How to Set Up Business Email

Quick answer: Create a mailbox such as you@yourbusiness.co.za at your email host, make sure the domain's MX, SPF, DKIM and DMARC records are correct, then add the mailbox to your phone and computer using IMAP so everything stays in sync.

Why use your own domain

"info@yourbusiness.co.za" looks established and trustworthy; a free webmail address looks temporary. Your own domain also means the address stays yours if you change providers, and you can create addresses for staff and roles such as accounts@ or bookings@.

How it works

Your domain's MX records tell the internet which server receives your email. That server holds the mailboxes. Your phone, computer or webmail connect to it to read and send mail.

Step 1: Create the mailbox

In your hosting control panel (often cPanel), create the email account, choose a strong password and set a storage quota. Create role addresses as forwarders or shared mailboxes if several people need them.

Step 2: Check your DNS

• MX pointing to your mail server
• SPF listing the servers allowed to send for your domain
• DKIM so your mail is signed
• DMARC telling other servers how to treat mail that fails checks

Missing records are the most common reason business email lands in spam. See DNS explained.

Step 3: Add it to your devices

Use IMAP, which keeps mail on the server and syncs it across every device. POP downloads mail to one device and usually removes it from the server, which causes missing emails when you use more than one device. Guides: phones, Outlook, Gmail.

Settings at a glance

Tip: Use a different strong password for every mailbox, and change it when a staff member leaves.