Email Migration

Bringing existing mailboxes (with their folders, sent items, and history) to Ultra Web Hosting is done with IMAP sync: an IMAP client logs into both old and new accounts at the same time and copies messages across. This works for Google Workspace, Office 365, and any IMAP-capable host.

Migration Overview

1. Create matching mailboxes on your new Ultra Web Hosting account.
2. Sync messages from old to new using IMAP sync (per-mailbox, with Thunderbird; bulk, with imapsync).
3. Cut over MX records in DNS so new mail arrives at us instead of the old host. See the DNS Cutover Checklist.
4. Catch any leftover mail by running one final IMAP sync after the cutover.

Step 1: Create Mailboxes

For each email address you are migrating, create a matching mailbox on the new server:

1. Log into your new cPanel.
2. Open Email Accounts.
3. Click Create.
4. Enter the local part (the part before @), choose a password, set a quota, and click Create.
5. Repeat for every mailbox.

Step 2: Sync via Thunderbird (Per-Mailbox, GUI)

This works well for a handful of mailboxes. It is a copy-and-paste-folders approach inside a mail client.

1. Download and install Thunderbird (free).
2. Add the old mailbox as an IMAP account. Use your old host's IMAP settings.
3. Add the new mailbox as a second IMAP account. Use these settings:
   • Incoming: mail.yourdomain.com, IMAP, port 993, SSL/TLS.
   • Outgoing: mail.yourdomain.com, SMTP, port 465, SSL/TLS.
   • Username: the full email address.
4. Let both accounts fully sync. This may take a while for large mailboxes.
5. In Thunderbird's folder pane, select all messages in a folder on the old account, right-click, and choose Copy To → new account → matching folder.
6. Repeat per folder (Inbox, Sent, Drafts, custom folders).
7. Verify message counts match between old and new for each folder.

Step 3: Sync via imapsync (Bulk, Command Line)

If you have many mailboxes (10 or more), imapsync is far faster and can be scripted. It is also what our team uses when we run a migration for you.

Open a support ticket with the source IMAP host, the list of mailboxes, and credentials, and we can run the sync for you. If you want to run it yourself:

1. Install imapsync on a machine with internet access (Linux or macOS; Windows works under WSL).
2. For each mailbox, run:

   imapsync \
     --host1 oldmail.example.com --user1 you@yourdomain.com --password1 'OLDPASS' \
     --host2 mail.yourdomain.com  --user2 you@yourdomain.com --password2 'NEWPASS' \
     --ssl1 --ssl2

3. The tool reports progress per folder. Re-run it after the DNS cutover to catch any leftover mail.

Step 4: Cut Over MX Records

Until you change DNS MX records, new mail keeps arriving at your old host. The DNS Cutover Checklist covers the full process. Specifically for email:

1. In your DNS provider, edit the MX records for your domain.
2. Replace the old MX records with ones pointing at Ultra Web Hosting. The exact values are shown in cPanel under Email Routing, or in your welcome email.
3. Lower the TTL to 300 seconds at least 24 hours before the cutover so the change propagates fast.
4. After cutover, run imapsync one more time to catch any messages that arrived at the old host during the brief switchover window.

Migrating From Google Workspace or Office 365

Both services support IMAP and work with the Thunderbird or imapsync methods above.

• Google Workspace — you must enable IMAP per user (Gmail Settings → Forwarding and POP/IMAP → Enable IMAP) and generate an App Password if 2FA is on.
  Source IMAP: imap.gmail.com, port 993, SSL.
• Office 365 — IMAP is on by default but Basic Auth may be disabled. If imapsync gets "AUTHENTICATE failed," use the Modern Auth method documented at the imapsync site, or migrate via Outlook desktop (similar to the Thunderbird method).
  Source IMAP: outlook.office365.com, port 993, SSL.

Verification

After migration and DNS cutover:

• Send a test message from an outside address (Gmail, a phone) to each migrated mailbox. Confirm it arrives at the new host.
• Send a test message from the new mailbox to an outside address. Confirm it arrives and is not in the recipient's spam folder.
• Spot-check folder contents in the new mailbox against the old, especially Sent and custom folders.

Related

• Creating Email Accounts — ongoing email account management.
• Email Client Setup — configuring desktop and mobile mail apps.
• DKIM & SPF Records — the deliverability records you must update.
• DNS Cutover Checklist — the final step.