Moving your website and email to a new hosting provider can seem daunting, but with proper planning, it can be a smooth transition. This guide covers everything you need to consider before, during, and after switching hosts to minimise downtime and avoid common pitfalls.
Prerequisites: This article assumes familiarity with basic DNS concepts. If terms like nameservers, A records, or MX records are unfamiliar, read our beginner's guide to domains and DNS first.
Before You Start: Planning Checklist
Successful hosting migrations require careful preparation. Take inventory of everything currently hosted with your provider:
Website Assets
- All website files (HTML, CSS, images, etc.)
- Databases (MySQL, PostgreSQL, etc.)
- SSL certificates
- Cron jobs or scheduled tasks
- Custom server configurations
Email & Other Services
- Email accounts and messages
- Email forwarders and autoresponders
- Mailing lists
- Subdomains and their purposes
- DNS records (export current settings)
DNS Considerations
DNS changes are central to any hosting migration. Understanding how to manage this transition is crucial for minimising downtime.
Lower Your TTL Values Early
At least 24-48 hours before the migration, lower your DNS TTL values to 300 seconds (5 minutes). This ensures changes propagate quickly when you switch. If your current TTL is 24 hours, users could see the old server for up to a day after you change the records.
Document Your Current DNS Records
Export or screenshot all your current DNS records before making any changes. You'll need to recreate these on your new host, and having a reference prevents mistakes. Pay special attention to any TXT records for email authentication (SPF, DKIM, DMARC).
Decide: Nameservers or Individual Records?
You can either point your domain's nameservers to your new host (they manage all DNS) or keep your current DNS provider and update individual records. The latter gives you more control but requires more manual work.
Important: If you change nameservers, ALL your DNS records move to the new provider. Make sure your new host has all the necessary records configured before making this change.
Website Migration Steps
- 1Set up the new hosting account
Create your account and note the new server's IP address and any provided nameservers.
- 2Upload your website files
Transfer all files via FTP, SFTP, or your host's file manager. Maintain the same folder structure.
- 3Migrate databases
Export databases from your old host and import them to the new one. Update any configuration files with new database credentials.
- 4Test using the server's IP or temporary URL
Most hosts provide a way to preview your site before DNS changes. Verify everything works correctly.
- 5Configure SSL certificate
Set up HTTPS on the new server. Many hosts offer free Let's Encrypt certificates.
- 6Update DNS records
Point your domain to the new server by updating A records or changing nameservers.
- 7Monitor and verify
Check that everything works once DNS propagates. Test all forms, features, and functionality.
Email Migration Considerations
Email migration is often the trickiest part of switching hosts. Unlike websites where brief downtime might be acceptable, missed emails can mean lost business.
Option 1: Keep Email with Current Provider
If your current host offers standalone email, or you use a service like Microsoft 365 or Google Workspace, you may not need to migrate email at all. Just ensure the MX records continue pointing to your email provider.
Simplest OptionOption 2: Migrate Email to New Host
If you're moving email too, you'll need to:
- • Create all email accounts on the new server first
- • Migrate existing emails (many servers have built-in migration tools)
- • Update MX records to point to the new mail server
- • Recreate any forwarders, autoresponders, or filters
- • Update email authentication records (SPF, DKIM, DMARC)
SmarterMail Users
If you're migrating to a hosting provider that uses SmarterMail, check out our guide on migrating email to SmarterMail. SmarterMail has a built-in tool that makes transferring emails from your old provider straightforward.
Database Migration Tips
If your website uses a database (like WordPress, forums, or custom applications), proper database migration is essential.
- Export fresh data: Export your database as close to migration time as possible to capture recent changes.
- Update configuration files: Database host, username, password, and name often change between hosts.
- Check table prefixes: Some hosts have restrictions on database or table naming.
- Handle large databases: Very large databases may need to be uploaded in chunks or via command line.
Timing Your Migration
Choose your migration timing carefully to minimise impact:
Good Times to Migrate
- • Weekends (if you have low weekend traffic)
- • Late night/early morning in your timezone
- • During known quiet periods for your business
- • When you have time to monitor and fix issues
Times to Avoid
- • Before major business deadlines
- • During sales or promotional periods
- • When key staff are unavailable
- • Friday afternoons (problems become weekend problems)
After the Migration
Once DNS has propagated and your site is live on the new host:
- Test everything: Check all pages, forms, shopping carts, login systems, and interactive features.
- Verify email: Send test emails to and from your accounts. Check that emails aren't going to spam.
- Check SSL: Ensure HTTPS works and there are no mixed content warnings.
- Increase TTL: Once everything is stable, increase your DNS TTL values for better performance.
- Keep old hosting active: Maintain your old account for at least 2 weeks in case you need to fall back.
- Update any hardcoded URLs: Check for any references to your old server's IP or temporary URLs.
Summary: Migration Checklist
- 1Take inventory of all assets (files, databases, email)
- 2Document current DNS records
- 3Lower TTL values 24-48 hours before migration
- 4Set up new hosting and upload all content
- 5Test thoroughly before DNS changes
- 6Update DNS records and wait for propagation
- 7Verify everything works, then cancel old hosting
Switching hosting providers doesn't have to be stressful. With proper planning and attention to DNS and email considerations, you can make the transition smoothly. If you'd prefer professional assistance with your migration, our team at Expeed Technology is experienced in hosting migrations and can help ensure nothing falls through the cracks.