Hosted Mail Setup - Current Customers

Welcome to MailRoute! This guide is for current MailRoute customers who are adding a new domain or upgrading an existing domain and would like us to handle the migration of email from an existing provider.

We’ll walk you through how to configure your new domain, collect the data we need for migration, and ensure a seamless cutover to Hosted Email.

📏 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: Add and Configure Your New Domain, or Upgrade an existing domain to a Hosted Mail Plan

• Log in to the MailRoute Control Panel
  
  

• If this is a new domain:

  • Navigate to Domains → Add.  Be sure to select a Hosted Mail plan!
    
    

• If this is an domain that's already in the MailRoute Control panel, upgrade to a Hosted Email plan by going to Billing
  
  

• Make sure all email accounts have been added to the domain, and that they have passwords set by going to Email Accounts
  
  

📦 Step 2: Prepare for Migration

• 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
  
  

🌐 Step 3: DNS Setup

Configure or update your DNS records as necessary. 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 4: 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 (optional)

Option 1.  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.

Option 2: Self Migration

If your domain was previously used for email and you wish to retain old messages:

• Use tools like IMAPSYNC, email import features in your client, or copy/paste methods to move mail from your old host to MailRoute via your email client.
  
  

• Once complete, update any remaining devices or apps to connect only to MailRoute.

🎉 You're Live!

Your domain is now live on MailRoute Hosted Email, with all historic mail migrated and new messages secured by our filtering services.

❓ Need Help?

• Email: support@mailroute.net

• Visit: MailRoute Knowledge Base