Vodafone email shutdown: Steps for your business

A batch of common email addresses, including Paradise, ClearNet and Vodafone, will be switched off at the end of November when Vodafone stops offering email services.

Follow our step-by-step guide to get your business running smoothly with a new email account.

Email accounts affected

Vodafone will shut down between 200,000 and 250,000 email accounts after 30 November. Many of the people affected will be small businesses and sole traders — especially those who set up their accounts in the late 1990s or early 2000s.

If your email address is on this list, it will stop working after 30 November 2017:

  • clear.net.nz
  • es.co.nz
  • ihug.co.nz
  • paradise.net.nz
  • pcconnect.co.nz
  • quik.co.nz
  • vodafone.co.nz
  • vodafone.net.nz
  • wave.co.nz

So now is the time to set up a new email account, move all important messages and contacts, and update customers, suppliers and government agencies.

Update your details for this newsletter.

Update your details for this newsletter.

Click on the ‘Preferences’ button at the bottom of the business.govt.nz newsletter you’ve received and type in your new email address.

Choosing a new email service

Plenty of email providers offer a great service, but do your research before deciding. Google (Gmail) and Microsoft (Outlook.com) are popular — and free. Talk to friends, family and colleagues. What do they use? What do they like and not like about their email service? If you’re still unsure, try reading reviews online of potential email service providers.

To help you decide on a new email provider, some things you may want to consider are:

  • Do you like the look and feel of the service? Most are user friendly, but some may have features that suit you better than others.
  • Can you import your old Vodafone emails, attachments and contacts into the new email service?
  • What does it cost, if anything?
  • Are you comfortable with the terms and conditions, eg how the service provider may re-use your information?

Vodafone offers advice on how to import important information you want to keep, and services like Gmail and Outlook.com have the functionality to do this easily. See the steps below.

It’s also a good time to explore setting up your own domain name, which gives you customised email addresses ending in your business name. Big providers typically offer this paid option, eg a Gmail account that ends @yourbusinessname.nz rather than @gmail.com.

Steps to make the switch

Start working through these steps well before 30 November, to ensure you can transition to a new service before the cut-off date — some of the processes may take a few days.

  1. Set up a new email address. This process can be slightly different for each email provider. Luckily most offer pretty good support, either online or over the phone, to help you work through this. If you decide to use a domain name for email, eg niko@bestwebdesigns.nz, make sure you set this up too.
  2. Auto-forward old emails to your new address. Find the email Vodafone sent you. It may be in your inbox or in your spam folder — this happened to some of the people Vodafone contacted. Click the link to set up auto-forwarding. If you can’t find this email, look out for future messages from Vodafone — they’ll send reminders up until 30 November.

Auto-forwarding will take up to three business days to activate, so do this well before 30 November. It will work for free for at least 12 months or as long as you are a Vodafone customer.

Forward Vodafone emails automatically (external link) — Vodafone

  1. Download or import your emails and contacts. You probably have emails, contacts and attachments in your existing account that you don’t want to lose when it shuts down on 30 November.

If you visit a website to use email, eg webmail.vodafone.co.nz or paradise.net.nz, download important emails and contacts — or import these to your new email account — otherwise these will be lost after 30 November. If you use a mail program on your computer, eg Outlook, you won’t lose this information as it’s already downloaded onto your computer. But it’s still worth importing important messages and your contacts to your new email account.

Downloading emails:

  • Check if your email account allows its contents to be downloaded — some do not, including Paradise and Clearnet.
  • Follow the instructions on the Vodafone website.
  • This is done by email, so can take a long time if you have a lot you want to keep.

Download emails from Vodafone email services (external link) — Vodafone

Importing emails:

  • Check if your new email service provider allows you to import emails and contacts from another account.
  • Gmail and Outlook.com are among those offering this functionality.
  • Follow the instructions given by your new email service provider, either online or over the phone. This is likely to be an option given automatically when you set up your account.
  1. Update contact details on your website and marketing materials. This includes any social media accounts, eg if your business has a Facebook page.
  1. Tell your contacts — including government agencies — your new email address. And update any online services with your new email. Vodafone’s website has a checklist of businesses and organisations to tell, eg banks, electricity companies, Inland Revenue.

Checklist when changing your email (external link) — Vodafone

Case study

Beauty of email

For years Debbie has used the same email address for home and for her beauty products company Organic Beauty — debs21@hotmail.com. When her business takes off, Debbie realises she needs more professional-looking email addresses for work.

So she registers the domain name organicbeauty.co.nz, and sets up separate email addresses for sales (sales@organicbeauty.co.nz), admin and invoicing (accounts@organicbeauty.co.nz), and one for each staff member.

She sets up a website at organicbeauty.co.nz for local sales and also registers the domain name organicbeautynz.com to sell products around the world at a later date.

A registered domain name for emails helps creates a professional image.

A registered domain name for emails helps creates a professional image.

Examples include joe@tearoplumbing.nz or alex.zhou@nzbridalflowers.com.

Domain names (external link) — Digital Journey

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