7StartUp TeamShort answer: buy a domain (for example yourcompany.com), choose an email provider such as Google Workspace, Microsoft 365 or Zoho Mail, verify your domain with the provider, add the MX records they give you in your domain's DNS, then set up SPF, DKIM and DMARC so your emails reach the inbox. Create users like you@yourcompany.com and shared addresses like info@ and sales@. Most businesses are set up in a day.
Customers trust info@yourcompany.com far more than yourcompany123@gmail.com. A business email also keeps company emails in company hands when staff leave.
Step 1: Get a domain
If you have a website, you already have a domain. If not, register one from a trusted registrar in your company's name. See how to buy a domain name and web hosting.
Step 2: Choose an email provider
Google Workspace
Gmail on your domain, plus Google Drive, Meet, Calendar and Docs. Best for teams who already like Gmail. In India, the Starter plan has been listed at around ₹270 per user per month before GST. Check Google's current pricing, as plans and prices change.
Microsoft 365
Outlook on your domain, plus Word, Excel, Teams and OneDrive. Best for teams who work in Outlook and Microsoft Office every day.
Zoho Mail
An Indian-built, budget-friendly option with a simple admin panel and low per-user prices. Good for small teams that mainly need email.
Email that comes with hosting
Many hosting plans include basic email (cPanel or Hostinger mail). It is cheap, but deliverability, storage and mobile apps are usually weaker than the providers above.
Quick rule: choose Google Workspace if your team lives in Gmail and Drive, Microsoft 365 if it lives in Outlook and Excel, and Zoho Mail if budget is the main concern.
Step 3: Verify your domain
The provider asks you to prove you own the domain, usually by adding a TXT record in your domain's DNS settings at your registrar or at Cloudflare.
Step 4: Add MX records
MX records tell the internet where to deliver your email. Replace any old MX records with the ones your provider gives you. Changes usually work within an hour, sometimes up to 48 hours.
Step 5: Set up SPF, DKIM and DMARC
These three records are what keep your emails out of spam:
- SPF lists which servers are allowed to send email for your domain
- DKIM adds a digital signature that proves your emails are genuine
- DMARC tells receiving servers what to do with emails that fail the checks, and sends you reports
Major email providers now expect these records from businesses that send email, so do not skip them.
Step 6: Create users and shared addresses
- Create an account for each team member (you@yourcompany.com)
- Use aliases or groups for info@, sales@ and support@ instead of paying for extra users
- Turn on 2-step verification for every account
Step 7: Move your old emails
If you used another mailbox before, migrate old emails and contacts using the provider's migration tool, so nothing is lost.
Step 8: Set up phones and email signatures
Install the Gmail or Outlook app on everyone's phone, and create a consistent email signature with name, role, phone, website and logo.
Common mistakes
- Using a free Gmail address on your visiting cards
- Forgetting SPF, DKIM and DMARC, so emails go to spam
- Creating one shared password for everyone
- Letting the domain expire, which stops your email too
- Registering the domain in a developer's or employee's name instead of the company's
Frequently asked questions
Can I get a business email for free?
Some providers have offered free plans for a few users, and some hosting plans include email. For a growing team, a paid plan is more reliable and secure.
Will setting up email affect my website?
No. Email uses MX and related records. Your website keeps working normally.
Can I keep my Gmail and still use my domain?
You can send from a domain address through a regular Gmail account, but deliverability and security are much better with Google Workspace.
Why are my business emails going to spam?
Usually because SPF, DKIM or DMARC are missing or wrong, or because you send bulk emails from your normal mailbox.
Can you set it up for us?
Yes. Our Google Workspace & business email setup covers domain verification, DNS records, users, migration and security, and we set up Microsoft 365 too.
Want a professional email set up today? Contact us.
