The simplest way to move emails is to
- Download all emails from the old server. This is as simple as fully synching your email client (e.g. Outlook, Thunderbird, Apple Mail) with the server.
- Set up the email account for the new server in your email client and test it’s working. (I will send the credentials and connection details once I create the new email accounts).
- Now you have two accounts for the same email address
- Cut and paste or Drag and Drop all emails and folders from the old account to the new …
Actually, I’d prefer to right-click > Copy to … in Thunderbird & let TB not make the mistakes I could make
IMPORTANT NOTE #
Setting up any account in a mail client can be tricky. It can take a few (or many!) attempts to get the right combination of servers, ports and security settings. This can lead to multiple failed login attempts and therefore being blocked by a firewall, especially common on the Greenstrands server.
So, if it doesn’t work, periodically check the FW Deny rules in WHM. You can also switch machines and switch VPN server for a new IP.
#
You may need to be aware of folder language differences e.g. Spam may be called Junk, Deleted may be called Gelöscht etc
Moving all email accounts manually will involve the following steps:
- Change passwords on all old email accounts so that the person performing the move (hereafter called “the technician”) can get access. From this point on users will not have access to their old mailboxes.
- The technician connects their email client to both each user’s old account and to each user’s new account.
- The technician copies all old folders/emails (if any) to the new account.
The technician suggests to the email account owner a suitable time to change DNS settings and old passwords. From this point on the old email accounts will stop working. This gives the technician a few days to get any remaining accounts moved over. Regardless, all old emails will be saved in the new mailboxes at this point so there will be no data loss.
The technician sends an email to prepare for the move, e.g.:
Moving email hosts requires action on your part! Please find the specific instructions for your email client below – just click the link for the one you use. Once you’ve successfully sent and received a test email, you may need to drag the emails from the old account to the new (this wasn’t necessary in my case).
Please try to find 5-10 minutes to switch your email before FRIDAY. Our account with the former host expires next week, so if you have any difficulty this week, we’ll have a window to troubleshoot without risking losing access to your emails! If you have any trouble, please send me and Seán (on copy) an email asap so we can sort it out.
Thanks for your cooperation! Don’t let this process intimidate you – I believe in you! – but also don’t hesitate to let me and Seán know if you need any help.
Email configuration settings (not all email clients will need all of the following info):
Username: (your full email address)
Password: as set for this account
Incoming Server: from technician
IMAP Port: usually 993
POP3 Port: usually 995
Outgoing Server: from technician
SMTP Port: usually 465
(Using IMAP is generally preferred but the option may not exist e.g. on Gmail.)
Gmail
https://support.google.com/mail/answer/6304825?co=GENIE.Platform%3DDesktop&hl=en–> I had to click “access only using a secure connection” in order to make it work,
Apple
Automatic configuration: https://support.apple.com/en-us/HT201320
Automatic configuration may not work every time. If not, use the following:
Manual configuration for Mac Mail: https://www.siteground.com/tutorials/email/mac-mail/
Thunderbird
https://www.siteground.com/tutorials/email/mozilla-thunderbird/
Other
Instructions for various other email clients are listed in this article:
: https://help.dreamhost.com/hc/en-us/sections/203272208-Email-Clients