Email Providers: A Step-by-Step Guide

Switching Email Providers: A Step-by-Step Guide 

Terminating your existing email services and transitioning to a new provider can seem daunting, but with careful planning and execution, it’s a worthwhile step for businesses looking to scale and take full control of their communications.

A domain-based email address (e.g., customer@yourdomain.com) does more than enable communication—it helps your business stand out by reinforcing your brand, building trust, and conveying professionalism.

This guide streamlines the email migration process, ensuring a smooth and confident transition to your new business email solution.

Steps to Migrate Email Services

Let’s walk through the key steps in transferring your email accounts to a new provider, along with helpful tips to support a seamless migration.

1. Choose the Right Email Service

Choosing the right email provider is crucial. The right service goes beyond messaging—it's about supporting your entire communication ecosystem.

Here are key factors to consider:

• Reliability – Consistent uptime ensures you never miss important messages.

• Security – Look for end-to-end encryption and spam protection to guard against threats.

• Ease of Use – A user-friendly interface is important for both technical and non-technical users.

• Scalability – The service should grow with your business and support additional features.

• Support – Responsive customer service is key.

• Cost – Ensure you're getting good value for the services provided.

Genius Platforms recommends using Google Workspace or Microsoft 365 through any hosting vendor (like GoDaddy, HostGator, or SiteGround).

2. Prepare for Email Migration

Good preparation reduces risks during migration. Start by backing up your email and documenting key settings.

Back Up Your Emails
Secure your messages before starting:

• Apple Mail: Use Mailbox > Export Mailbox to save your emails.

• Gmail: Use Google Takeout to download your entire inbox.

• Outlook: Go to File > Open & Export > Import/Export > Export to a file.

Document Email Settings
Record your configurations to replicate them later:

• Apple Mail: Check Preferences > Accounts > Server Settings.

• Gmail: Settings > See all settings > General, Labels, Filters.

• Outlook: File > Account Settings > Server Settings.

Notify Contacts
Let key contacts know about the migration and any temporary interruptions in communication.

3. Sign Up and Create Email Accounts

Choose your new provider and create your new email addresses. For example, if you previously had admin@yourdomain.com and info@yourdomain.com, be sure to recreate those exact accounts.

4. Recreate Previous Email Configurations

Don’t forget to replicate useful settings from your old email environment:

• Forwarders: Route mail from multiple addresses into one inbox.

• Catch-Alls: Receive emails sent to invalid or mistyped domain addresses.

• Autoresponders: Set up out-of-office replies or auto-respond messages.

• Filters & Rules: Reapply any filters or organizational rules you used previously.

5. Set Up Correct Email DNS Records

Proper DNS configuration is essential to ensure your email works correctly. Most providers will guide you through this, especially for services like Microsoft 365, which may also require TXT records for verification.

If your domain is still hosted with your previous website provider, they may have control over your DNS settings. If you need help updating them, please contact support@geniusplatforms.com.

The key DNS records to set up include:

• MX Records – Direct incoming mail to the correct server

• SPF – Prevent spoofing by identifying authorized sending servers (entered as TXT)

• DKIM – Uses CNAME records to sign emails for improved deliverability

• DMARC – Provides control over email authentication and generates reports (TXT record)

6. Migrate Email Messages

Once everything is in place, you can migrate your messages:

• Google Workspace users can follow Google’s migration instructions

• Other providers will offer their own documentation—reach out to their support teams directly for assistance

7. Post-Migration Checks

Once your email is live, verify that everything is working as expected:

• Send/receive test emails

• Check formatting, links, and attachments

• Update your signature and contact details

• Notify your contacts of the change

• Verify filters, labels, and rules are functioning properly

• Ensure folders are structured as expected

Questions?

We hope this guide helps you feel confident about switching email providers. If you have any questions or need assistance at any point during the process, please contact our Systems Support Specialist at support@geniusplatforms.com—we’re happy to help!