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On your new mail server, re-create all email accounts currently in use; and set up auto-responders, forwarders and aliases at same time. If available, enable “catch-all” feature; this will help you to retrieve all emails sent to a non-existing email account; which you may have forgotten to create! Remember though, new email addresses will only work after transfer of domain is complete. Unfortunately, there is no way to test them on new server before transfer.
The next step is transferring domain; to do this you need to start by changing DNS server details, which is pretty easy to do. Obtain Primary and Secondary nameserver details from your new web host. Go to your domain registrar’s site (the site from which you registered domain name) and login into your control panel, offered by most of domain registrars, to maintain your domain name. In control panel, look for ‘DNS’, ‘Nameserver’ or ‘Delegation’ option and change previous nameserver details, with new one (you just obtained from your new host).
Some domain registrars confirm these changes by sending an email to address you nominated while registering that domain. You will need to reply using that email address. Most of hosts offer a free domain transfer service and will be happy to make necessary transfer changes for you. The domain transfer can take 24 to 72 hours to be confirmed by domain registrar; and, so too for new host, if doing this service for you. If it is not transferred within 72 hours, it is advisable to contact domain registrar and look into matter.
Once your domain is transferred you will start receiving emails from your new mail server and see your website from your new account. Leave your old web hosting account open for 3 or 4 more days, just to ensure you receive all emails, including those losing their way in domain transfer and directed back to your old email account.
After a few days, ask your previous web host to cancel your account. Make sure you follow all of your previous host’s closing procedures, and leave cleanly. You will find that transfer should go smoothly and all parties will be more helpful.