Migrate from Gmail on your domain

If your team uses you@yourdomain.com through Google Workspace or Gmail with a custom domain, this guide explains a safe migration to xMailCloud — the same phased approach our migration pages recommend for other providers.

Before you change anything

• Create an xMailCloud account and add your domain
• Create matching mailboxes (hello@, admin@, etc.)
• Do not change MX yet — Gmail still receives mail while you prepare

Phase 1 — Copy existing mail (IMAP import)

On Cloud Business or Cloud Growth, use Import mail in the workspace:

Google app passwords: Google Account help

Repeat for each mailbox. First sync may take 20 minutes or longer for large inboxes.

Alternative on lower plans: Use Thunderbird — add both Gmail and xMailCloud accounts, drag folders across manually.

Phase 2 — Test sending from xMailCloud

Before switching MX:

1. Copy SPF and DKIM from the xMailCloud domain console
2. Add them at your DNS host (keep Google’s records until testing passes)
3. Send a test from xMailCloud webmail to a personal Gmail account
4. In Gmail → Show original → confirm SPF, DKIM, and DMARC pass

Phase 3 — Switch DNS (MX cutover)

When import looks complete and test sends pass:

1. Lower TTL to 300–600 seconds 24 hours before cutover
2. Change MX on @ to xMailCloud (value from domain console)
3. Update SPF to xMailCloud only — remove include:_spf.google.com
4. Add or update DKIM and DMARC from the domain console
5. Wait for propagation (often under an hour with low TTL)

Phase 4 — Update clients

• Phones: Remove old Google account, add IMAP and SMTP from Mail setup
• Desktop: Update Outlook, Apple Mail, or Thunderbird with new credentials
• Apps: Point SMTP at xMailCloud for notifications and forms

Keep the import job running 3–7 days to catch mail still delivered to Google during propagation.

Phase 5 — Cancel Google mail

Once everyone is on xMailCloud and import is complete:

• Remove the import job
• Downgrade or cancel Google Workspace mail licenses if you no longer need Gmail for those addresses
• Keep Google accounts only if you still use Drive, Docs, or Meet separately

Why leave Google?

If you only need professional email on your domain, xMailCloud is often simpler and cheaper. See the full Google Workspace alternative comparison.

Troubleshooting

Import fails with Google password

Use an app password, not your normal Google login. Enable 2-Step Verification first if app passwords are not available.

Some mail still arrives at Gmail

DNS cache — wait up to 24 hours. Verify MX with a DNS lookup tool; it should show only xMailCloud.

Messages marked spam after cutover

SPF and DKIM must pass before strict DMARC. Re-run checks in the domain console.

Next step

Create an account and follow the Go Live checklist in your workspace.