What Happens When You Switch Email Hosting?
Your domain name continues to work. The MX records decide which server receives your mail, so a switch means you point the MX records at Google.
New mail goes to Gmail after the update. Old mail stays on the old server until you migrate it.
| Step | Where | Result |
|---|---|---|
| Verify the domain | Domain host DNS | Google confirms ownership |
| Create users | Admin console | Every address has a mailbox |
| Update MX records | Domain host DNS | Mail routes to Google |
| Activate Gmail | Admin console | Gmail receives mail |
| Move old mail | Admin console | Old mail reaches Gmail |
What do You Prepare Before the Switch?
- Sign up for Google Workspace with your existing domain name.
- Verify domain ownership. Google states that you verify ownership, for example with a TXT record, before you set up Gmail.
- Create every user and alias in the Admin console. A message to an address with no Google user bounces.
- Retain the old mailboxes until the migration ends.
Google lists the Domain settings administrator privilege as a requirement for the activation step.
How do You Update the MX Records?
Method #1: MX Records and Gmail Activation (Free, Admin)
Who it suits. Admins with access to the domain DNS. Extra application. None.
- Sign in to your domain host and open the DNS settings.
- Add the Google MX record. Google states smtp.google.com with priority 1.
- Set the TTL to the host default or to 1. Enter nothing in the name field or enter @. Follow the host format, because some hosts need a trailing period.
- Delete every other MX record. Google warns that old or wrong records can stop mail.
- Save the records.
- Open the Admin console, go to Account, then Domains and then Manage domains.
- Select Activate Gmail for the domain and follow the steps.
The Google page for MX records states that the new records can take up to 72 hours to register. Accounts that started before 2023 with working mail need no update. The older ASPMX values still work.
Use the Admin Toolbox Dig tool to check the records. The Google activation article advises you to wait a couple of hours and select Activate again when the setup tool cannot find the records.
Which DNS Records does Mail Need After the Switch?
Google recommends SPF and DKIM records for a new domain. Both records help other mail servers trust mail from your domain.
Add the records from the Admin console after Gmail starts receiving mail. Send a test message and check that it arrives in the inbox.
Heads Up. Send and receive a test message with an outside address before you remove the old mail service.
How do You Move Old Mail to Google Workspace?
Method #2: Google Data Migration Service (Free, Admin)
Who it suits. Admins who move mailboxes from an IMAP provider. Extra application. None.
- Sign in to the Admin console as a super administrator.
- Go to Data, then Data import & export and then Data Migration (New).
- Select Migrate for IMAP and enter the connection details.
- Upload a CSV file with the header Source ImapUser and the user details. Download the sample file from the console.
- Choose the start date and select the box for deleted mail when you need it.
- Start the migration and watch the progress.
Google lists Yahoo, iCloud Mail, GoDaddy, Zoho and Titan as example IMAP sources on its IMAP migration page. The service migrates mail from the date you choose up to the day the migration starts.
The service cannot map one IMAP user to many Workspace users. Use a one to one or many to one map.
When does Software Fit Better Than the Data Migration Service?
Use the Google service for IMAP mail. Use other methods when the old server is Exchange, Microsoft 365 or a PST file.
Read the guide to migrate emails to Google Workspace for the data move. Read the overview of Google Workspace plans before you choose a plan.
Where Else do You Go From Here?
- Export old Gmail data with the guide to export G Suite emails.
- Restore a deleted account with the guide to restore Google Workspace user data.
Frequently Asked Questions
Which MX Record does Google Workspace Use?
Google states the single value smtp.google.com with priority 1. The older ASPMX values still work.
How Long do the New MX Records Take?
Google states that the records can take up to 72 hours to register.
Do You Delete the Old MX Records?
Yes. Google warns that old or wrong records can stop mail from working.
Do You Verify the Domain Before the MX Update?
Yes. Google states that you verify ownership, for example with a TXT record.
Does Old Mail Move to Google Workspace on Its Own?
No. Old mail stays on the old server until you migrate it.
Which Privilege Activates Gmail?
Google lists the Domain settings administrator privilege for the Activate Gmail step.
Can the Google Service Map One IMAP User to Many Users?
No. The service accepts a one to one or many to one map.
Author's Verdict
Verify the domain and create every user first. Switch the MX records last, because mail routes to Google at that step.
Move old mail with the Google service for IMAP sources and with a migration guide for other sources.
Key Takeaways
- The MX records decide where your mail goes.
- Google needs one MX record for the switch.
- Old mail needs its own migration.
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