How to set up business email with your own domain

What is a custom-domain business email address?

A custom-domain email address uses a domain name that belongs to your business.

For example, if your business owns yourbusiness.co.uk, you could create addresses such as:

• hello@yourbusiness.co.uk
• accounts@yourbusiness.co.uk
• support@yourbusiness.co.uk
• jane@yourbusiness.co.uk

The part after the @ symbol is your domain.

Using your own domain means your email identity can remain consistent even if you change email providers in the future, although moving providers may require mailbox migration and DNS changes.

What do you need to get started?

You'll generally need three things.

1. A domain name

This is the internet address your business owns, such as yourbusiness.co.uk.

You can register a domain through a domain registrar. If you already have a business website, you may already own a suitable domain.

2. An email hosting provider

An email hosting provider operates the systems that send, receive and store email for your domain.

Providers offer different storage allowances, security features, administration tools and subscription models.

3. Access to your DNS settings

DNS, or the Domain Name System, tells internet services where to find the systems associated with your domain.

Your DNS settings are usually managed through your domain registrar or DNS hosting provider.

You'll need access to these settings to connect your domain to your email provider.

Step 1: Choose an email hosting provider

Start by deciding what your business needs.

Consider the number of employees, mailbox storage, custom-domain support, shared mailboxes, security controls and whether you need calendars or other productivity tools.

It's also worth checking the provider's data handling, support arrangements and compatibility with your preferred devices.

A low monthly price isn't necessarily the best value if essential features are missing.

Step 2: Add your domain

After creating an account with your chosen provider, look for an option to add a custom domain.

Enter the domain you own.

The provider will usually ask you to verify ownership before allowing you to configure email services.

This prevents someone else from claiming a domain they don't control.

Step 3: Verify domain ownership

Many providers use a DNS TXT record for verification.

You'll receive a record name and value to add to your DNS settings.

The exact record varies by provider.

Once the record is published, return to the email provider and complete verification.

DNS changes can take time to become visible, depending on caching and the provider's verification process.

Step 4: Prepare your mailboxes

Before changing incoming delivery, create the email addresses your business needs with the new provider.

For a small business, you might start with a personal mailbox for each employee and a general address for enquiries.

Depending on your provider, addresses such as info@ or support@ may be configured as shared mailboxes, aliases or separate user accounts.

These arrangements aren't interchangeable, so check how your provider handles access, storage and billing.

Step 5: Configure your email DNS records

Email hosting relies on several DNS records.

MX records: Receiving email

Mail Exchange (MX) records tell other mail systems which servers accept incoming email for your domain.

Your provider will supply the correct destination and priority values.

SPF: Authorised sending systems

Sender Policy Framework (SPF) is a DNS-based mechanism used to identify which systems are authorised to send email on behalf of your domain.

SPF is typically published as a TXT record.

Publish only one SPF policy record at each DNS name, combining authorised senders into that policy. SPF checks the envelope-sender or HELO domain; it does not, on its own, authenticate the visible From address.

DKIM: Message authentication

DomainKeys Identified Mail (DKIM) allows receiving systems to verify a cryptographic signature associated with an email message.

Your provider may supply one or more DNS records to enable DKIM signing.

DMARC: Domain-level email policy

Domain-based Message Authentication, Reporting and Conformance (DMARC) helps domain owners define how receivers should handle messages that fail relevant authentication and alignment checks.

It can also provide reporting about authentication results.

For a new configuration, begin with a policy appropriate to your environment and increase enforcement once legitimate sending sources have been identified and tested.

DNS records at a glance

Your email provider should give you the exact records required.

Step 6: Test sending and receiving

Before using your new email addresses publicly, test them.

Send a message to an external address, such as an existing personal inbox, and check that it arrives.

Reply to the message and confirm that your new business mailbox receives it.

Also check that the domain's authentication records are configured correctly.

If email doesn't arrive, review your MX records and allow for DNS propagation.

If outgoing messages are rejected or marked as suspicious, check SPF, DKIM, DMARC and your provider's sending configuration.

Step 7: Secure your business email

Email accounts can contain sensitive business and customer information.

Enable multi-factor authentication where available, use strong unique passwords and review who has access to each mailbox.

Remove access promptly when someone leaves the business.

If your provider offers organisation-wide security policies, consider whether they are appropriate for your team.

Common mistakes to avoid

Changing MX records without planning a migration

If you're moving from an existing provider, changing MX records affects where new incoming email is delivered.

It does not automatically move historical messages.

Plan mailbox migration separately.

Removing DNS records that are still needed

Your domain may already use DNS records for your website, verification services or other applications.

Only change records you understand.

Forgetting about other email senders

Your website, invoicing system or newsletter service may also send email using your domain.

Make sure these systems are accounted for when configuring authentication.

Assuming every provider supports every email client

Some providers offer browser-based email, while others support additional desktop or mobile protocols.

Check compatibility before committing.

Setting up business email with Brenwy

Brenwy Business supports custom-domain email for eligible organisations.

The general process involves creating an organisation, adding your domain, verifying ownership through DNS and configuring the required email records.

Supported plans also provide organisational mailbox administration, with shared mailboxes available in eligible configurations.

For exact DNS values and setup instructions, follow the information displayed within your Brenwy Business account.

Frequently asked questions

Can I use my existing website domain for email?

Yes, provided you control the domain and your email provider supports custom-domain hosting. Your website and email can generally use the same domain.

Do I need to move my website to my email provider?

Usually not. Website hosting and email hosting can be provided by different companies.

How long does business email setup take?

Account and mailbox configuration can be quick, but DNS propagation, verification and any migration work can extend the process.

Can I have multiple email addresses on one domain?

Yes, subject to your provider's plan limits and mailbox or alias features.

Is a custom-domain email address more secure than a free email address?

The domain name itself doesn't make an email account secure. Security depends on the provider's controls, authentication configuration and how accounts are managed.

Final thoughts

Professional business email starts with a domain you control and an email provider that fits your needs.

Take time to configure your DNS records correctly, test delivery and secure the accounts before relying on them for important communication.