How to change email hosting provider

Emails have changed how we communicate officially while keeping the formalities of postal mailboxes. They’re a basic requirement online from sharing sensitive and formal information to signing up on a social media site. Emails are prompt and allow us to share other media files which would have been cumbersome and time-consuming to do so physically.

For a business or organization, an email is a critical tool that can’t be left in the hands of free email hosting providers like Gmail or Yahoo. You require an official email which not only reflects the standards of the company to its customers but also enhances security and communication within the organization. Email hosting providers offer you this service at a fee instead of using a free email host like Gmail or Yahoo. Sometimes after using a certain email provider, you may choose to change them due to various personal reasons.

To change an email hosting provider, firstly identify your new email provider and buy a plan and then provide the new host with details about your email & password together with your organization’s IP address and then wait for at least 48 hours for the changes to take effect. You can test the new email hosting and then delete the old account.

Switching to a new email hosting provider requires a business to complete some actions to ensure that everything that was hosted on the old provider’s servers is successfully transferred including media files without causing any loss or issues with logging in. You may encounter issues with your DNS domain name and will have to configure the IP address to ensure a seamless user experience. This shows you that it’s not that easy if you aren’t an IT savvy individual. We’ll show you how to effectively change your email hosting provider in this article.

How to go about changing email hosting provider

To successfully change an email hosting provider, follow the steps below:

  1. Choose a new email provider

The first thing to do is to get a new service provider and evaluate which provider is right for you based on things such as server configuration, required storage space, and cost. With a lot of them in the market, make a list of email service providers and compare them side by side. Check the pricing plans and features that each has to offer, the company’s location and web ranking, number of clients the company has, user reviews, social media reviews, etc. This will guide you in making a decision. It’s good to choose a third-party during domain registration which will make it easier to switch hosts in the future without running into a lot of issues.

  1. Setting up the new email account

Now that you have settled on a new email provider, it’s time to start the process of switching accounts. You need to furnish your new email provider with details about your email. Also, you ought to send your IP address as it appears on your official web page. This is to ensure that the IP address doesn’t run into issues such as being blocked by the server firewall when the email software runs into connection error issues. Another crucial thing to consider is to check whether your current email accounts are using the POP3 or IMAP mail protocol to receive mail and the IP address of the server that you currently use to send mails before migrating to the new email hosting provider. You can obtain this information by asking your current service provider or you can do it yourself by going to the email settings page and check.

The last thing to do is to point your domain to the new hosting account by signing in to the domain registrar on your browser and changing the domain’s Name Servers. Ask for name servers from your new provider and assign them to your domain by replacing the existing name servers with the new name servers so that it can begin pointing to the new server. This is usually a standard procedure that takes a few minutes to implement. Once you’re done, go ahead and create all your organization’s new email accounts on the new servers.

Remember, you can move a few emails to the news service provider if you’re still sending emails with the old email service provider. Once you change your name server, the DNS will start communicating across the internet with a full DNS propagation taking four days. During these four days, some of your organization’s emails will still be received in the old server while others will be received in the new one.

  1. Wait for 48 hours

For the settings to take full effect, you need to wait for at least 48 hours. If all the settings including the email and passwords are correctly configured, then all your organization’s emails should function normally. Sometimes you can experience issues after changing your email service provider. If you notice problems such as email delays then no need to worry, but if you experience multiple errors, then you need to change your email settings and in some cases delete & restart the account. It’s recommended to make the necessary changes during off-peak hours such as on Friday evening when you don’t expect a lot of emails until Monday morning.

  1. Fire up the email client

You ought to fire up the email client and download all the existing messages from your old mail server to the new server by hitting send. Next, replace your IMAP/POP3 IP addresses as well as the SMTP servers with the easy names you got from the new email service provider. They might be similar to the old names like ‘mail.yourname.com’ and then click on the ‘Test’ button to test and make sure that all is functioning properly.  After confirming all is working well, you should now go ahead and delete your old account and work only with the new email hosting.


Do I require a website before hosting an email?

You don’t necessarily need a website for you to host your email. All you need to have is a domain name which you can get by registering with a domain registrar name and then use it to register your email with an email hosting provider.

Does GoDaddy provide email hosting too?

Yes, GoDaddy provides email hosting.

Final Thoughts

Now that you know how to change an email hosting provider, don’t chain yourself to your current email provider if it’s not working out for you.