Set up email on your own domain: complete guide

Why email on your own domain?

An email address like info@yourbusiness.com looks more professional than a free address. It strengthens your brand and builds more trust with customers and partners.

Step 1: Register domain

If you don't have a domain yet:

1. Choose a domain name that fits your business
2. Register with a reliable registrar
3. Ensure access to DNS management

Step 2: Choose email provider

Option A: Via your hosting

Most hosting packages include email:

• Easy to activate
• No extra costs
• Limited features and storage

Option B: Microsoft 365 or Google Workspace

Professional solution:

• More storage (30-50GB)
• Office applications included
• Better spam filtering
• Cost: €5-12/user/month

Option C: Dedicated email provider

Like Zoho Mail or ProtonMail:

• Focus on email
• Often cheaper
• Privacy options

Step 3: Create mailboxes

At your chosen provider:

1. Log in to management panel
2. Go to email or user management
3. Create new mailboxes:
   • info@domain.com
   • name@domain.com
4. Set passwords

Step 4: Configure DNS

Set up MX records

MX records tell where email should go:

@ MX 10 mail.provider.com
@ MX 20 backup.provider.com

Add SPF record

Prevents spammers from abusing your domain:

@ TXT "v=spf1 include:spf.provider.com ~all"

Activate DKIM (optional but recommended)

Add the DKIM record your provider gives you.

Step 5: Configure email client

Webmail

Usually directly available via:

• mail.yourdomain.com
• webmail.provider.com

Outlook/Thunderbird

Manual configuration:

• Incoming: IMAP, mail.provider.com, port 993, SSL
• Outgoing: SMTP, mail.provider.com, port 587, TLS

Mobile

iOS and Android often detect settings automatically. Otherwise enter manually.

Step 6: Test

1. Send a test email to yourself
2. Send to an external address (Gmail, Outlook.com)
3. Check that replies arrive correctly
4. Test spam filtering with a test spam

Frequently asked questions

How long does setup take?

DNS changes can take up to 24 hours, but usually email is active within an hour.

Can I use multiple domains?

Yes, most providers support aliases or additional domains.

What if email lands in spam?

Check that SPF, DKIM and DMARC are correctly configured. This significantly improves your deliverability.

How many mailboxes do I need?

Start with a general address (info@) and personal addresses for employees. Aliases are often free.