Process
Six steps to your new mail server
The duration depends on the number of mailboxes and the amount of data. We agree the exact schedule in the first meeting.
Meeting and review
We clarify how many mailboxes, shared mailboxes, distribution lists and domains you have and which devices are in use.
Who: you and us, about one hourTest mailbox
You get a mailbox on Mailoplex and connect it to your Outlook and your phone. We only move on once everything works.
Who: youCreate mailboxes
We create all users, shared mailboxes and distribution lists and set up the permissions.
Who: usTransfer data
Emails, folders, calendars and contacts are copied from Exchange or Microsoft 365. Your old system keeps running normally in the meantime.
Who: usSwitch DNS
At an agreed time, usually in the evening or at a weekend, the DNS records are changed. From then on, new emails arrive at Mailoplex.
Who: us, or you with our guideSet up devices and finish
Outlook and smartphones are switched over to Mailoplex. Emails that still arrived at the old system during the switch-over are moved across.
Who: you and usData
What we transfer
Emails and folders
All emails with attachments, in the same folder structure, with read status.
Calendar
Appointments, recurring appointments and meetings including attendees.
Contacts
Personal contacts and contact groups.
Shared mailboxes and permissions
We create them from your list and assign the permissions again.
Distribution lists and aliases
We also set up additional addresses such as invoices@ or sales@.
Rules and signatures
We go through server-side rules and signatures together with you.
DNS
Your domain needs these records
You set the records with your domain provider, for example IONOS, Strato or Hetzner. We are happy to do this for you. Mailoplex’s admin console continuously checks that all records are correct.
| Type | Name | Value | Required | Purpose |
|---|---|---|---|---|
MX | @ | 10 mail.mailoplex.com | Required | Receiving your emails |
CNAME | autodiscover | mail.mailoplex.com | Required | Automatic Outlook setup |
TXT | @ | v=spf1 include:spf.mailoplex.com ~all | Required | SPF: permitted sending servers |
TXT | orv1._domainkey | v=DKIM1; k=rsa; p=… (provided by us) | Required | DKIM: signing key |
TXT | _dmarc | v=DMARC1; p=quarantine | Recommended | DMARC: handling of forgeries |
SRV | _autodiscover._tcp | 0 0 443 mail.mailoplex.com | Recommended | Autodiscover via SRV |
We generate a separate DKIM key for every domain. You receive it with your setup guide.
Preparation
What you should have ready
- List of staff with email addresses
- Shared mailboxes and who should have access
- Access to your domain’s DNS management, or the name of your provider
- Administrator access to your current Exchange or Microsoft 365
- Which devices are in use: Windows, Mac, iPhone, Android