Business email setup, done properly the first time.
We set up professional email on your own domain, such as name@yourbusiness.com, and configure the authentication records that help your messages reach inboxes and make it harder for others to impersonate you.
Why it matters
- You use a free email address that looks less credible to customers.
- Your emails land in spam or are rejected.
- Nobody is sure who controls your domain and mailboxes.
- You are moving to a new provider and cannot afford to lose email.
What the setup includes
- 01
Plan the mailboxes
Who needs an address, which shared mailboxes you want and which aliases should forward where.
- 02
Set up the provider
We configure your chosen business email service and connect it to your domain.
- 03
Authenticate your domain
SPF, DKIM and DMARC records, which help receiving servers trust your mail. See our guide to SPF, DKIM and DMARC.
- 04
Move existing mail
Where you already have email, we plan the move so nothing is lost and there is no gap in delivery.
- 05
Hand over
Clear notes on how it is set up and who has admin access.
Google requires senders of more than 5,000 messages a day to Gmail accounts to set up SPF, DKIM and DMARC, and other senders need SPF or DKIM. Even for small senders it is the right foundation. See Google's email sender guidelines.
Choosing a business email provider
The two most common choices are Google Workspace and Microsoft 365. Both give you email on your own domain, shared calendars and file storage. The right one usually depends on the tools your team already uses, who needs to collaborate with you, and what you already pay for. We recommend one for your situation rather than pushing a default.
Setup checklist
- Confirm who owns and controls the domain and its DNS settings.
- Create mailboxes, shared mailboxes and aliases.
- Connect the provider to your domain with MX records.
- Publish SPF, enable DKIM and add a DMARC record, in that order.
- Turn on multi-factor authentication for every account.
- Test sending and receiving, including to major providers.
- Document the setup and who holds admin access.
The authentication records are explained in our guide to SPF, DKIM and DMARC. Google's DMARC setup guide notes that DMARC builds on SPF and DKIM, which must be enabled first.
Moving from an existing provider
- List every mailbox, alias and forwarding rule before changing anything.
- Copy existing mail across before the switch.
- Change MX records at a quiet time and confirm delivery straight away.
- Keep the old service running until you are sure nothing is missing.
Security basics
Business email is a common way in for attackers, so the setup matters. Multi-factor authentication, strong unique passwords and limited admin access are the foundation. The Canadian Centre for Cyber Security's baseline controls include strong user authentication, patching, backups and employee awareness training for small and medium organisations.
What you get
- Email on your own domain
- SPF, DKIM and DMARC configured
- A planned, safe migration of existing mail
- Admin access that stays with you
Related pages
- IT consultancy
Practical advice on the systems your business runs on, from email to security basics.
- Social media management
A steady, consistent social presence so people who check you out find an active business.
- SEO
Managed SEO that fixes what holds your site back and reports on enquiries, not just rankings.
Start with a free AI visibility check
In 30 minutes we look at how your business appears in Google, on maps and in AI assistants, and tell you what we would fix first. See what happens on the call.
Sources
Business email setup: common questions
Which email platforms do you set up?
We set up the main business email services, such as Google Workspace and Microsoft 365. We will recommend one based on how you work.
What are SPF, DKIM and DMARC?
They are DNS records that prove your email comes from you. DMARC tells receiving servers what to do with messages that fail the checks, and it builds on SPF and DKIM.
Will I lose my existing emails if I move?
Not if the move is planned. We migrate existing mail and switch delivery at a time that avoids gaps.
Who owns the domain and mailboxes?
You should. We set things up so your own account holds admin control, and we tell you what is where.
How long does setup take?
A simple setup can be done quickly. A migration takes longer because we plan it to avoid gaps in delivery. We agree the timeline once we know what you have.
Can I keep my existing email addresses?
Yes. We recreate the addresses you want on the new provider and move the mail.
Do I need DMARC if I only send a few emails?
It is still worth having. SPF, DKIM and DMARC help your messages reach inboxes and make it harder to impersonate your domain.
Who has admin control afterwards?
You do. We set it up under your own account and record who has access.