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Migration Pains: Moving your Email Service to your New Website

Setting up an email address (or addresses) for your new online business can be handled by your friendly web design agency but what if you already have an email account attached to your old website?

Moving an email account is not necessarily straightforward so the sooner you tell your web agency about it, the better.

The Migration Process

The techy term for moving files (including emails) from one server (specially configured computer) to another is migration.

If your current emails are hosted with the same company that hosts your website, the moment you close your account with them, your email service will end too and all stored emails will be lost. If you need access to these stored emails, they will need to be physically downloaded first and then uploaded to your new email host’s system.

If your emails are hosted elsewhere, that company will need to configure their servers to send your emails to your new web-host (this is called ‘pointing’).

Your web agency should be able to help you with all of this but they will need to know your current email process so they can handle the migration correctly without losing your emails.

If you haven’t already got a business email service (or you’re happy to start afresh), you have several options:

Free or Paid Email: What’s Best for Business?

Just like a website, an email account is hosted on a server. There is no law that says that server has to be owned by your web-host and many people choose to separate the two.

There are all sorts of organisations that will be happy to host your emails for you, including web-hosts, domain name providers, standalone paid and free email services and office suites.

If Vu Online are building a new website for you, we can set up private email addresses on your behalf and advise you of the hosting costs. This is the convenient option but if you prefer to set up email hosting elsewhere, we recommend going for a paid option (or maybe one where your email addresses are added for free as part of a paid service).

Completely free email services usually have flaws which will harm your service and brand, including:

  • Being tied in to using the provider’s domain name (e.g. yourbusiness@freebie.com). Yuck. This is never a good look.
  • Advertising, including the possibility of malware.
  • Poor security.
  • No support.

Under paid options, we include the free email hosting you get with business suites such as Google’s G Suite and Microsoft’s Office 360. Business bundles start off from under £10 and there are also basic packages for less than £5 that may be OK for smaller businesses.

These cloud-based services have the advantage of being attached to you rather than your website so migration is much easier.

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