How to set up professional business email

If your business email is yourbusiness2024@gmail.com, you are quietly losing customers. It signals that the business is small or temporary, and for anything involving money — quotes, invoices, contracts — it makes people hesitate.

Professional email on your own domain (hello@yourbusiness.cm) costs very little and is included with every hosting plan.

Creating your mailboxes

In your control panel, find Email Accounts and create the addresses you need. Common ones worth having:

• hello@ or info@ — general enquiries
• sales@ — quotes and new business
• support@ — existing customers
• yourname@ — your personal business address

Set a sensible quota per mailbox (2–5 GB is plenty for most businesses) and use strong passwords — compromised email accounts are one of the most common ways businesses get defrauded.

The part everyone skips: deliverability

Creating a mailbox is easy. Making sure your mail actually reaches the inbox rather than the spam folder requires three DNS records. Without them, even legitimate mail from your own domain gets treated as suspicious.

SPF

Tells the world which servers are allowed to send email using your domain. Without it, anyone can forge messages from your address, and receiving servers distrust everything.

DKIM

Adds a cryptographic signature to your outgoing mail so receiving servers can verify it genuinely came from you and was not altered on the way.

DMARC

Tells receiving servers what to do when a message fails the SPF or DKIM checks — and can send you reports about attempted forgery.

One more thing: reverse DNS

Your server's IP address should have a PTR record pointing back to its hostname. This is set by whoever provides the server, not in your control panel. Without it, large providers like Gmail and Outlook are far more likely to reject or spam-filter your mail.

Reading your email

You have three options, and you can use all of them:

• Webmail — log in through your browser at yourdomain.com/webmail. Nothing to install.
• Phone — add the account to your phone's mail app using IMAP settings from your control panel.
• Desktop — Outlook, Thunderbird or Apple Mail using the same IMAP settings.

Always choose IMAP rather than POP3 so your mail stays synchronised across every device.

Habits that keep your domain trusted

• Never send bulk marketing from your normal business mailbox — use a proper email marketing service.
• Do not buy email lists. Complaints from unwilling recipients damage your domain's reputation permanently.
• Turn on two-factor authentication where available.
• Remove mailboxes for staff who leave rather than sharing passwords.