Start with a domain you own
A business email such as hello@yourbusiness.ca uses your own domain. Buying the domain does not necessarily create a working mailbox. Check whether your website host includes email or whether you need a separate mail provider.
Use business-controlled accounts for the domain and mail administration. Record recovery details and renewals so someone leaving the business doesn't take access with them.
Step 1: Choose addresses and a mailbox arrangement
Pick a simple public address such as hello, enquiries or your name. Decide whether several people need individual accounts or access to a shared inbox. Ask the provider how aliases, shared mailboxes and forwarding work; they are not always interchangeable.
Compare the features you need: storage, phone access, account recovery, spam handling and compatibility with your existing tools. Check the current plan's costs and terms before signing up.
Step 2: Verify your domain and create the mailbox
Follow the chosen provider's setup process to prove domain ownership and create the intended accounts. The provider may ask you to add a verification record to DNS, the domain's connection settings.
If the domain already receives email, inventory existing mailboxes, aliases and stored messages before changing providers. A new mailbox doesn't automatically bring old messages with it.
Step 3: Connect incoming mail
Your provider supplies the MX records that direct incoming messages. Use its exact current instructions, including priorities and destination values. Don't copy another business's settings or remove unrelated website records.
For example, Google Workspace's setup flow explains how to activate Gmail and connect its MX records. The values and steps should come from your own provider's instructions. Google Workspace MX setup.
Step 4: Authenticate outgoing messages
Follow the provider's SPF and DKIM setup instructions. These help receiving services check that your messages came through approved systems. Include legitimate senders such as your website form or mailing platform in the setup plan.
Then follow the provider's DMARC rollout guidance. Start by understanding and monitoring your senders before enforcing a policy that might reject legitimate messages. Don't paste a strict policy from an unrelated tutorial. SPF, DKIM, DMARC rollout.
Step 5: Protect access and test both directions
Enable multifactor authentication where available, keep recovery details current and avoid sharing a login between unrelated users. Set up your phone or email app using the provider's instructions.
Send a test to an external address you control, reply from it and confirm both messages arrive. Test your website enquiry form separately. Check spam folders and the provider's authentication diagnostics if messages are missing.
Email checklist
Next step
Add the working email address to your website and business materials.