Transfer your domain and keep your email

What is actually moving?

Record who manages the registration, where the DNS zone is hosted and which service receives email. Add the website, newsletter platform, shop and other services that send using your domain. A business might register its domain with provider A, use DNS at B and store mailboxes at C. Moving one service does not automatically require moving all the others.

Before cancelling, check whether the existing package also supplies DNS or mailboxes. Confirm its shutdown date and available export methods. Start by preparing the destination and testing a copy before access to the old system is removed.

Prepare the domain transfer

For .de domains, DENIC describes an AuthInfo transfer: obtain the transfer password and provide it to the new provider, who initiates the move. Use the designated secure process for that password. It does not itself authorise mailbox copying or specify which DNS records should change.

Other domain extensions can have additional requirements or transfer locks. ICANN explains restrictions following certain registrations, transfers or registrant changes for domains covered by its Transfer Policy. Check your extension and domain status before agreeing a firm cut-over date with everyone involved.

Inventory mailboxes and working practices

Example: an office has twelve individual mailboxes, a shared info@ inbox and three forwarding addresses. A list of twelve users would miss part of the system. Include aliases, groups, delegated access, automatic replies and devices. Ask specifically about local archives: messages stored only on a workstation may not appear in any server export.

Confirm migration coverage separately for messages, folders, contacts and calendars. A mail-copying method does not demonstrate that appointments, tasks or delegated access will also transfer. Start with a representative mailbox containing subfolders and older messages. Its user should then check whether everyday work is possible on the destination system.

Cut-over checklist

• Save the DNS zone and document destination values for the website, mail delivery and sender authentication.
• Create destination mailboxes, aliases and permissions; test sign-in and an initial data copy.
• Agree any overlap period and a final copy of new messages with both providers.
• Plan DNS changes and cache lifetimes. Lowering a TTL does not retroactively shorten answers already cached.
• Test incoming and outgoing messages using external accounts; include website forms and newsletters.
• Disable old access only after comparing data, obtaining user acceptance and completing the agreed overlap period.

What to provide for a migration enquiry

For initial planning, provide domain names, current providers, mailbox numbers and sizes, the desired period and required features. Do not include passwords or AuthInfo codes in a general enquiry. Arrange sensitive credential handling separately. Finish by recording who will manage domain renewal, DNS and email operations.