Transfer IMAP Data

Note: This help article applies only to Surf Mail, Mailhosting and Hosted Exchange. If you are not sure which email service you use, you can find more information in the following article.

https://www.green.ch/en/which-email-service-do-i-use

Transfer IMAP Data

When transferring IMAP data, emails are copied or moved from an existing mailbox to another mailbox or mail server. This may be necessary, for example, when changing providers, migrating to a new mail server or switching to a new mailbox.

Because emails are stored on the mail server when using IMAP, simply changing the login details is often not sufficient. The existing messages frequently also need to be transferred.

Before Transferring the Data

Create a backup of your emails before every migration.

Further information about creating a backup is available at:

https://www.green.ch/en/back-up-email-account

Depending on the email application you use, the following guides may be helpful:

https://www.green.ch/en/outlook-windows-mailbox-import/export

https://www.green.ch/en/apple-mail-mailbox-import/export

https://www.green.ch/en/thunderbird-windows-mailbox-import/export

Note: Check the backup before deleting emails or making changes to the existing mailbox.

Transfer Using IMAP Migration Tools

Special migration tools can be used to transfer data between two IMAP mailboxes. These tools connect to the source and destination mailboxes and transfer the messages directly between the mail servers.

Such tools are particularly suitable for large mailboxes, migrating multiple accounts or changing providers.

Depending on the tool used, folders, messages and other IMAP data are transferred automatically.

Note: The exact procedure depends on the migration tool used and the mail servers involved. After the transfer is complete, check whether all folders and messages have been transferred in full.

Transfer Using IMAPSync

A special migration tool such as IMAPSync can be used to migrate data between two IMAP mailboxes.

IMAPSync connects to the source and destination mailboxes at the same time and transfers the emails directly between the mail servers. The transfer takes place on the server side and is particularly suitable for larger mailboxes or for migrating an entire mailbox to another mail server.

The tool can be helpful if there are a large number of emails or if transferring them using an email application would be too time-consuming.

Depending on the configuration, folders and messages can be transferred automatically. The required login details are generally the IMAP login details for the source and destination mailboxes.

A publicly available online tool is available at:

https://imapsync.lamiral.info/X/

Before the migration, check that you have the correct login details for both mailboxes and that logging in via IMAP is possible.

After the migration is complete, check the folder structure and the number of emails in the destination mailbox.

Inbox
Sent
Drafts
Trash
Archive
Custom Subfolders

Depending on the amount of data, the transfer may take some time.

Note: If possible, do not interrupt the migration while the transfer is in progress. After completion, check whether all folders and emails are present in full in the destination mailbox.

With Green Mailhosting, the server name destination server webXX.servicehoster.ch can often be used. This allows IMAP migrations to be performed in many cases even if the domain has not yet been switched to the new mail servers.

This allows the migration to be prepared before a subsequent DNS change.

Note: For data transfer using IMAPSync, the domain does not necessarily have to point to the new mail servers yet. Instead, use the server details applicable to the destination mailbox. Nevertheless, after the migration is complete, check whether all folders and emails have been transferred in full.

Transfer Using an Email Application

The most common method is to set up both IMAP accounts in an email application at the same time.

Set up the existing IMAP account.
Set up the new IMAP account as well.
Wait until both accounts have been fully synchronised.
If necessary, create the desired folder structure in the new account.
Copy or move the emails and folders from the old account to the new account.
Wait until the transfer has been completed in full.
Then check the data in Webmail or on another device.

In many email applications, individual emails, multiple messages or entire folders can be transferred using drag and drop.

Transfer Using Export and Import

Some email applications allow emails to be exported to local files and later imported into another account.

This method can be helpful if a direct connection between the old and new email accounts is not possible or if an additional backup is required.

Further information is available at:

https://www.green.ch/en/outlook-windows-mailbox-import/export

https://www.green.ch/en/apple-mail-mailbox-import/export

https://www.green.ch/en/thunderbird-windows-mailbox-import/export

Transfer to Another Mail Server

When migrating to a new mail server, the data can often be transferred using an email application or special migration tools.

The emails are read from the existing IMAP mailbox and uploaded to the new IMAP mailbox.

The appropriate method depends on the email service used, the number of mailboxes and the amount of data.

Check After the Transfer

Check the number of emails in the most important folders.
Check the Inbox, Sent, Drafts, Trash and custom subfolders.
Compare the folder structure of the previous mailbox with that of the new mailbox.
Check the data in Webmail or on another device as well.
Make sure that new emails are received in the destination mailbox.

Typical Causes of Missing Emails

Synchronisation has not yet been completed.
Very large mailboxes require more time for the transfer.
Individual folders were not copied or transferred.
The transfer was interrupted prematurely.
Local folders were not additionally exported or backed up.

Further information about POP and IMAP is available at:

https://www.green.ch/en/differences-between-imap-and-pop

https://www.green.ch/en/missing-emails-/-pop-vs-imap

Information about switching from POP to IMAP is available at:

https://www.green.ch/en/i-want-to-switch-from-pop-to-imap-how-do-i-proceed