How to set up email with your own domain

An email with your own domain is an address that carries your brand’s name after the @, like hello@yourbusiness.com, instead of the name of a free service. It’s one of those small details that can change a lot about how people see you: every message you send strengthens your brand and reassures whoever receives it.

In this article we explain which mailboxes are worth creating, what you need to have them and how to set them up so they work properly from day one.

Which mailboxes to create

There’s no single rule, but most businesses combine two kinds of addresses.

Personal mailboxes

They use the name of each team member, like john@yourbusiness.com or maria.lopez@yourbusiness.com. They’re useful for dealing directly with clients and suppliers.

Mailboxes by department

They stand for a role rather than a person, so they keep working even when the person looking after them changes.

• contact@ or hello@, for general inquiries.
• sales@, for quotes and orders.
• billing@, for invoices and payments.
• support@, for customers who have already bought.

Why it’s worth it

• It conveys professionalism and builds trust from the first contact.
• Your messages are less likely to end up in spam.
• The address is yours: if you switch providers, you keep it.
• It lets you organize communication by department as your business grows.

How to set it up in four steps

1. Register your domain

If you don’t have one yet, choose a name that’s short, easy to say over the phone and free of hyphens. Register it in your own name or your company’s, never in someone else’s.

2. Choose where your email will live

You have two options. Many hosting plans include mailboxes, which is handy if you’re just starting out. The alternative is a specialized service like Google Workspace or Microsoft 365, which also adds a calendar, shared documents and a very complete mobile app.

3. Create the mailboxes

In your provider’s dashboard you choose the name of each mailbox, that is, the part before the @, and set a strong password. If several people will use the same address, check whether the service lets you share it or forward it.

4. Set it up on your devices

You can read your email in the browser or add it to the app you already use on your computer and phone. Your provider gives you the connection details, and in most cases all you need to enter is the address and the password.

The records you can’t skip

For your emails to reach their destination, your domain needs a few DNS records. They may sound technical, but your provider tells you which ones to use and you only set them up once.

• MX: tells the internet which server should receive the emails sent to you.
• SPF: lists the servers authorized to send email on behalf of your domain.
• DKIM: adds a signature to each message to prove it wasn’t altered along the way.
• DMARC: defines what to do with emails that fail the previous checks.

Frequently asked questions

Can I use Gmail with my own domain?

Yes, through Google Workspace. You keep the same Gmail interface, but with your professional address.

How many mailboxes can I create?

It depends on your plan. Some hosting services include unlimited mailboxes, while specialized services usually charge per user.

Will I lose my emails if I switch providers?

No, as long as you migrate the mailboxes before changing your domain’s records. It’s a step worth planning ahead.