Using an address at your own domain makes it easier to keep business conversations with your team as staff and tools change. Before creating mailboxes, plan the addresses, DNS records and migration so that messages keep flowing.
1. List people, roles and aliases
Decide who needs a personal mailbox and which shared addresses customers will use, such as sales@ or support@. An alias forwards to an existing mailbox; a shared inbox needs a clear owner and response process. Keep an inventory of the old addresses before moving providers.
2. Confirm who controls the domain and DNS
The DNS settings may be at the domain registrar, a hosting control panel or a separate DNS provider. Make sure your business can update records and that someone has recorded the current settings. Changing a website’s DNS can also affect email if mail records are missed.
3. Add the records supplied for your account
- MX routes incoming mail to the selected mail service.
- SPF identifies systems allowed to send on behalf of the domain. Check the existing SPF record before editing it.
- DKIM lets receiving systems verify a signature on outgoing mail. Use the selector and value given by your provider.
- DMARC tells receivers how to handle mail that fails authentication and can provide reports to the domain owner.
Copy the exact hostnames and values from your email provider’s setup screen. Example records from another company may break your mail. If you use a website form or newsletter service, include those senders in the authentication plan too.
4. Secure and test every mailbox
Use strong, unique passwords and multi-factor authentication where supported. Send a message to an outside address and reply to it. Test attachments, mobile access, webmail, password recovery and any website contact form that sends from your domain.
5. Migrate without losing correspondence
Keep the previous service available during the change. Back up mail that must be retained, confirm which folders and aliases will move, and tell staff when to switch devices. After DNS changes, test receiving from outside domains and check that replies still come from the correct address.
Keep improving delivery
Review bounced messages and authentication results before sending larger campaigns. Transactional notices, personal correspondence and marketing mail may need different sending arrangements. Give customers a clear way to contact you if a message is delayed.
Need email on your domain? Read about EmailDesk business email or ask Speed Host about setup or migration.