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A WordPress dashboard export is not a complete backup. To preserve a site for migration, account closure, ownership transfer, or long-term archiving, save four separate things: a WordPress content export, a database dump, the site files, and the hosting records that live outside WordPress. Keep the copies outside the old hosting account and verify that they can be opened before cancelling service.
The workflow below separates what WordPress can export from what your host, registrar, mail system, and billing portal manage. That separation is what makes a later restore possible instead of leaving you with an XML file that cannot recreate the site.
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What “preserve a WordPress site” actually includes
A usable archive has more than one layer. WordPress’s Advanced Administration Handbook states: “There are two parts to backing up your WordPress site: Database and Files.” The database contains posts and other structured settings; the files contain the software and uploaded assets. Hosting and account records are a third layer, generally managed in provider dashboards rather than in WordPress.
- Content export: a WXR (WordPress eXtended RSS) XML file that can be imported into another WordPress installation.
- Database backup: a dump such as
.sql,.gz, or.bz2that preserves the database used by the installation. - Website files: WordPress core,
wp-content, themes, plugins, uploads,wp-config.php, custom scripts, and other files in the site directory. - Hosting records: domains, nameservers, DNS entries, email settings, SSL details, redirects, scheduled jobs, service information, and account documents.
Each layer has a different restore method. The WXR importer handles content; a database client imports the database; SFTP, FTP, SSH, or a host backup restores files; and the receiving provider recreates DNS, mail, certificates, and account services.
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Export WordPress content with Tools → Export
Use the dashboard for a portable content file
Sign in as an administrator and open Tools → Export. Choose All content when you want the broadest standard export. WordPress includes posts, pages, comments, custom fields, terms, navigation menus, and custom post types in that selection. The screen also offers narrower filters, such as posts by category, author, or date.
- Open Tools → Export.
- Select All content, or apply the required post filters.
- Click the button to download the WXR XML file.
- Rename it with the site name and capture date, then store it outside the hosting account.
- Open the file or inspect its size and confirm that recent posts, pages, and other expected content are represented.
At a destination WordPress site, use Tools → Import and select the WordPress importer. The importer can create the content represented in the WXR file, but it does not recreate every setting, plugin, theme, or server configuration from the original installation.
Use WP-CLI when a shell is available
The WP-CLI command wp export creates WXR files without using the dashboard. Its command documentation explicitly says that WXR exports do not include site configuration or options and do not include the attachment files themselves. Run the command from the WordPress installation, collect every generated WXR file, and perform the same non-empty and recent-content checks as for a dashboard export.
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Multisite networks and plugins that store data outside normal WordPress content require additional checks. A WXR file should be treated as a portable content layer, not as proof that the entire installation can be rebuilt.
Why the XML file is not a full website backup
An XML export describes content for an importer. It does not contain the complete database, the uploaded media files, the active theme and plugins, configuration options, or host-level settings. Restoring only the XML can therefore produce a new site with posts and pages but missing images, design, plugin data, menus, or operational settings.
WordPress’s documentation distinguishes the database from the files because they are stored separately. A full recovery archive must preserve both and keep them tied to the same capture date. The WXR file is useful as an additional portability option, not a substitute for those two components.
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- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Export the database
Choose the host’s database tool
Use the database tool supplied by the host, commonly phpMyAdmin, or another supported database client. Select the database used by the WordPress installation and export it as a complete dump. Common documented formats include .sql, .gz, and .bz2.
- Identify the database name, user, and host in
wp-config.phpor the hosting panel. - Open the host’s database management tool.
- Select the WordPress database and choose its export function.
- Prefer a complete SQL export unless the host’s instructions require another format.
- Download the resulting file and record its capture date alongside the site files and WXR export.
The database dump contains structured WordPress data, but it does not contain the files in wp-content or the rest of the web directory. During a migration, the destination database credentials usually differ, so the new database name, user, password, and host must be entered in the destination’s wp-config.php.
Protect the dump
Database exports can contain personal data, comments, user records, integration settings, and other sensitive information. Store the dump in an access-controlled location, use encryption where available, and do not leave an unprotected copy in a public web directory.
Download the website files
Download the WordPress directory and its subdirectories with SFTP, FTP, SSH, a host backup feature, or a supported synchronization tool. The WordPress handbook specifically calls out wp-content and wp-config.php as important. Preserve the rest of the installation as well, including custom files and any server-level configuration that the site depends on.
Files that commonly matter
wp-content/themesfor the active and installed themes.wp-content/pluginsfor plugin code and, where applicable, plugin-created files.wp-content/uploadsfor media and other uploaded assets.wp-config.phpfor database connection details and installation-specific constants.- WordPress core files and directories, unless the receiving host will install a matching version separately.
- Custom scripts, verification files, rewrite rules, and other files placed in the web root.
Compressing the downloaded directory can make transfer easier, but retain an accessible copy of the original directory structure. Do not assume that a database export includes images, themes, plugins, or other files.
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cPanel can offer full-account or partial backups, and a full backup may be written to the account’s home directory or to supported remote destinations. Availability depends on the provider’s configuration and your plan. A host panel backup can be a convenient additional copy, but it should not be your only archive.
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cPanel documentation states: “You cannot automatically restore a full backup file in cPanel.” Automatic restoration may instead require WHM or assistance from the hosting provider. Download the backup to a location outside the account and ask the provider, in writing, how that file can be restored and what is included.
Even when a full account archive exists, inspect its scope. It may include mailboxes, databases, web files, and account settings, but the exact contents and restore procedure are provider-dependent. Keep independent copies of the database, files, WXR export, and records so that a change of host does not leave you dependent on the old host’s restore system.
Preserve domain, DNS, email, SSL, and account records
These records usually live outside the WordPress dashboard and may not be included in a WXR file or a normal file download. Capture them before transferring a domain, changing nameservers, or closing the hosting account.
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Domain and DNS inventory
- Every domain and subdomain associated with the site.
- Registrar name, renewal date or status, transfer lock status, and account identifier.
- Current nameservers.
- Complete DNS records, including A, AAAA, CNAME, MX, TXT, and any verification or service records.
- Redirects, parked domains, aliases, and delegated subdomains.
Save the DNS zone as readable text or a provider export when available. A screenshot alone can be difficult to search or recreate, so pair screenshots with a written record of each name, type, value, and relevant priority or TTL.
Email accounts and routing
List every mailbox, alias, forwarder, autoresponder, quota, and anti-spam setting. Identify which service stores the mail and whether existing messages must be retained or exported. A domain transfer does not automatically transfer email hosting; the receiving mail service must be configured separately, and MX records must point to it.
Before changing DNS, document the current MX and TXT records used for mail authentication or verification. After the move, send and receive test messages from representative accounts and confirm that forwarding and aliases still work.
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- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
SSL and web-server behavior
Record certificate names, issuing or renewal arrangements, expiration dates, installation requirements, and whether certificates are managed automatically by the host. Also capture HTTP-to-HTTPS redirects, nonstandard ports, rewrite rules, security headers, and any certificate files that you are legally and technically permitted to retain.
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Write down cron jobs, server-side scripts, environment variables, webhook endpoints, external API credentials, CDN settings, staging subdomains, and any other host-specific behavior. These details are easy to miss because they may not appear in WordPress or in the public site.
Plans, invoices, and payment history
From the hosting account, export or print to PDF the service plan, subscription details, account identifiers, invoices, receipts, and payment history. Loopia documents export categories that include files, databases, email, subscriptions, invoices, and payment history; that is an example of one provider’s process, not a universal menu or format. If your provider has no bulk export, save individual documents and a dated summary.
Which export route fits which recovery need?
| Archive item | Includes | How it is restored | Main limitation |
|---|---|---|---|
| WordPress WXR from Tools → Export | Posts, pages, comments, custom fields, terms, navigation menus, and custom post types selected in the export | Tools → Import on another WordPress site | Does not provide a complete database, site options, themes, plugins, or attachment files |
WP-CLI WXR from wp export |
WXR content equivalent to the command’s export scope | WordPress importer | Command documentation excludes site configuration/options and attachment files |
| Database dump | Structured WordPress database data in formats such as .sql, .gz, or .bz2 |
Import into a database on the destination host | Does not contain the site’s uploaded files, themes, or plugins |
| Downloaded site files | WordPress core, wp-content, uploads, themes, plugins, wp-config.php, and custom assets |
Upload or copy to the destination web directory | Does not automatically include the separate database |
| Host full-account backup | Scope varies by provider and plan; may include files, databases, mail, and account data | Provider, WHM, or another host-specific restoration process | cPanel cannot automatically restore a full backup within cPanel itself |
| Hosting-record archive | Domains, DNS, email, SSL, service details, invoices, receipts, and payment records that you captured | Manual recreation or provider-assisted setup | Usually managed outside WordPress and not guaranteed to move with the site |
End-to-end preservation procedure
1. Freeze the capture plan
Choose a date and time for the archive. If the site is active, note planned maintenance and decide whether content editing must pause during the final database export. A database dump and file copy taken far apart can represent different site states, so record the timing of each.
2. Inventory the installation
List domains, WordPress installations, multisite networks, databases, staging copies, mailboxes, subdomains, and third-party services. Confirm which database belongs to which site before exporting anything.
3. Create the WXR export
Use Tools → Export → All content, or run wp export. Download the XML, inspect its size, and check for recent content.
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4. Export the database
Use phpMyAdmin or the host’s supported database client. Save the complete dump and label it with the same site name and capture date as the files.
5. Copy the files
Download the WordPress directory, including wp-content, wp-config.php, uploads, custom files, and any required server configuration. Preserve permissions and directory names where the transfer method supports them.
6. Generate and download any host backup
If the provider offers a full or partial account backup, create it according to the provider’s instructions. Send it to a supported remote destination when appropriate, then download a copy outside the hosting account.
7. Capture non-WordPress records
Save DNS, domain, email, SSL, redirects, cron jobs, service details, invoices, receipts, and payment history. Export or print records using the provider’s available tools.
8. Organize and secure the archive
Use a dated folder such as site-name-2026-10-16 and place the WXR file, database dump, file archive, host backup, DNS text, email inventory, SSL notes, and account documents inside it. Keep at least one copy outside the old host. Restrict access to wp-config.php, database credentials, integration links, and billing documents.
9. Verify before closure
Confirm that every expected file exists, archives open without errors, the database dump is non-empty, the WXR contains current content, and the file archive includes uploads and the active theme and plugins. For a critical site, perform a test restore on a local or staging environment before deleting the live account.
Migrating and restoring the archive
General migration sequence
- Create the destination hosting account and an empty database.
- Upload the WordPress files, or install a matching WordPress version and replace the relevant files.
- Import the database dump into the destination database.
- Update
wp-config.phpwith the destination database name, user, password, and host. - Update the site URL and related settings when the domain or path changes.
- Recreate DNS, email, SSL, redirects, cron jobs, and other host-level settings.
- Test the front end, administrator login, media, forms, links, scheduled tasks, email delivery, and HTTPS before changing production DNS.
cPanel’s published WordPress migration sequence uses phpMyAdmin to export the database, transfers files, creates a new database, imports the backup, and then updates the site URL and database credentials. That guide targets a migration to cPanel and WHM; receiving hosts use different menus and requirements. It also warns that migrations can involve downtime, so follow the destination provider’s instructions rather than assuming identical controls.
Managed migration services
A provider may offer a managed move covering files, database, SSL/TLS, custom DNS, and email. Scope and technical limitations are provider-specific. Obtain the written scope, identify what you must supply, and confirm who changes DNS and verifies mail before relying on the service.
Common preservation mistakes and their fixes
- Mistake: keeping only the XML. Fix it by adding a database dump and a complete file copy.
- Mistake: assuming files contain the database. WordPress documentation answers “Usually no” when asked whether backing up files also backs up the database. Export both separately.
- Mistake: leaving the only copy in the old account. Download archives to storage you control before cancelling service.
- Mistake: forgetting uploads. Verify
wp-content/uploadsexists in the file archive and open representative media after a test restore. - Mistake: transferring a domain and expecting mail to follow. Recreate mail hosting and MX records separately, then test delivery.
- Mistake: trusting a cPanel full backup to restore itself. Ask whether WHM or host support is required and preserve independent component backups.
- Mistake: capturing DNS only as screenshots. Keep a searchable text inventory with record names, types, values, priorities, and TTLs.
- Mistake: exposing credentials in an archive. Encrypt sensitive files, limit access, and rotate credentials when a handoff or provider change makes that necessary.
When it is safe to close the old hosting account
Do not cancel while the only copy remains on the old host or while the destination is untested. Closure is safer after you have an external archive, a verified destination, working DNS and email, a valid certificate, and copies of invoices and account records needed for future ownership or tax questions. Keep the final capture date and a short inventory with the archive so another administrator can identify which database, files, and records belong together.
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