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How to change DNS records in IONOS so all emails go through Microsoft 365 Exchange Online

This is step 8 of our complete guide on how to migrate your emails to Microsoft Exchange Online. In this step we will be making changes to how your emails get routed. Instead of emails going via your current IMAP system (IONOS, 123-Reg) they will be routed through Microsoft Exchange Online.

During the updating of the DNS records there is a very, very small risk that someone might send you an email and it gets lost. But this is very rare. But if this is of concern to you then you can always do the switchover at a time of day when you don't usually get important emails (eg. early morning or late evening).

Tell any other users that they won't be able to send or receive emails..

1. Go to Microsoft 365 Admin Center page.

2. Go to Settings and then Domains and next to your domain it should say Incomplete setup.

3. Click on your Domain.

4. Click Continue setup.

 

DNS switchover - Step 1
DNS switchover - Step 2

Just like when we had to prove to Microsoft you owned your domain and there were options to get Microsoft to automatically add the correct TXT records to your DNs records if it was able to automatically login.

The same steps occur here. Microsoft can update the records as long as you give them permission to do this. This is achieved by logging into IONOS via Microsoft. Otherwise you will have to add the records manually.

 

DNS switchover - Step 3

If you have to add the DNS records manually these are the steps.

5. Login to your IONOS account, like we did back in Step 2 when we added a TXT record, and go to DNS settings.

Before deleting any DNS records it's a good idea to make a backup of them. Any MX records, copy and paste the Value into Notepad or Word.

We also recommend taking a screenshot of this page, just in case. Again this can be pasted into Word or Paint.

There should be only one MX record but if there's more than one delete them so you are left with one. With the one that is left, click Edit. On the Microsft 365 page copy the MX value into the IONOS page.

Click Save.

Click Add record

Click CNAME

For hostname enter autodiscover

For Points to enter autodiscove.outlook.com

We always recommend you copy values from Microsoft 365 page into IONOS.

click Save

Add another record and this time choose TXT.

Copy values from Microsoft 365 page

host Name is @

Value is v=spf1 include.....

Click Save

 

 

 

 

Add a new TXT record.

 

 

IONOS - DNS switchover - Step 1
IONOS - DNS switchover - Step 3
IONOS - DNS switchover - Step 4
IONOS - DNS switchover - Step 5

8. Double check the DNS records have all been entered correctly.

9. Once DNS records have been added go back to Microsoft 365 and click Continue

If successful then great. If not, then leave it for about 30 minutes to 1 hour and try again. It is just a case of having to wait for the DNS records around the world to update. Sometimes it can take 24 hours for all the DNS servers to update so don't worry if it keeps failing. It all depends on the hosting company. Some companies seem to be faster than others.

 

DNS switchover - Step 7

If successful then you can test your new email system.

10. Open the Outlook webmail like we did at the end of step 5 and send an email. Perhaps send an email to your personal Gmail or Hotmail account. Does it work? If so, send a reply. Does it arrive in the new inbox?

If so, then fantastic. If not then it's usually just a case of having to wait a bit longer for all those DNS records to update.

Once the test emails are working we want to manually check the DNS servers around the world and ensure they are pointing to the correct DNS records. It can take up to 24 hours for all DNS servers around the world to update to the correct values.

11. Go to https://dnschecker.org/

12. Enter your domain

13. Change dropdown to MX

14. Click Search

All DNS serves should match the DNS record you added earlier.

DNS switchover - Step 6

You have now successfully setup Microsoft Exchange Online so all new emails and outgoing emails will be going via Microsoft Exchange Online.

The next step is to finish migrating emails from your old IMAP system into Microsoft Exchange Online. We do this in MingrationWiz.