Table of contents
Email migration issues are rarely caused by the email platform itself.
In most cases, problems happen because DNS and email authentication records are misunderstood or changed at the wrong time.
When businesses migrate to Google Workspace, MX, SPF, DKIM, and DMARC play a critical role in email flow and deliverability.
This guide explains these records in simple terms and why handling them correctly during migration matters.
Why DNS Plays a Critical Role in Email Migration
DNS controls where emails are delivered. During migration, even a small mistake in DNS can cause:
- Emails bouncing or going missing
- New emails landing in spam
- Split delivery between old and new servers
- Temporary email outages
This is why DNS changes should be planned, not rushed.
What Are MX Records (And Why Timing Matters)
MX (Mail Exchange) records tell the internet where to deliver incoming emails.
During migration:
- MX records should not be changed at the beginning
- Emails must be migrated first
- MX should be switched only at go-live
Changing MX records too early is the most common cause of email loss during migration.
Understanding SPF, DKIM & DMARC (In Simple Terms)
These records help receiving servers trust your emails.
SPF (Sender Policy Framework)
Defines which servers are allowed to send emails for your domain.
Incorrect SPF can cause emails to land in spam.
DKIM (DomainKeys Identified Mail)
Adds a digital signature to outgoing emails.
Missing DKIM can affect trust and delivery.
DMARC
Tells receiving servers how to handle emails that fail SPF or DKIM checks.
Incorrect DMARC can cause legitimate emails to be rejected.
After migration, these records must be reviewed and updated to match Google Workspace.
DNS Providers Commonly Involved in Migration
We frequently handle DNS changes on:
- GoDaddy
- Cloudflare
- cPanel DNS
- Plesk DNS
- Hosting-based DNS panels
Each provider behaves differently, especially with propagation timing and record priority.
How DNS & Authentication Are Handled Safely During Migration
A safe migration follows this approach:
- Audit existing DNS records before migration
- Migrate emails first without changing MX
- Switch MX records at go-live, not earlier
- Update SPF, DKIM, and DMARC after migration
- Monitor delivery and propagation closely
This sequence prevents email loss and delivery issues.
Common DNS & Email Authentication Mistakes
Many SMBs face problems when they:
- Change MX records too early
- Copy SPF records incorrectly
- Enable DMARC without validation
- Ignore DKIM setup after migration
- Assume DNS propagation is instant
These mistakes often lead to spam issues or missing emails.
Why SMBs Should Not Handle DNS Changes Casually
DNS and email authentication directly impact:
- Business communication
- Customer trust
- Email deliverability
- Domain reputation
Even a short misconfiguration can take days to diagnose and fix.
This is why DNS handling should be part of a professionally planned email migration, not an afterthought.
How ManagedInbox Handles DNS & Email Authentication
ManagedInbox specializes in Google Workspace email migration for startups and SMBs, with strong DNS expertise.
- DNS audit before migration
- Safe MX switch at the right time
- Proper SPF, DKIM, and DMARC setup
- Monitoring during DNS propagation
- 30 days post-migration support
Our goal is to ensure your email keeps working and reaches inboxes after migration.
Planning an Email Migration to Google Workspace?
If you’re migrating email and want to avoid delivery issues or downtime, proper DNS handling is essential.
Start Your Free Consultation