Migrating your email when setting up your web hosting account

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In my experience, I have seen users toggle between their online email provider and their web hosting email address. They essentially check emails on both platforms, the online platform and the web hosting platform. To date, I have not seen a migration tool for a web hosting provider that migrates email from online platforms to the internal email. We will talk further on updating your DNS settings which is a more advanced topic but it still does not solve the problem of getting your existing emails in your web hosting email.

Setting up your web hosting email account

When you set up your email account on your web hosting provider, they will ask you for the username of the email account and the remainder of your email account will be your domain name. For example, if your domain name is example.com and you choose the username "test123," your email address will be test123@example.com. You also have the added benefit of designating how much space you want to allocate to that email account. Depending on the provider that you choose, the option for an email with either be free or you need to pay an additional fee. The fee can be for email as a whole or you have to pay for each individual email that you create. From this perspective, you need to be very careful about the email addresses that you create and also look for opportunities to remove any unwanted emails once they are no longer required.

Setting up your email client

One of the most popular options for email has always been Microsoft Outlook. There are features in this tool that will not be available to online email clients. When you set up a web hosting account, they give you the option of different email providers and the functionality for those clients is normally limited to sending and receiving emails. Once you use a software email provider, you have the option for things like calendar integration. You can also integrate into solutions like tasks or even add special fields to a database. Imagine if you want to integrate into a CRM (Customer Relationship Management) tool to keep better track of your customers and help you close more sales. The most popular online web hosting provider email is called Horde. You are going to get standard email features as I mentioned before, sending and receiving.

For Microsoft Outlook, you will need to update your DNS settings. You should receive these instructions when you set your email addresses. Once you make this update, you will start receiving emails to your software application. You will start receiving no emails and it will not pull in any of your old emails from any previous accounts.

Email Storage

One of the major upsides to having an email client such as Microsoft Outlook is you have as much capacity for email as you can store on your computer. That is the only limitation that you need to be aware of and with the size of computer storage today, this means that it will not be an issue for you. You should make an assessment of your email needs to determine just how much space you will need. If the emails are infrequent, then your web hosting provider email with serve 99.9% of your email needs. If you realize that you are doing a lot of transactions via email, then I would point you to a more professional solution.

Mobile Email

This is one of the major benefits that our customers take advantage of which is mobile email. This is especially the case if you are a small business and you need to be in contact via email. You normally receive these settings for each email you create. This works well when you need to deliver email credentials to different users. This means that each individual person in your business or organization can have access to mobile emai.

Email Security

The one benefit that is provided with an email client is the added security. The reason you have additional security is that the email client is installed on your computer. You have the credentials required to access your email stored locally on your computer. When your email is being stored online, there is a greater risk of access from a breach for your online hosting account. From our perspective, this is a rare occurrence because we rarely have to troubleshoot breaches of email for our clients. We have also added the additional benefit of monitoring our systems for breaches to ensure our systems are secure.

Updating DNS Records

You may hear about the subject of updating DNS records. This will normally be the case if you are trying to receive email using a different tool. An example is if you are trying to receive your email in a different online tool and it specifically tells you that you will need to update your DNS records. You only need to address this problem if you are specifically told to do so. If you are using the online interface from your hosting provider, you will not need to make this update. It will not be required if you use software to access your email. Those settings are different and you will receive them when you create your email addresses.

Migrate Cpanel To Office365

The process to migrate your Cpanel to Office365 only becomes easier if you are getting new emails. The settings are relatively easy with the credentials provided when you create an email address. Once again, this only addresses the receiving of new emails. We have not seen an easy method to migrate emails from the existing pool of emails into Office365

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