How to Switch from a Free Email Provider to Your Own Domain Email?

There are a bunch of good reasons why you switch to a domain email from a free email provider. You may want to look more professional, enhance your branding, or you’re simply looking for a robust, personalized email provider. 

However, migrating to your own domain email can pose some challenges. And if you haven’t done it before, it could even seem intimidating. 

Common issues like content duplication and business downtime can arise. And companies lose roughly $26.5 billion in revenue each year due to IT downtime. 

Thankfully, there’s an easy way to switch to a custom email provider without running into many issues. Let’s jump in.

Register your domain email with an email provider

First, you’ll need to sign up for a domain email service. Chances are that your web hosting provider will have an email hosting service, as well. So, you can simply sign up for the domain email package. 

Sometimes, web hosting providers don’t offer email services. In addition, hosting your website and email with the same host has a few disadvantages. 

You can, therefore, opt for custom domain email providers, like Eltris.

Keep your old email address for as long as possible

Emails are a pivotal part of communication in business. The role of email in your organization can vary, depending upon how it fits in your business strategy. If your customers primarily rely on email to contact you, abruptly switching your email address won’t be a good idea. To make sure the change happens smoothly, try to keep your old email address for a while.

This way, your customers would be able to reach out to you. If they contact you on your old email, you can answer them, and also notify them that your email address has been changed.

Forward emails to your new email address

Sometimes, you may not be able to use your old email address for long enough. In such cases, email forwarding can help. You can forward your messages to your new account while retaining a copy with your old service. Contrarily, you can forward your messages and delete the copies on your old email service.

How to enable email forwarding?

Setting up email forwarding can vary in different providers. In Gmail, for example, you can “Add a mail account” in the “Accounts and Import” to enable forwarding. Outlook, on the other hand, offers a “Sync email” feature.

Import your contacts to the new email provider

If you’ve been using your old email address as your primary email, you’ll certainly have an address book. Creating a new email account means you’ll lose access to your old contacts. To avoid this, you’ll want to import your old contacts to use them with your new account.

First, you’ll need to export your contacts from your current provider. The process of exporting also varies from provider to provider. In Gmail, for example, you’ll need to head to the “Export” section and download your contacts to a CSV or vCard file. 

In Outlook, you can export contacts by clicking on the People icon, then on “Manage,” and then on Export contacts. Other providers like Yahoo and Hotmail also have a similar export procedure. 

Once you’ve exported all your contacts, you can import them to your new email account. The process of importing can also vary with the provider, but the process is more or less similar. 

Some custom email providers like Eltris offer free migration assistance to help you import your contacts easily and quickly.

Tell everyone about your new email address

Once you have your new email up-and-running with your new contacts, go ahead and tell people about the change. You can do this by simply sending an email to your contacts, telling them that you’ve changed your email. 

You can also use the Bcc feature in the address bar to mention your email address. Adding a signature that calls out your updated email can be a decent option, too.

Some domain email migration challenges you might face

Email migration from one domain to another consists of a few easy steps, as discussed above. But sometimes, a few challenges or errors can arise. The chances of errors are high when you’re doing full account transfer of all accounts in your organization. 

Here are some common email migration challenges you might encounter:

  • Connection issues
  • Specified object not found in store
  • Server can’t service this request now
  • SMTP address has no associated mailbox
  • Server cannot service this now
  • 401 unauthorized
  • Unable to connect to the remote server

Tips for a smoother domain email migration process

Most email hosting providers offer migration assistance. In addition, here are a few tips you can follow for a hassle-free migration process.

  1. Opt for online email migration

For flawless email migration, choose a fully automated migration tool. Nowadays, several cloud-based migration tools are available. These tools fully automate your migration process, thereby eliminating any aforementioned hurdles. 

  1. Conduct full account transfer in parts

You might be tempted to transfer all your business email accounts to the new domain at one time. While this may save you time, issues like content duplication and non-synchronized transfer are likely to arise. To eliminate these hurdles, transfer your email accounts in parts. 

  1. Ensure zero downtime

When planning for migration, make sure the process doesn’t cause any business downtime. As discussed earlier, try to keep your current email address for as long as possible. Also, enable email forwarding once your new account is up-and-running.

  1. Change your MX records

When you set up your new email account, change the MX records. This will eliminate the risk of losing emails during an outage and will help you receive emails quickly. To do so, navigate to your email domain registrar and change your MX records and DNS settings. For effective migration, opt for a service like Eltris that allows you to transfer your mail data as per the latest changes reflected in your MX records.

  1. Look for IMAP and POP 3 support

To ensure secure and seamless transfer of your source emails, find an email provider that supports the industry protocols. These protocols include POP 3, IMAP, and SMTP. Compliance with these protocols guarantees safety from migration-related challenges like data loss and hacking issues.

Conclusion

Email migration can be a daunting task, especially if you don’t have the right tools or experience. By following the above steps, you can ensure a smooth email migration process with zero downtime.Check out Eltris for custom email hosting with effortless migrations.

Factors to Consider Before Choosing Email Hosting Service Provider

Emails have become the primary communication tool across all businesses and industries in today’s modern world. One of the first steps business owners take after starting a business is setting up a business email account. But with endless email hosting service options available, finding the one that best suits your requirements can be a challenge. Let us help.

Here are some vital factors to consider when choosing your email hosting provider.

Establish your business email strategy

Before searching for an email hosting provider, take some time and devise your email strategy. In most businesses, email is the primary mode of communication for both B2B and B2C. However, the way companies use emails can vary.

For some businesses, the email could be the go-to sales channel. You can send sales emails to your leads to generate sales and revenue. In such cases, you’ll need a provider that offers robust sales capabilities, like automation, integration, reports, & analytics.

On the other hand, you can also use email to increase brand awareness. Several businesses use email to share content or ideas. Newsletters are an excellent form of email marketing content that you can use. If your goal is to increase awareness, look for a hosting provider that allows seamless content creation, with extra storage space and intuitive templates.

In all, figure out how email fits into your overall business strategy.

Prioritize the important features

Email hosting providers can vary in terms of features and functionality. Some may offer basic capabilities like personalized domain name and additional storage. Other providers may provide advanced specifications, including CRM integration and automation features.

Once you have your email strategy in place, start reviewing the features you need. If you’re a startup, don’t go overboard with features. Instead, stick to only the necessary features that will help you achieve your top goals. 

For instance, if your objective is to nurture leads, opt for features like personalization and segmentation. If you want to make sales, integrations and CRM capabilities can come in handy.

Security is critical

Most often than not, business communications include confidential data that should be accessed only by the desired recipient. Any shortcomings in email security can lead to unauthorized access, data breaches, and monetary loss. 

With a hacker attack happening every 39 seconds and a 300% surge amid COVID-19 pandemic – businesses should readily prioritize email security.

Free email hosting services lack the necessary security features, making their users more vulnerable to cyberattacks. So, opt for a provider that offers robust security. 

Eltris, for example, offers security capabilities like TLS / SSL encryption, Sieve Filters, Spam & Virus Protection, and Automatic Backup.

Administration, operation, and support

As discussed, email is the backbone of business communications. And you would certainly be unwilling to share your confidential business information with third-party email services.

Find an email hosting provider that gives you total control of your email environment. You should have your dedicated servers, where you’re in charge of who gets access to your emails and who doesn’t. Most importantly, all of this should be packaged in a simple, easy-to-use interface. You don’t want your team to spend time figuring out how to use an email service, right?

In addition, don’t compromise on customer support. The best email hosting services provide exceptional support, ranging from installation, troubleshooting, and maintenance to 24×7 real-time assistance.

Flexibility and compatibility of email hosting provider

Business email hosting is aimed at improving the efficiency of your communications. The email has applications beyond internal communications and customer support. You might have to send a meeting reminder to a potential business partner. Or, maybe you need to respond to a business opportunity. Not having a flexible solution can make your communications ineffective.

Thus, find an email service that offers enterprise-level syncing with multiple devices. All your employees should be able to access contacts, calendars, and shared folders within a few clicks.

Moreover, your email hosting provider should allow seamless scalability. You may have 15 employees for now, but you’ve surely planned to scale-up. Find a provider that makes scaling up and down quick, flexible, and hassle-free.

Storage and archiving

Your mailbox is full” is a frustration for all business users. Cluttered, disorganized, and full inboxes can kill your business’ productivity. Your employees will need to delete and archive emails to make space for more important messages. This drudgery is both unproductive and unnecessarily time-consuming. 

The best email hosting providers offer ample email storage. They also provide automatic organization and archiving of emails to ensure your inbox remains clean and intuitive. 

Having these capabilities enable your employees to skip the recurring inbox-emptying tasks and focus on more productive jobs.

Service availability of email hosting provider

If your business works on a “follow-the-sun” model, you’d want your email service to be up and running 24×7. And that too, without any latency or speed issues. Even a single hour of downtime can be catastrophic for your business. Hence, opt for an email hosting service that offers a financially-backed service-level agreement (SLA) of 99.9% uptime

In a nutshell, your customers should be able to reach out to you at any hour of the day. And you should be able to respond to their questions and queries promptly. 

Determine your budget

Lastly, know your budget. There’s no fine line when it comes to deciding an email marketing budget. How much you’re willing to invest in email marketing will depend on your business’ goals and your overall operational expenditure. 

Reliable email services provide tiered packages. For example, Eltris has small business plans starting from just $59 per year. Therefore, you can try out the smaller plan to check out the usability and the features you need. Once you’re satisfied, you can scale up and go for enterprise plans.

Wrapping up: Best Email Hosting Service

Investing in a business email hosting service has a plethora of benefits. But to avail those benefits, you need to make sure you pick the right provider. 

Numerous factors come into play when selecting an email hosting service. But it all boils down to one element: business objectives. So, establish a clear understanding of what you’re trying to achieve, and the remaining pieces shall come together automatically.

Are you looking for a reliable, secure, and affordable email hosting service provider? Check out Eltris.