When your website and email services are moved from an old server to Orthodox Web Solutions (OWS), it is important to understand how email is handled during the transition. Email does not automatically transfer unless specific steps are taken ahead of time.
This article explains what you need to do to ensure your email is preserved and continues working smoothly.
Important Overview
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OWS handles all DNS changes internally.
You do not need to make or edit DNS records yourself. -
Email data is your responsibility to back up from the old server.
Once DNS is changed, access to the old email server may be limited or lost. -
Preparation is critical before DNS is changed.
Step 1: Back Up Your Existing Email (Required)
Before the DNS change takes place, you must download or back up all email from your old server.
This includes:
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Inbox messages
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Sent mail
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Drafts
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Archived folders
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Any other custom folders
How you do this depends on how you currently access email (webmail, Outlook, Apple Mail, Thunderbird, etc.). If you are unsure how to download or export your email, your current hosting provider or email provider can assist you.
OWS cannot recover email that remains only on the old server after the transition.
Step 2: Prepare Email Accounts on the New OWS Server
Before requesting the DNS change, please make sure all needed email structures are created on the new server.
This may include:
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Email mailboxes (addresses)
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Email forwarders
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Mailing lists
Only create what you actually need. If you are unsure what to recreate, review your existing email setup on the old server first.
Tip: Creating these ahead of time ensures email starts working immediately once DNS is updated.
Step 3: Request the DNS Change When You Are Ready
Once:
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Your email is fully backed up from the old server, and
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Your mailboxes, forwarders, and mailing lists are created on the new server,
You may request the DNS change from OWS.
OWS will:
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Perform the DNS update internally
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Coordinate the timing to minimize disruption
You do not need to provide technical instructions. Simply let us know when you are ready.
After the DNS Change
After the DNS update:
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New incoming email will begin arriving on the OWS server
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Old email will remain only in your backups unless you import it manually into your email client
If desired, you may then upload or re-sync previously backed-up email into your new mailboxes using your preferred email application.
Special Circumstances or Questions
If any of the following apply:
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You have a large volume of email
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You use multiple devices or shared mailboxes
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You rely heavily on mailing lists
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You are unsure how to back up your email
Please contact us before proceeding.
We are happy to review your situation and advise on the best approach.
Summary Checklist
Before requesting DNS changes:
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✔ Download and back up all email from the old server
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✔ Create required mailboxes on the new server
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✔ Create any needed forwarders or mailing lists
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✔ Confirm you are ready, then notify OWS
Following these steps helps ensure a smooth and uninterrupted email transition to Orthodox Web Solutions.