Hosted Mail Setup - New Customers

Welcome to MailRoute! This guide is for new customers who are setting up a domain
with MailRoute Hosted Email.

We’ll walk you through everything you need to start receiving and sending email
through MailRoute — quickly and with minimal hassle.

📏 What You'll Need

• • Access to your DNS provider for the new domain

  • List of all mailboxes to migrate

  • If migrating from an old mailserver: Login credentials for the source mail server (username, password, IMAP server), estimated mailbox sizes and client screenshots (optional, but helpful

✅ Step 1: Create Your MailRoute Account

1. Sign up for MailRoute Hosted Email. We will set up your account and send you a confirmation.

2. Log in to the MailRoute Control Panel

3. Navigate to your domain: Domains → <Your domain>

4. Add all your user accounts, distribution lists, and aliases via the Email Accounts menu item on the left
   
   

🌐 Step 2: DNS Setup

Configure your DNS records. This enables MailRoute to route inbound email and authorize your outbound messages:

• MX Records – Set the MX record for your domain to mail.mailroute.net. (How to change MX records)  As soon as you change your MX record, email will start flowing to the MailRoute servers.

• SPF – Lets other systems know that MailRoute is authorized to send mail for your domain. (SPF Setup)

• DKIM – Allows your emails to be digitally signed. (DKIM Setup)

• DMARC – Provides policy rules for how your domain should handle spoofed mail. (DMARC Setup)
  
  

📥 Step 3: Email Client Setup

Set up your users’ email clients to connect to MailRoute. This includes Outlook, Apple Mail, Thunderbird, and mobile devices.

• Follow our Email Client Configuration Guides

• We strongly recommend creating new mail profiles rather than modifying old ones. This ensures uninterrupted access to existing mail during your transition.
  
  

📦 Step 4: Migration of Existing Email

MailRoute-managed Migration:

If you would like MailRoute to handle the migration of existing mail to from your old server, it's available for a for a one-time fee of $15 per account. 

• Create a CSV file with the following details:

• Send the CSV to: support@mailroute.net

• Optional: Include mailbox sizes and screenshots of one working client configuration

MailRoute will handle the email migration for you.  Our service will connect to your existing IMAP server and transfer all email over from that server over to the MailRoute servers.  This process can take can take a varying amount of time, depending on how many users you have, the sizes of their mailboxes, and the speed of your existing email serviers.  

Once the initial synchronization is complete, we will let you know that we are beginning the final step in the process - transitioning from your old email servers over to MailRoute.  We will place your email on hold just long enough to do a final synchronization of your old mailserver with ours, and then we'll release that hold, and you'll be using your new MailRoute Hosted Mail service.

Other options: There are services like BitTitan and various open-source projects like ImapSync that can move email from your old provider into your new mailbox.  Alternatively, you may export your mailboxes via your email client and then import them into your new mailbox.