Moving Business Email from Google Workspace to PeoplesHost

PeoplesHost web hosting plans include basic email hosting at no additional charge. If you no longer need Google Workspace features, you can move your business email addresses to the email service included with your PeoplesHost hosting account.

This guide explains what to expect, how to prepare, and how to avoid losing email during the transition.

Before You Begin

PeoplesHost email provides standard business email services, including:

• Email addresses using your domain, such as name@example.com

• Webmail access

• IMAP, POP3, and SMTP access

• Email aliases and forwarders

• Spam filtering

• Support for programs such as Outlook, Apple Mail, Thunderbird, iPhone, and Android

PeoplesHost email is not a replacement for the entire Google Workspace platform. It does not include Google Drive, Google Docs, Google Meet, shared Google calendars, or Google’s collaboration and administrative tools.

Your available mailbox storage and outgoing email limits are based on your PeoplesHost hosting plan and server configuration.

Important Migration Considerations

Before canceling Google Workspace:

1. Create every required mailbox at PeoplesHost.

2. Copy any email you want to retain.

3. Export any Google contacts, calendars, Drive files, or other important data.

4. Update your domain’s email DNS records.

5. Confirm that new email is arriving at PeoplesHost.

6. Reconfigure all computers, phones, and tablets.

7. Keep Google Workspace active until the migration has been completed and tested.

Do not cancel Google Workspace or delete users before their data has been copied.

Step 1: Make a List of Existing Email Addresses

In the Google Admin console, make a list of all:

• User mailboxes

• Email aliases

• Groups and distribution lists

• Forwarding addresses

• Shared addresses

• Catch-all addresses, when applicable

Also determine which accounts need their existing email history moved.

An address that currently functions as a Google Group may need to be recreated as a mailing list, forwarder, or individual mailbox at PeoplesHost.

Step 2: Create the Email Accounts at PeoplesHost

Create the new mailboxes before changing your DNS records.

For cPanel Hosting

1. Log in to cPanel.

2. Open Email Accounts.

3. Click Create.

4. Select the domain.

5. Enter the mailbox name.

6. Create a strong password.

7. Set the mailbox storage limit, when available.

8. Click Create.

Repeat these steps for every mailbox.

To view the server settings for an account:

1. Open Email Accounts.

2. Locate the mailbox.

3. Click Connect Devices.

cPanel will display the correct incoming and outgoing server settings for the account.

For Plesk Hosting

1. Log in to Plesk.

2. Open Mail.

3. Click Create Email Address.

4. Enter the mailbox name.

5. Create a strong password.

6. Set the mailbox size, when available.

7. Click OK or Create.

To view the server settings, open Mail, locate the email address, and select Mail Client Setup.

Step 3: Create Aliases and Forwarders

Recreate any addresses that should deliver to another mailbox.

For example:

• sales@example.com forwards to john@example.com

• billing@example.com forwards to multiple employees

• info@example.com is an alias for a primary mailbox

Do not assume that Google aliases, groups, or forwarding rules will automatically transfer. They must be recreated on the PeoplesHost server.

Step 4: Copy Existing Email

Changing the mail server does not automatically copy old messages from Google.

There are two common migration methods.

Option A: Copy Email Using an Email Program

This is often the simplest method for a small number of mailboxes.

You can use Outlook, Thunderbird, Apple Mail, or another IMAP-compatible email program.

1. Add the existing Google Workspace account to the email program using IMAP.

2. Add the new PeoplesHost mailbox using IMAP.

3. Allow both accounts to finish synchronizing.

4. Copy folders and messages from the Google account to the PeoplesHost account.

5. Leave the program open until all messages finish uploading.

6. Compare the folders and message counts before removing either account.

Copy messages in smaller batches when the mailbox contains a large amount of email.

Depending on Google’s security settings, the Google Workspace administrator may need to allow IMAP access. Accounts using two-step verification may require an app password or another administrator-approved authentication method.

Option B: Use a Professional Migration Service

For multiple users, large mailboxes, or organizations that need minimal disruption, a managed IMAP migration may be more appropriate.

Contact PeoplesHost before changing your DNS records to discuss available migration assistance, requirements, and any applicable service charges.

Typical migration information includes:

• The domain name

• Each source email address

• Temporary source mailbox passwords or authorized access

• The corresponding PeoplesHost mailbox

• The approximate size of each mailbox

Passwords should only be shared through a secure method approved by PeoplesHost Support.

Step 5: Export Other Google Data

Standard email migration normally transfers email messages and folders only. It does not automatically transfer:

• Google Drive files

• Google Docs, Sheets, or Slides

• Google calendars

• Google contacts

• Google Meet information

• Google Chat history

• Google Groups configuration

• Shared drives

• Google account settings

Use Google Takeout or the appropriate Google export feature to save any data you need before canceling the service. Google Takeout allows users to select data and create a downloadable archive.

Keep in mind that a Google Takeout email export is generally an archive rather than an automatic import into your new mailbox.

Step 6: Update the Domain’s DNS Records

After the PeoplesHost mailboxes have been created and any initial email migration has been completed, your domain’s DNS records must be updated.

The changes may include:

• MX records

• SPF record

• DKIM record

• Autodiscover or mail-related records

• Removal of Google mail-routing records

The exact records depend on your PeoplesHost server and where your DNS is hosted.

Contact PeoplesHost Support for the correct DNS records before making changes. Do not copy mail-server settings from another domain or hosting account.

Important SPF Warning

A domain should normally have only one SPF TXT record.

If your domain already has an SPF record, it may need to be modified rather than adding a second one. Multiple SPF records can cause SPF validation failures and email delivery problems.

Step 7: Allow Time for DNS Changes

After the MX records are changed, some senders may continue delivering mail to Google temporarily because of DNS caching.

During this transition:

• Keep Google Workspace active.

• Continue checking both Google and PeoplesHost mailboxes.

• Do not delete the Google accounts.

• Perform a final email synchronization after the DNS change.

• Test mail from an outside address.

DNS changes often begin working quickly, but complete propagation can take additional time depending on the previous DNS settings and cached records.

Step 8: Configure Email Programs and Mobile Devices

Each user must update their computer, phone, tablet, and email program.

Use the settings displayed in cPanel under Email Accounts > Connect Devices or in Plesk under Mail > Mail Client Setup.

Typical settings include:

Incoming Mail

• Protocol: IMAP

• Username: Full email address

• Password: Mailbox password

• Encryption: SSL/TLS

• Server: The hostname provided by PeoplesHost

Outgoing Mail

• Protocol: SMTP

• Username: Full email address

• Password: Mailbox password

• Authentication: Required

• Encryption: SSL/TLS or STARTTLS

• Server: The hostname provided by PeoplesHost

Use the exact ports and server hostname shown in your hosting control panel.

IMAP is recommended because it keeps messages and folders synchronized between webmail, computers, and mobile devices.

Step 9: Test the New Email Service

Complete the following tests for every important mailbox:

1. Send a message from the PeoplesHost mailbox to an outside address.

2. Reply to that message.

3. Send a new message from an outside provider to the PeoplesHost mailbox.

4. Confirm that aliases and forwarders work.

5. Check the Spam or Junk folder.

6. Confirm that sent messages appear in the Sent folder.

7. Test each computer and mobile device.

8. Confirm that website contact forms and applications still send correctly.

Website forms may require separate SMTP configuration. Moving the domain’s email does not automatically update WordPress plugins, accounting software, scanners, printers, or other applications that previously used Google’s SMTP service.

Step 10: Complete a Final Synchronization

After the DNS change has been active and new messages are consistently arriving at PeoplesHost:

1. Check the Google mailbox for messages delivered during the transition.

2. Copy any remaining messages to PeoplesHost.

3. Compare important folders.

4. Confirm that all users can send and receive.

5. Save any remaining Google data.

6. Remove the old Google account from devices only after the new account is working.

Step 11: Cancel Google Workspace

Cancel Google Workspace only after:

• All required email has been copied.

• Google Drive and other data has been exported.

• New mail is arriving at PeoplesHost.

• All users have tested their new accounts.

• Aliases, groups, and forwarding rules have been recreated.

• Website and application mail settings have been updated.

• The organization no longer needs any Google Workspace services.

Canceling Google Workspace too early can result in lost access to email and other business data.

Common Questions

Will my email address change?

No. Your address can remain the same, such as name@example.com. The mail server behind the address is what changes.

Will my old Google email automatically appear at PeoplesHost?

No. Existing email must be copied or migrated before the Google account is removed.

Can I continue using the Gmail website?

Not for the PeoplesHost mailbox. You can use the webmail service provided with your hosting account or configure the account in an email program.

Can I continue using the Gmail mobile app?

The Gmail app can generally connect to a standard IMAP mailbox using the Other account option. It will function as an email client, but Google Workspace-specific features will not be available.

Are calendars and contacts included?

PeoplesHost’s basic hosting email should be considered an email service. Google calendars, contacts, Drive files, and collaboration services require separate export and replacement planning.

Will PeoplesHost email work with Outlook and mobile phones?

Yes. Standard IMAP and SMTP settings can be used with most modern email programs and devices.

Can PeoplesHost migrate the mail for us?

Migration assistance may be available depending on the number of accounts, mailbox sizes, source-account security, and the hosting environment. Contact PeoplesHost Support before changing any DNS records.

Need Assistance?

Before beginning the migration, open a support ticket with PeoplesHost and include:

• Your domain name

• Whether your hosting account uses cPanel or Plesk

• The number of email accounts being moved

• The approximate size of each mailbox

• Whether existing messages need to be migrated

• Where your DNS is currently managed

• Your preferred migration date

NOTE: Additional charges may apply for migration services.

PeoplesHost Support can provide the correct server settings and DNS records for your hosting account.