Before starting an email hosting or migration project, the most useful preparation is to collect the access details, account information and operational requirements that affect how your business email works. Email is closely connected to your domain name, DNS records, website forms and third-party systems, so a clear starting point helps Dobble plan the move properly.
Dobble primarily uses Microsoft 365 for business email hosting, although other reputable third-party providers may be used depending on client requirements. The process usually begins with a requirements assessment, followed by DNS configuration, mailbox setup, migration and testing, then ongoing management where applicable.
To prepare, start by identifying your current email provider. This may be Microsoft 365, Google Workspace, an older web hosting email system, cPanel mail, an ISP mailbox or another third-party provider. If possible, gather administrator access or the contact details of the person who controls the account. This allows Dobble to review the existing setup and understand what needs to be moved.
You should also confirm who controls your domain name and DNS records. Email delivery depends on records such as MX, SPF, DKIM and DMARC. If these records are missing, incorrect or split across multiple providers, emails may land in spam, fail authentication or stop working during a change. Dobble can help audit and configure these records, but access to the domain registrar or DNS provider is often required.
It is also helpful to prepare a mailbox list. Include every user, shared mailbox, alias, forwarding address, group address and role-based inbox, such as sales, accounts, admin or support. If some mailboxes are no longer used, note that as well. This helps avoid paying for unnecessary accounts and reduces the risk of an important address being missed during migration planning.
Next, list the devices and applications that rely on email. This may include Outlook on desktop, mobile devices, tablets, scanners, printers, accounting software, CRMs, booking systems, website contact forms and invoice systems. Many email issues occur because a hidden system is still trying to send through an old provider after the main mailbox migration is complete.
Where possible, identify any important data that needs to be preserved, such as emails, folders, contacts, calendars and shared mailbox history. The exact migration approach depends on the current provider, available access and the type of email data involved. Dobble plans migrations to minimise disruption, prepares and tests the new environment before cutover, and coordinates DNS changes carefully. Temporary interruptions can still occur because of DNS propagation, internet caching or third-party provider behaviour.
You should also decide who in your team needs access, what level of access they need and whether any accounts require special security or recovery requirements. Dobble can configure business email with correct DNS authentication, spam and threat filtering, multi-device access, user management and ongoing technical support where included in the agreed service.
Before the migration date, it is worth informing staff that email settings may change and that some devices may need to be reconnected. Dobble will usually test sending, receiving and authentication after migration, but users should still report anything unusual, such as missing mail, login issues or emails going to spam.
Email authentication improves deliverability, but no provider can guarantee inbox placement, spam filtering outcomes or uninterrupted email availability. Dobble is responsible for systems and services under its control, while Microsoft 365, domain registrars, DNS providers and other third-party platforms remain subject to their own policies and availability.
If you are unsure who controls your domain, DNS or existing mailboxes, Dobble can start with an email deliverability or DNS review before recommending the next step. To begin, use Discuss Your Email Requirements and provide as much current access and mailbox information as you can.