The high competition among providers and the increasing performance of hardware lead to continuously decreasing prices for web hosting and servers. However, in some cases, only new customers benefit from these lower prices. Therefore, it can be advisable to switch web hosts, especially with older contracts. Fortunately, this is easier and involves less technical effort than many customers assume.
It is crucial to plan this process in advance and carefully, ensuring all deadlines are met. This is the only way to safely switch providers without risking unpleasant downtime for a website. Our checklist helps to stay organised and complete all steps in a timely manner.
Important Points Before Switching Providers
Switching providers is also an excellent opportunity to optimise your online presence and carry out a "virtual clean-up." Often, when planning a project, additional domains are purchased that end up not being used. Alternatively, an expansion may be planned, requiring the integration of new domains or redirects. The desired package should also be carefully reviewed: Is the offered storage space and bandwidth really needed? Could a cheaper offer suffice, or are resources slowly running low?
Some contracts have relatively long terms of more than 12 months and renew automatically. Therefore, to switch VPS hosting providers, the old contract must be terminated in good time to avoid incurring duplicate costs. The setup of the new web hosting usually takes place promptly - sometimes even within minutes. However, this is not always the case. When the provider switches are done manually, public holidays and weekends must be taken into account.
How does a web hosting provider switch work in practice?
Domains are managed by the nameservers and assigned to an IP address and thus a physical server. When domain owners switch to a new web hosting provider, the new provider changes the entries in a nameserver to redirect new requests to their servers. These changes are picked up by other higher-level nameservers at short intervals.
To make a change, the client needs an authorization code - Auth stands for Authorization. To switch providers, the customer must first instruct the new provider to handle the switch. They then request the old provider to send them the Auth code, which the old provider is obliged to do. The customer then sends this code to the new web hosting provider they wish to switch to. The web hosting provider then submits an application to the relevant Internet address allocation authority (NIC). The additional requirements depend on the domain extension. For .ME, .NL, and .EU addresses, for example, the domain owner also receives a special FOA email (Form of Authorization) which requests the Auth code again and confirms the owner's intention to switch to the new provider.
This process is also known in Germany as KK application (Connectivity Coordination Application), internationally as ChProv (Change Provider = switch web host). The switch can only be requested by authorised persons, including the domain owner and a specifically named administrator (Admin-C). Some hosts also offer the option to request an Auth-Code through their customer login.
How does the data migration work when changing providers?
The data migration when changing web hosting providers can be a complex task as it involves multiple steps: transferring files, databases, emails, and ensuring the availability of domains. To ensure a smooth transition, the following aspects should be considered:
1. Migration of Website Data
Website data includes files, scripts, images, and other content stored on the current hosting server. The process is as follows:
- Create a backup of files: Firstly, a complete backup of the website should be created. This can be done manually using an FTP client like FileZilla by downloading all files from the old server. Many hosting providers also offer integrated backup functions in the Control Panel.
- Transfer data to the new server: After the backup, the data is uploaded to the new server, also via FTP or the new provider's corresponding tool.
- Adjust file permissions: After the upload, it is important to ensure that the file permissions are set correctly for scripts and applications to function as intended.
2. Transfer of Databases
Databases are often the core of a dynamic website, e.g. in Content Management Systems like WordPress. The migration occurs in these steps:
- Export the database: The database is exported using tools like phpMyAdmin or the Control Panel of the current provider and saved as a file (e.g. SQL file).
- Import at the new provider: The new provider also offers tools like phpMyAdmin to import the exported database. It is important to update access details such as username and password on the new server.
- Adjust configuration files: For CMS like WordPress, the wp-config.php file needs to be modified to point to the new database.
3. Domain Migration
A crucial step is the transfer of the domain to the new provider. This process is as follows:
- Initiate domain transfer: The old provider will provide an Auth-Code (Authorization Code) to release the domain. This code needs to be entered with the new provider.
- Update DNS settings: After the transfer, the DNS settings (Nameservers) need to be adjusted with the new provider to ensure the domain points to the new server.
- Wait for propagation: It may take up to 48 hours for the new DNS settings to be globally adopted. During this time, the website may temporarily be unreachable if no interim solution is set up.
4. Migration of Emails
Email accounts and messages also need to be transferred to the new server. This is done in several steps:
- Backup emails: Emails are backed up either through the webmail interface or using an email program like Outlook or Thunderbird. The export option allows saving the emails on a local device.
- Create new email accounts: The same email accounts are set up with the new provider.
- Transfer messages: The old emails can be imported manually or through special tools like IMAPSync, which handles the synchronization between the old and new server.
- Change DNS and MX records: Here too, the DNS and MX records need to be adjusted so that the new server manages the emails.
5. Testing the New Environment
After the migration, it is important to test all functions before finalizing the move:
- Check the website: Ensure the website functions as expected and all content is displayed correctly.
- Email testing: Verify if emails can be sent and received.
- Install SSL certificate: If the website uses an SSL certificate, it needs to be set up on the new server.
A provider switch requires careful planning and implementation to avoid data loss or downtime. Many providers assist customers with migration, often even free of charge. Alternatively, specialised tools and services can be used to make the switch even easier. Thorough testing of the new environment ensures that the website and email services function smoothly after the switch.
Web hosting with migration service as an alternative
Transferring a website can be technically challenging, especially for those with little experience in servers and databases. Many web hosting providers therefore offer a so-called migration service that takes care of the entire process and enables a stress-free migration. This alternative is particularly suitable for those who want to save time or feel unsure about handling technical details.
What does a migration service include?
The scope of the migration service varies depending on the provider but generally includes the following services:
- Data migration: Providers transfer all website files and databases from the current server to the new one.
- Domain transfer: The new host takes care of transferring the domain, including requesting the Auth-Code and setting up the DNS settings.
- Email migration: Email accounts and messages are also transferred to prevent any data loss.
- SSL certificates: If SSL certificates are used, the provider assists with transferring or setting up new certificates.
- Website testing: After the migration, the website's functionality is checked to ensure everything is running smoothly.
Some hosting providers offer the migration service as a free additional service. This is particularly attractive for new customers as they not only save time but also do not incur any additional costs. If the migration service is not free, hosts often charge a flat fee, which varies depending on the complexity and type of website. This option is especially suitable for complex projects such as online shops or highly customised websites that require more effort to migrate.
Advantages of a migration service
- Time-saving: The migration is carried out by experts, allowing the customer to focus on other tasks.
- Security: Professional providers minimise the risk of data loss or downtime.
- Convenience: The host takes care of all technical details, including setting up the new environment.
A web hosting migration service is a convenient and secure alternative, especially for less technically savvy users. Providers offering a free migration service can further facilitate the switch and are an interesting option for those looking to move to a new host without much hassle. Before making the switch, it's worth comparing different providers and their migration conditions to find the right offer.
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