Migrate from Hotmail to your own domain: complete guide

You want to come across as more professional with an email address on your own domain instead of @hotmail.com or @outlook.com. Smart move! In this article we walk you through the complete migration process to Theory7: from choosing a domain to safely moving all your old mail with MailSwitch.

Why switch from Hotmail to Theory7

An email address on your own domain at Theory7 offers concrete advantages over Hotmail:

Professional image

Research shows that 85% of business recipients consider a @hotmail.com address less professional.

Ownership and control

• Hotmail: Microsoft sets the terms, can suspend your account and scans your mail for advertising
• Theory7: You are the owner, no ad scanning, no arbitrary blocks

Better deliverability

Mail from your own domain with SPF/DKIM/DMARC arrives more reliably. Theory7 configures this automatically with every plan. Hotmail struggles with reputation problems caused by spam abuse.

Theory7 vs Hotmail comparison

Step 1: choose your domain name

Your domain name is your digital identity. Choose it carefully:

For personal use

• firstname-lastname.nl (jan-devries.nl)
• lastname.nl (devries.nl)
• initials-lastname.nl (j-devries.nl)

For business use

• companyname.nl
• abbreviation.nl
• descriptive.nl (webdesign-amsterdam.nl)

Tips for choosing

• Keep it short and easy to spell
• Avoid hyphens and numbers where possible
• Check whether the matching social media handles are available
• In the Netherlands, .nl is the most trusted extension

Step 2: choose your Theory7 email plan

Theory7 offers three plans, all including SPF/DKIM/DMARC, Roundcube webmail and Dutch servers:

Recommendation: Email Basic is the best choice for most users. You get enough addresses for info@, contact@ and personal mail, and the migration of your Hotmail is included for free.

Step 3: order your plan at Theory7

The ordering process

1. Go to theory7.net/en/create-email
2. Choose your plan (Basic recommended for free MailSwitch)
3. Enter the domain name you want or link an existing domain
4. Fill in your details and complete the order
5. You immediately receive your login details by email

After ordering

Within a few minutes you receive:

• Login details for your client panel
• Webmail address (usually webmail.yourdomain.nl)
• Server settings for your phone and computer
• Instructions for requesting MailSwitch

Step 4: migrate with MailSwitch (recommended)

The easiest way to switch. Theory7 handles the full migration for you.

How MailSwitch works

1. Request MailSwitch through your client panel or support@theory7.net
2. Provide your login details - Hotmail email address and password (or app password if you use 2FA)
3. Provide your new details - Theory7 email address and password
4. We do the rest - everything is moved within 3 business days

What MailSwitch moves

• ✅ All emails from all folders
• ✅ Folder structure (Inbox, Sent, Drafts, your own folders)
• ✅ Contacts/address book
• ✅ Any drafts
• ❌ Calendar items (can be migrated separately if needed)

Requesting MailSwitch

Send an email to support@theory7.net with:

Subject: MailSwitch request

Old account (Hotmail):
- Email address: yourname@hotmail.com
- Password: [your password or app password]

New account (Theory7):
- Email address: yourname@yourdomain.nl
- Password: [your Theory7 password]

If you use 2FA on Hotmail: Create an app password in your Microsoft account settings (account.microsoft.com → Security → App passwords).

Alternative: migrate it yourself with Thunderbird

Want to do it yourself? You can with Mozilla Thunderbird (free).

Step 1: install Thunderbird

Download it from thunderbird.net - available for Windows, Mac and Linux.

Step 2: add your Hotmail account

• Incoming server: outlook.office365.com (port 993, SSL)
• Outgoing server: smtp.office365.com (port 587, STARTTLS)
• Username: your full @hotmail.com or @outlook.com address

Step 3: add your Theory7 account

• Incoming server: mail.yourdomain.nl (port 993, SSL)
• Outgoing server: mail.yourdomain.nl (port 465, SSL)
• Username: your full new email address

Step 4: copy your mail

1. Wait until Thunderbird has downloaded all your Hotmail mail
2. Select the messages in your Hotmail account (Ctrl+A for all)
3. Drag them to the folder you want in your Theory7 account
4. Thunderbird copies everything automatically over IMAP

Tip: Do this one folder at a time and in batches of 100-500 messages for stability.

Migrating contacts

Exporting from Hotmail

1. Go to outlook.live.com
2. Click the People icon (top left, next to Mail)
3. Click "Manage contacts" → "Export contacts"
4. Choose "All contacts"
5. Download the CSV file

Importing into Theory7 Roundcube

1. Log in at webmail.yourdomain.nl
2. Click "Contacts" in the left column
3. Click "Import" (at the top)
4. Upload your CSV file
5. Click "Import"
6. Check that all contacts were imported correctly

Setting up forwarding

During the transition period you don't want to miss any mail.

Setting up forwarding in Hotmail

1. Go to outlook.live.com → Settings (gear icon, top right)
2. Click "View all Outlook settings"
3. Go to Mail → Forwarding
4. Turn on forwarding
5. Enter your new Theory7 email address
6. Optional: keep a copy in Hotmail
7. Click "Save"

Test the forwarding

Send a test email from another account to your Hotmail address and check whether it arrives at your Theory7 address.

Updating your accounts

The most time-consuming part: entering your new address everywhere.

Week 1: critical accounts

• Bank and finances
• Government (DigiD, Belastingdienst, the Dutch tax authority)
• Insurance
• Employer

Week 2: everyday use

• Social media (Facebook, LinkedIn, Instagram)
• Online stores (bol.com, Coolblue, Amazon)
• Streaming services (Netflix, Spotify)
• Phone/internet provider

Weeks 3-4: everything else

• Newsletters (or unsubscribe)
• Old accounts
• Forums and communities

Tip: Many sites send a confirmation email when you change your address. Check your inbox regularly.

Setting up email on your devices

Theory7 server settings

Username: your full email address

iPhone/iPad

1. Settings → Mail → Accounts → Add Account
2. Choose "Other"
3. Enter your name, email address and password
4. Enter the server details
5. Save

Android

1. Open the Gmail or Mail app
2. Add account → Other
3. Enter your email address and password
4. Choose IMAP
5. Enter the server details
6. Finish the setup

Outlook/Thunderbird on your computer

1. Add an account
2. Enter your email address
3. Enter the server details manually
4. Test sending and receiving

Common mistakes

Closing your Hotmail account too soon

Keep your Hotmail account active with forwarding for at least 6 months. There will be accounts you forgot that still send mail to your old address.

Not making a backup

Always make a full backup before you start. With MailSwitch you don't need to worry about this - we copy everything without deleting anything.

Weak password

Your new professional email deserves a strong, unique password. Theory7 Roundcube works with all password managers.

Timeline for your migration

Frequently asked questions

Can I keep my Hotmail address alongside my new address? Yes, you can use both side by side. Set up forwarding from Hotmail to your Theory7 address so you don't miss anything.

What if I no longer know my Hotmail password? Reset your password through account.live.com before you request MailSwitch. You need access to your Hotmail for the migration.

How much does switching to Theory7 cost? Email hosting starts at €0.49/month. A .nl domain costs roughly €8-15 per year. With Email Basic (€2.49/month), MailSwitch is included for free.

How long does migration with MailSwitch take? On average 1-3 business days, depending on the amount of mail.

Can I have multiple email addresses on my domain? Yes! Email Starter gives you 10 addresses, Basic 35 and Medium 100.

What if I need help? Theory7 support is available 7 days a week. Our Dutch team is happy to help you by chat, email or phone.