How to move your email from Gmail or Outlook

Before you start

• List every address, alias and shared mailbox.
• Find out who has access to DNS for the domain.
• Note every system that sends email for the domain, like your web shop, newsletter and invoicing software.
• Pick a quiet day to switch, ideally early in the week.

1. Lower the TTL the day before

TTL decides how long other servers remember your DNS records. Set the TTL on your MX records to around 300 seconds the day before, so the switch spreads quickly.

2. Set up the mailboxes at the new provider

Create the same addresses you have today, with aliases and shared mailboxes. Verify the domain at the new provider, but hold off on MX.

3. Copy your old email

Email is usually moved over IMAP, with a tool that copies folder by folder. The old service has to allow it:

• Gmail and Google Workspace: IMAP must be turned on, and you may need an app password.
• Microsoft 365: the administrator may need to allow IMAP for users.

4. Switch MX

Change the MX records to the new provider, and remove the old ones. Add the new provider to SPF, and keep the old one until it no longer sends anything for you. Add DKIM and DMARC too. See SPF, DKIM and DMARC explained.

5. Copy once more

While the change spreads, some email may still arrive at the old service. Run the copy again the next day, so you get everything.

6. Set up computers and phones

Sign in to the new app, or connect the mail app on your phone to the new provider. Remember your signatures.

7. Keep the old account for a while

Keep the old service for a couple of weeks before cancelling it. That catches late email, and gives you a way back if something was forgotten.

Don't forget calendars and contacts

Calendars and contacts are often moved separately. Most services let you export calendars as .ics and contacts as .vcf or CSV.

Frequently asked questions