cryptographic signatures of each message;

Apart from the above, many more operations can be done by the mail hosting provider. The client, the system administrator of the company transferring its mail server to the mail hosting, should not have any problems with transferring the email data.


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How To Change Email Service Easy And Fast

One comment

  1. Would like to change my email from
    Mcurwen@att.net
    To
    Mcurwen@icloud.com
    Thank you,
    Marlene Curwen

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