How to Migrate Emails from One IMAP Server to Another (Beginner-Friendly)

Email account switching is simple. The difficult part is moving years' worth of emails, files, and attachments without losing anything. You might wonder how to move your emails from one IMAP server to another without causing any issues if you intend to switch email hosts or servers.

Do not be concerned. This guide uses simple language to take you through the procedure. Not too much technical stuff. Simple instructions that even a non-IT specialist can follow.

Why Do People Move Emails Between IMAP Servers?

Before examining the "how," let's examine the "why." Typical explanations include-

• Changing to a better hosting company, perhaps your current one is costly, sluggish, or unreliable.
• Switching from a personal host to a more secure professional one is similar to upgrading to a commercial email platform.
• Some users wish to consolidate their many inboxes under a single server.
• You might have to relocate because of the stringent storage restrictions on your previous server.
• For whatever reason, migration is made possible by IMAP's ability to synchronize mail across servers and devices.

What You Need Before You Start

Later on, preparation saves a great deal of trouble. What you should collect is as follows-

• Enter your login information (password and username) for both your old and new email accounts.
• Server information, including port numbers and incoming (IMAP) server addresses.
• A steady internet connection is necessary because the number of emails you have will determine how long the migration takes.
• Before migrating, always maintain a copy of your emails and errors occur.

Methods to Migrate Emails Between IMAP Servers

This can be done in a variety of ways. Your level of comfort using tools and manual tasks will determine which option is best for you.

Manual Migration via Email Clients

Using an email client such as Apple Mail/Thunderbird or Outlook is one of the most straightforward approaches.

Actions to take

• With the same client, set up your new and old IMAP accounts.
• Await the full synchronization of both accounts.
• From the previous account, drag and drop emails or entire folders into the new one.

Advantages-

• Simple and unrestricted.
• Ideal for small mailboxes.

Cons-

• If you have thousands of emails, it will be quite slow.
• High likelihood of missing folder structure or attachments.
• I need ongoing observation.

Using Built-in Migration Tools from Email Hosts

Numerous hosting companies have integrated migration tools, such as cPanel hosts/Office 365 and Google Workspace.

Actions to take

• Verify whether migration solutions are available from your new email provider.
• Enter the information from your previous server.
• To copy emails, adhere to the instructions.

Advantages-

• Less physical labor and more automation.
• Manages large data sets rather effectively.

Cons-

• This feature is not available with all providers.
• It can be limited in terms of transfer speed or data size.

Beginner-Friendly IMAP Migration Utilities

Using a specialized IMAP conversion tool is the simplest way to ensure a seamless transfer without having to deal with ongoing oversight.

With little effort, these solutions are designed to transfer emails straight between IMAP servers. Software such as Mailvita IMAP to IMAP Migration, for instance, enables you to.

• Securely link the two accounts.

• Move all mail, including folders and attachments.
• Move data selectively (for example, certain inboxes or particular dates).
• Save time as opposed to dragging and dropping manually.

Advantages-

• Easy for beginners with step-by-step instructions.
• Dependable/quicker and less prone to mistakes.
• Ideal for commercial accounts or large mailboxes.
• 24-hour tech support.
• Free trial version.

Common Issues During IMAP Migration (and Fixes)

Despite your best efforts to prepare, you can encounter several obstacles-

• This typically occurs when the internet is bad or the mailboxes are big and divide the migration into smaller batches as a solution.
• Verify your login information again and, if required by your email provider, enable less secure apps or app passwords.
• Run the migration tool for that folder or resync your account in the client.
• Restart and migrate just the pending data if the procedure halts in the middle.

Advice for a Stress-Free Transfer

• Start with a smaller folder as a test run.
• Until you are certain that all the data has been transferred, keep both accounts open.
• On your desktop/tablet and phone, change your email settings to point to the new server.
• Notify your contacts of the change to prevent communication lapses.

Conclusion

Moving emails across IMAP servers can seem daunting, but it does not have to be. A manual drag-and-drop using email clients can be sufficient for tiny mailboxes. A professional IMAP migration solution avoids errors and saves time for larger or business-critical accounts.

Consider it like moving into a new home- you can either employ movers or carry boxes one at a time. In either case, your objective remains the same-to become settled without abandoning anything.