Switching from KPN mail: step-by-step migration

You have been using your @kpn.nl or @kpnmail.nl address for years and you are thinking about switching to a professional alternative. Smart move! In this article we walk you step by step through migrating to your own email hosting at Theory7: from safely moving your old KPN emails to setting up your new email address.

Why switch from KPN mail to Theory7

Many people consider switching because of:

• Provider dependency - If you cancel your KPN internet, you lose your email address. With Theory7, you are the owner
• Professional image - @kpn.nl looks less businesslike than @yourcompany.nl
• Limited functionality - KPN offers 5GB of storage, mediocre spam filtering and slow servers. Theory7 offers up to 50GB, advanced spam filtering and fast Dutch servers
• Privacy - With free services it is unclear what happens to your data. Theory7 does not scan emails for advertising
• Reliability - KPN outages happen regularly. Theory7 offers a 99.9% uptime guarantee

Theory7 vs KPN mail: the differences

Before you start: preparation

Step 1: take stock of your usage

Answer these questions:

• With how many services is your KPN address registered? (online stores, social media, banks)
• How many GB of email do you have stored?
• Are there important emails you absolutely want to keep?
• How many contacts are in your KPN address book?

Step 2: choose your Theory7 email plan

Theory7 offers three plans, all with Dutch servers, SPF/DKIM/DMARC and a 30-day money-back guarantee:

Tip: With Email Basic and higher, MailSwitch is included for free, so Theory7 moves all your KPN emails over automatically.

Step 3: register your new domain

If you choose your own domain, you need to register it first. Popular options:

• yourfirstname.nl
• familyname.nl
• yourcompany.nl

Migration option 1: Theory7 MailSwitch (recommended)

The easiest way to switch is with MailSwitch. Theory7 handles the entire migration for you.

How MailSwitch works

1. Order your email plan at theory7.net/en/create-email
2. Request MailSwitch through your customer panel or support
3. Provide your login details - your KPN email and password, plus your new Theory7 details
4. We do the rest - within 3 business days all your emails, folders and contacts are moved over

MailSwitch costs

What gets moved over

• ✅ All emails from all folders
• ✅ Folder structure (Inbox, Sent, your own folders)
• ✅ Contacts/address book
• ✅ Any drafts
• ❌ Calendar items (KPN webmail has no calendar)

Migration option 2: move your email yourself with an email client

Want to do it yourself? With an email client such as Thunderbird, you can copy your emails manually.

Step 1: install Thunderbird

Download Mozilla Thunderbird for free at thunderbird.net.

Step 2: add your KPN account

• Incoming server: imap.kpn.com (port 993, SSL)
• Outgoing server: smtp.kpn.com (port 465, SSL)
• Username: your full @kpn.nl address

Step 3: add your Theory7 account

After ordering your plan, you receive the server details. The default for Theory7:

• 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 emails

1. Wait until Thunderbird has downloaded all your KPN emails
2. Select emails in your KPN account
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 emails for stability.

Migrating contacts

Exporting from KPN webmail

1. Log in to KPN webmail (mijn.kpn.com → webmail)
2. Go to Contacts / Address book
3. Look for the export option ("Exporteren" or "Downloaden", meaning Export or Download)
4. Choose a format: vCard (.vcf) or CSV
5. Save the file on your computer

Importing into Theory7 webmail (Roundcube)

1. Log in at webmail.yourdomain.nl
2. Go to Contacts / Address book
3. Click Import
4. Upload your .vcf or .csv file
5. Check that all contacts were imported correctly

Setting up forwarding (transition period)

During the transition you do not want to miss any email. Set up forwarding so that email sent to your old KPN address automatically goes to your new Theory7 address.

Setting up forwarding in KPN webmail

1. Log in at mijn.kpn.com → webmail
2. Go to Settings → Mail → Forwarding
3. Enter your new email address (e.g. you@yourdomain.nl)
4. Choose whether you want to keep a copy in your KPN inbox
5. Save the setting

Important: Forwarding only works as long as your KPN subscription is active.

Updating your accounts

This is the most time-consuming part. Everywhere you used your KPN address, you need to enter your new address.

Priority 1: financial and identity

• Banks (ING, Rabobank, ABN AMRO)
• Insurers
• Dutch Tax Administration (MijnOverheid)
• DigiD
• Pension fund

Priority 2: everyday use

• Social media (Facebook, LinkedIn, Instagram)
• Online stores (bol.com, Coolblue, Amazon)
• Streaming services (Netflix, Spotify)
• Subscriptions and newsletters

Priority 3: less urgent

• Forums and communities
• Old accounts you rarely use
• Loyalty programs

Tip: Make a list and work through it a bit each evening. Don't try to do everything at once.

Setting up email on your devices

Theory7 server settings

After creating your email account, you get these details:

Username: your full email address (info@yourdomain.nl)

Setting up iPhone/iPad

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

Setting up 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. Complete the setup

Test your new setup

Before you let go of your KPN address:

• Send a test email to your new address
• Send a test email from your new address
• Check that forwarding works
• Verify that important contacts have your new address
• Test the mail app on your phone with the new account

Timeline for a smooth migration

Frequently asked questions

Can I keep my KPN emails after canceling? No, when you cancel your KPN subscription you lose access. That is why you should move everything to your Theory7 mailbox beforehand.

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

Can I create multiple email addresses? Yes! With Email Starter you get 10 addresses, with Basic 35 and with Medium 100. You can create addresses such as info@, contact@ and personal names.

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

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