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    Ultimate Guide to Email Hosting Migration to StackCP

    Tags: stackcphow-tomailboxmailmigration


    You play a crucial role in the ongoing migration of our Email Hosting service to the new and enhanced platform called StackCP. Below, you will find a complete set of instructions to ensure a seamless transition and uninterrupted access to your email services.
     
    Why are we doing the email migrations?

    As part of our commitment to provide you with the best services, we are upgrading our email hosting infrastructure to ensure it is even more robust and scalable to meet your current and future needs. 

    This migration will bring several important benefits, such as:  

    1. Improved reliability and performance: The new infrastructure is designed with enhanced stability, ensuring your email experience is smoother and less prone to outages or interruptions.  
    2. ​Larger mailbox quotas: With the upgrade, you will have the ability to increase mailbox storage past the current 10GB limit, allowing you to store more emails and attachments without worrying about running out of space. 
    Is there a deadline?
    While there is no set deadline for the mail accounts to be migrated, we are running an automated notification system that will advise you that the migrations of your accounts have been queued and if not completed within 8 days then they will be automatically migrated. This 'express' migration will result in the email passwords being changed so we can migrate the accounts, so there is a possibility you will lose access to your emails during the migration.

    Due to this, we would implore you to manually migrate your email accounts so you can remain in control of the process and migrate the accounts at a time convenient you. This will also help limit any access issues experienced by the 'express' migration we may automatically force.
    How do I prepare for the migration?
    1. Setup your Recovery Email in your CHI Account
      Setting up a recovery email is an important step in securing your account. In the event that you lose access to your primary email, the recovery email will allow you to receive crucial information, such as forgotten username/password requests or two-factor authentication (2FA) codes. This ensures that you can always regain access to your account securely. 
      This can be added within your CHI account here -       https://chi.uk2.net/account/personal-details  

    2. Download your contact data 
      To maintain access to your contact data, you will need to export it from webmail and then import it after the migration process. Please see the guide below:  How to Export and Import Contact Data via Webmail 

    3. Lower the TTL setting (Optional) 
      1. Optional step, as your mail service transitions over, lowering the TTL (Time to Live) setting will speed up any new inbound mail finding your domain. 
      2. If you are migrating your email accounts manually and your domain is hosted elsewhere, please lower the TTL (Time to Live for DNS records in name servers' cache) setting on the MX record for this domain within your DNS (Domain Name System) with your current provider to 60 seconds. 
      3. This will mean the DNS change to point to the new MX will happen as quickly as possible and reduce any downtime. 

    Please note: In case you use POP3 instead of IMAP, your emails will not be copied as they are downloaded directly to the local client. However, you will still be able to access them through your current email client. 
    How do I initiate the migration process?

    Firstly, consider that the migration process could take several hours depending on the size and number of your mailboxes. 

     

    Once you are prepared for the potential extended email downtime, follow these steps to initiate migration: 

    2. Locate all the domains with email accounts awaiting migration



    3. Click ‘Manual Migration’ next to the domain you wish to migrate
    4. On the next page you will need to input the password for each of your email accounts



    5. You can then tick box to confirm you have read the migration guide before clicking ‘Start Migration’ 
    6. This will initiate the migration process and you will be notified upon successful completion. 
    I cannot access the buttons to start the migration. What should I do?
    If you see a message on the Email Migration page stating that new email migrations have been paused due to high demand, it means that you cannot start a new migration at this time. Please check back later. 
    How do I know if a migration has been successful?

    Once a migration is successful we will send an email to advise it has been successful and to provide further information on the next steps. This email will also be sent as a notification through your CHI account, which can be viewed here - https://chi.uk2.net/inbox  

    The Email Migration page will also show a ‘Migration Successful’ notice, as seen below: 
     
    A screenshot of a computer Description automatically generated
    What should I do if my migration has failed?
    When an email migration fails we will send out a notification to advise it has failed. We will also periodically retry the migration whilst some common automated fixes are attempted. Our Mail Admins will also apply any manual fixes that may be required from our side. If you continue to receive repeat notifications of migration failure please contact Support. 
    What should I do after a successful migration?

    After the migration is complete, remember to set up any related email accounts in both your mobile and desktop mail clients again. Here are some guides on how to do this: 


    We would also recommend you test any forwarders you previously had setup to ensure these are functioning as expected. If you notice any forwarders are not working or are missing, please see the guides below for assistance:

    How to Create an Email Forwarder in CHI
    How to Setup Email Forwarding
    I cannot access my mailbox after a successful migration. What should I do?
    1. Ensure your email password works by attempting to login to the new webmail here – https://stackmail.com
      1. If you are unable to access webmail, you can reset your email password by following this guide - How to Reset my Email Password
    2. Verify that your MX (mail exchange) records are updated with correct data: 
      1. How to update MX record if your domain DNS control is with UK2
      2. How to update MX record if your domain DNS control is with another provider 

    1. Still experiencing issues accessing your mailbox? Please raise a Support ticket via your control panel. 
    I cannot send mail, and I am receiving bounced messages after the migration. What should I do?

    It's important to check if you have DKIM and SPF records because they help ensure your emails are trusted and reach your recipients. Without them, your emails are more likely to be marked as spam or rejected by email providers. 

    SPF makes sure only approved servers can send emails from your domain, while DKIM adds a digital signature to show your emails haven't been changed. Please see some guides below on how to add both DKIM and SPF to your domain: 

    1. How to add a DKIM record to your email 
    2. ​How to add an SPF to my domain name 
    My mailbox data (such as folders etc) is missing post-migration. How can I restore it?
    We have enabled a feature within CHI on the Email Migration page which will allow you to request a re-sync of your email accounts to pull in any missing data. If you are still missing mailbox data after this, please contact Support. 




    Related Articles

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    How to setup your email in Outlook
    How to add a DKIM record to your email.
    How to change your Email Mailbox Password
    What is a SPF record and can I add one to my domain name?

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