Migrating your email accounts to SakuraHost does not have to mean losing your existing emails, contacts, or folder structure. Whether you are moving from another hosting provider, a free email service, or an office email server, this guide covers everything you need for a seamless transition.
Pre-Migration Planning
Proper planning is the key to a smooth migration. Before starting, gather the following information from your current email provider:
- A complete list of all email accounts to be migrated
- Current IMAP/POP3 server addresses, ports, and credentials
- Total mailbox sizes for each account (to ensure adequate quota allocation)
- Any email forwarders, auto-responders, or filters currently in use
- MX record details for your current provider
Important: Do not change your domain's MX records until after you have created all email accounts on SakuraHost and completed the migration. Changing MX records prematurely will cause new emails to arrive at SakuraHost while your old emails remain at the previous provider.
Step 1: Set Up Your Hosting Account
Step 1.1: Purchase a hosting plan at sakurahost.co.tz if you have not already.
Step 1.2: Ensure your domain is added to your hosting account. If you are also transferring your domain registration, you can begin the email migration before the domain transfer completes by using temporary nameservers.
Step 1.3: Log in to cPanel via billing.sakurahost.co.tz.
Step 1.2: Ensure your domain is added to your hosting account. If you are also transferring your domain registration, you can begin the email migration before the domain transfer completes by using temporary nameservers.
Step 1.3: Log in to cPanel via billing.sakurahost.co.tz.
Step 2: Create Email Accounts on SakuraHost
Step 2.1: In cPanel, navigate to Email > Email Accounts.
Step 2.2: Create each email account that exists at your current provider. Use the same email addresses (e.g., info@yourdomain.co.tz).
Step 2.3: Set appropriate quotas for each account. Allocate at least 20% more than the current mailbox size to accommodate the migrated data plus new incoming emails.
Step 2.4: Record the passwords for each account as you will need them during configuration.
Step 2.2: Create each email account that exists at your current provider. Use the same email addresses (e.g., info@yourdomain.co.tz).
Step 2.3: Set appropriate quotas for each account. Allocate at least 20% more than the current mailbox size to accommodate the migrated data plus new incoming emails.
Step 2.4: Record the passwords for each account as you will need them during configuration.
Step 3: Migrate Existing Emails
There are several methods to migrate your existing email data. Choose the one that best fits your situation:
Method A: IMAP Sync via Email Client (Recommended)
This method uses an email client like Thunderbird (free) or Outlook to transfer emails between servers.
Step A1: Download and install Mozilla Thunderbird (free, cross-platform).
Step A2: Add your old email account using the current provider's IMAP settings. Wait for all folders and emails to sync completely.
Step A3: Add your new SakuraHost email account using these IMAP settings:
• Server: mail.yourdomain.co.tz
• Port: 993 (SSL/TLS)
• Username: your full email address
Step A4: In the left sidebar, you will now see both accounts. Select all emails in the old account's Inbox (Ctrl+A or Cmd+A).
Step A5: Right-click and select Copy To > select the corresponding folder in your new SakuraHost account.
Step A6: Repeat for all folders: Sent, Drafts, and any custom folders.
Step A7: Wait for the copy operation to complete. This may take several hours for large mailboxes.
Step A2: Add your old email account using the current provider's IMAP settings. Wait for all folders and emails to sync completely.
Step A3: Add your new SakuraHost email account using these IMAP settings:
• Server: mail.yourdomain.co.tz
• Port: 993 (SSL/TLS)
• Username: your full email address
Step A4: In the left sidebar, you will now see both accounts. Select all emails in the old account's Inbox (Ctrl+A or Cmd+A).
Step A5: Right-click and select Copy To > select the corresponding folder in your new SakuraHost account.
Step A6: Repeat for all folders: Sent, Drafts, and any custom folders.
Step A7: Wait for the copy operation to complete. This may take several hours for large mailboxes.
Pro Tip: Thunderbird is ideal for this task because it handles large mailbox migrations reliably and supports simultaneous connections to multiple IMAP accounts. Keep both accounts connected during the transition period.
Method B: cPanel's Built-in Migration Tool
If your old provider also uses cPanel, you can use the backup and restore functionality:
Step B1: On your old hosting cPanel, go to Backup and download a Home Directory Backup.
Step B2: Alternatively, request a full cPanel backup from your old provider.
Step B3: Contact SakuraHost support at billing.sakurahost.co.tz and provide the backup file. Our team will restore your email accounts and data.
Step B2: Alternatively, request a full cPanel backup from your old provider.
Step B3: Contact SakuraHost support at billing.sakurahost.co.tz and provide the backup file. Our team will restore your email accounts and data.
Method C: IMAPSYNC (Advanced)
For users comfortable with command-line tools, IMAPSYNC provides the most efficient server-to-server email migration:
imapsync --host1 old.mailserver.com --user1 info@yourdomain.co.tz --password1 'oldpassword'
--host2 mail.yourdomain.co.tz --user2 info@yourdomain.co.tz --password2 'newpassword'
--ssl1 --ssl2
--host2 mail.yourdomain.co.tz --user2 info@yourdomain.co.tz --password2 'newpassword'
--ssl1 --ssl2
This synchronizes all folders, messages, and flags between the two servers without needing a desktop email client as an intermediary.
Step 4: Update MX Records
Once all email accounts are created and data is migrated, update your domain's MX records to point to SakuraHost:
Step 4.1: If your domain's nameservers already point to SakuraHost, MX records should be configured automatically. Verify in cPanel > Zone Editor.
Step 4.2: If your domain uses external nameservers (e.g., at your registrar), update the MX records there to point to your SakuraHost server. The typical MX record is:
Priority: 0
Destination: mail.yourdomain.co.tz (or the server hostname provided in your welcome email)
Step 4.2: If your domain uses external nameservers (e.g., at your registrar), update the MX records there to point to your SakuraHost server. The typical MX record is:
Priority: 0
Destination: mail.yourdomain.co.tz (or the server hostname provided in your welcome email)
DNS Propagation: MX record changes can take up to 48 hours to propagate globally. During this period, some emails may still arrive at your old provider. Keep your old account active for at least 72 hours after changing MX records to capture any stragglers.
Step 5: Post-Migration Checklist
- Verify all email accounts can send and receive on SakuraHost
- Confirm SPF, DKIM, and DMARC records are properly configured
- Update email client settings on all devices (phones, tablets, computers)
- Re-create any email forwarders and auto-responders in cPanel
- Test email delivery to major providers (Gmail, Outlook, Yahoo)
- Update any website contact forms to ensure they send via the new server
- Keep the old email account active for 1-2 weeks as a safety net
Free Migration Assistance: SakuraHost offers free email migration assistance for all new hosting customers. Submit a ticket at billing.sakurahost.co.tz with your old provider's details and we will handle the migration for you.