Skip to main content

Handling Email During Migrations

TLDR: When migrating sites, email hosted with the previous provider needs special handling. Options include Cloudflare Email Routing for forwarding, migrating to Google Workspace or Microsoft 365, or keeping existing email hosting separate from web hosting.

The Problem​

Many hosting providers bundle email with web hosting. When migrating a website to a new host, email continuity is critical - clients cannot afford email downtime during the transition.

Solutions​

Option 1: Cloudflare Email Routing (Forwarding)​

Best for: Simple forwarding needs, small teams, temporary solution during transition

Setup Steps:

  1. Enable Email Routing in Cloudflare dashboard
  2. Add destination addresses (where emails will forward to)
  3. Create routing rules for each address
  4. Update MX records (Cloudflare handles this automatically)

Option 2: Google Workspace (formerly G Suite)​

Best for: Businesses needing full email functionality, collaboration tools

  • Professional email with custom domain
  • Includes Drive, Docs, Meet, Calendar
  • Reliable deliverability and spam filtering
  • Starts at ~$6/user/month

Option 3: Microsoft 365​

Best for: Businesses already using Microsoft products, enterprise needs

  • Exchange email with Outlook
  • Includes Office apps, Teams, SharePoint
  • Strong security and compliance features
  • Starts at ~$6/user/month

Migration Process​

  1. Audit existing email accounts - List all addresses and their usage
  2. Choose destination - Select new email provider or forwarding setup
  3. Set up new accounts - Create mailboxes before DNS cutover
  4. Export/backup emails - Migrate historical emails if needed
  5. Update MX records - Point domain to new email provider
  6. Test thoroughly - Send test emails before notifying client
  7. Update DNS TTL - Lower TTL before changes, raise after confirmation

Important Considerations​

  • Never change MX records without warning the client
  • Email propagation can take up to 48 hours
  • Some emails may be lost during transition if not handled carefully
  • Consider keeping old hosting active briefly for email continuity