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Email Server Migration

If your domain or email is being migrated to a different server, you may need to change some configuration settings on any devices that you use to send and receive email.

Background

Back when SSL security certificates were a luxury that only a few sites used, the only way to secure the transmission of your email was to use a parent server’s SSL certificate. This means that at times email was setup to send from a “Host name” like “crossblade.websitewelcome.com“. 

This is all fine until your email no longer resides on that particular physical server. If you find this any your email server or host names, you will definitely need to change it as described here in order to access your email after the migration occurs.

Remedy

Because, almost all domains now use an SSL certificate that covers all of the various functions, you can simply change your sending and receiving hostname to mail.yourdomain.com.au and it will send via ssl on port 465.

Now I know that all sounds like technobabble, so bear with me and I’ll show you step by step how to make the changes. Once you’ve done this once, you should never have to change it again. That’s progress.

Understanding POP and IMAP

These are two totally different ways of handling email and they require different port numbers only. You will see if your email app is using POP or IMAP when you get into the settings so don’t worry for now.

Settings

When your email or domain is being migrated, you might not have to change anything, but if you do it will only be the incoming server and outgoing server. 

  • Incoming Server (sometimes called Incoming Host): mail.yourdomain.com.au
  • Outgoing Server (sometimes called Outgoing Host): mail.yourdomain.com.au

Please note: you have to change “yourdomain.com.au” to whatever your domain is – your domain is the end of your email address after the @. So if your email address is info@freshfood.com.au – then your email hosts should both be set to mail.freshfood.com.au.

If this is already the case, you don’t need to change anything. Nice!

  

More Info
Tips & Troubleshooting:
  • Notice that the domain must be exactly the same .com is NOT the same as .com.au 
  • Notice that there is no @ in the server addresses.
  • mail.freshfood.com.au is correct 
  • mail@freshfood.com.au is INCORRECT
Complete Settings

If, for some reason, you need the full settings – like for stting up a new account – they are as follows:

  • Incoming Server (sometimes called Incoming Host): mail.yourdomain.com.au
  • Incoming Port 993 (for IMAP) or 995 (for POP). Just match 
  • Outgoing Server (sometimes called Outgoing Host): mail.yourdomain.com.au
  • Outgoing port: 465
  • Outgoing server requires authentication – Yes
  • Use SSL or TLS – Yes SSL

How Do I Change My Specific Email Program

Click on the section below to reveal the relevant instructions.
Outlook 365

You should not need to make any changes to your settings – domain migration does not affect your email because it is hosted on an Outlook Exchange server, not alongside your website.

Outlook, Outlook Express, Windows Mail, Windows Live Mail

These Microsoft programs all use the mail settings in your control panel. Regardless of whether you have Windows 7,8 or 10, the changes can be performed the same way.

If you’re using windows XP or older – you shouldn’t be. Microsoft does not support these dinosaur operating systems and so neither do we.

 

For Outlook 2013 – 2016 – click here

If you’ve got the latest version of Outlook, you may not see the incoing and outgoing server fields. you will have to access those this way:

  1. Press Ctrl+Alt+S to open Send/Receive settings. (You can also open it from File, Options, Mail or from the Send/Receive menu > Send/Receive Groups > Define Send/Receive Groups.)
  2. Click Edit.

  1. Select the account
  2. Click Account Properties to open the Internet Account Properties dialog.
Apple Mail

Follow this link and change the “Host Name” for both incoming and outgoing servers. You do not need to change username or password.

iPhone or iPad

Open the Mail Account

  1. In the Settings app, go to Mail, Contacts, Calendars
  2. Tap the account name to view the account.

Open Account Settings

Tap on the email address that you need to change

Edit Incoming Server

Now press on the outgoing server shown here as mail.example.com and edit the Host name

 

Android Phones or Tablets

Android devices allow you to use different apps for sending and receiving email. Most of these have a settings section in their main menu. 

If you use Gmail, it is very unlikely that domain migration will affect your email sending or receiving.

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