Creating and Managing Domain Email

Corporate email is an essential element of a company's professional image, simplifies internal processes, and enhances client trust. Selecting and configuring an email service on your domain requires a responsible approach, as it directly impacts the efficiency of your communication and data security. This article explores the importance of corporate email, the available methods for creating it, and how to choose the best solution for your business.

Why is Corporate Email Important?

Corporate email is more than just an email address with your branded domain. It serves several key functions:

Firstly, addresses with your own domain look more professional than free email addresses from mass services. This strengthens trust in your company among clients and partners.

Secondly, corporate email simplifies internal communication—employees use a unified domain, making it easier to manage accounts, control access, and set up forwarding.

Thirdly, these solutions often come with additional tools: calendars, contact lists, shared files, and built-in security systems, making email usage more convenient and efficient.

How to Create Email on Your Domain?

To set up email on your domain, you need to follow several steps. First, you will need a domain, which you can register using a domain Registration service like QHost.

After that, either purchase hosting that supports email or connect to a third-party email hosting service.

Next, you must configure DNS records (MX records, SPF, DKIM, and DMARC) so mail servers know where to deliver emails and ensure your emails don't end up in spam folders. The process may seem complex, but modern providers aim to simplify it by providing step-by-step instructions and automated setup tools.

Methods for Creating Corporate Email

There are several main ways to create corporate email on your domain. You can use your own hosting and set up email services independently, or turn to cloud solutions from Google, Microsoft, or Zoho. Each approach has its features, advantages, and disadvantages.

Using Your Own Hosting

If you rent a virtual or dedicated server, you can set up your mail server. The advantages of this approach include maximum control over data, no monthly fees per user, and customization flexibility. However, this requires server administration expertise, as well as managing security, anti-spam measures, backups, and updates independently.

Using Google Workspace

Google Workspace is a suite of cloud tools for businesses that includes corporate email on your domain via Gmail. You get a user-friendly web interface familiar to millions, along with a calendar, Drive for file storage, shared documents, and spreadsheets.

• Advantages – reliability, scalability, a high level of security, and ease of use;
• Disadvantage – a monthly fee per user.

What to do:

1. Visit the Google Workspace website and start the registration process. Provide your company information, domain, and the number of users.
2. Follow Google's instructions to update your domain's DNS records to verify ownership. This typically involves adding a special TXT record provided by Google.
3. Once the domain is verified, configure MX records in the DNS. Google Workspace will provide a list of servers to add. This ensures emails are received directly in Gmail accounts on your domain.
4. In the Google Workspace admin console, create accounts for each employee (e.g., name@yourdomain.com).
5. Optionally, configure SPF, DKIM, and DMARC records to improve deliverability and protect against spam. Enable two-factor authentication, create groups, and set up sharing for calendars, documents, and other services.
6. Test email sending and receiving to ensure everything works correctly. Provide employees with instructions for using Gmail, Google Drive, and other Workspace tools if necessary.

Using Microsoft 365

Microsoft 365 offers similar capabilities: corporate email via Outlook, OneDrive cloud storage, office applications (Word, Excel, PowerPoint), and collaboration services. Corporate email based on Exchange ensures stability and security.

• Advantages – integration with popular office products, reliability, and a wide range of features;
• Disadvantage – a monthly subscription, similar to Google Workspace.

What to do:

1. Visit the Microsoft 365 website and select an appropriate plan. Register your organization by providing your domain and desired services.
2. Add a TXT record to the DNS as instructed by Microsoft to verify domain ownership.
3. After verifying the domain, update the MX records using the data provided by Microsoft 365. This ensures emails are directed to Exchange Online servers.
4. In the Microsoft 365 admin center, create user accounts (e.g., username@yourdomain.com). Provide access to Outlook, OneDrive, and other applications.
5. Configure SPF, DKIM, and DMARC records to improve email deliverability. Enable multifactor authentication (MFA) for enhanced security. If needed, set up compliance policies, antivirus, and anti-spam protections.
6. Test email sending and receiving to ensure proper functionality. Familiarize employees with Teams, SharePoint, and other Microsoft 365 tools.

Using Zoho Mail

Zoho Mail is a more affordable cloud email service. It offers basic functionality for corporate email, calendars, and contacts, along with integrations with other Zoho services.

• Advantages – ease of setup, competitive pricing, and a user-friendly interface;
• Disadvantage – less brand recognition and potentially a less developed ecosystem compared to Google or Microsoft.

What to do:

1. Visit the Zoho Mail website and create an account for your company. Select a pricing plan and enter your domain.
2. Add a TXT record to your domain's DNS as provided by Zoho to verify ownership.
3. Once the domain is verified, update MX records as instructed by Zoho Mail. This ensures incoming emails are delivered to your new mail service.
4. In the Zoho Mail admin panel, add new users by creating individual email addresses (e.g., user@yourdomain.com).
5. Optionally, configure SPF, DKIM, and DMARC to enhance domain reputation and reduce the likelihood of emails ending up in spam. Integrate additional Zoho services (CRM, Projects, Docs) to improve business processes.
6. Verify the proper functioning of email sending and receiving. Provide employees with a brief guide on using the Zoho Mail web interface, setting up mobile clients, and integrating with other Zoho applications.

Which Email Solution to Choose?

The choice depends on your needs and capabilities. If you have technical specialists and want full control, your own hosting is the best option. It is suitable for companies that value autonomy and are willing to invest time in administration. If convenience, scalability, and support are more important, and you are ready to pay for reliable solutions, choose Google Workspace or Microsoft 365. Zoho Mail is a great option for small businesses looking for reliable email at a lower cost without deep technical involvement.

Costs

The cost of creating corporate email depends on domain registration, hosting, and provider services:

1. Own hosting: from 50 to 300 UAH per month, depending on the plan and resources (disk space, bandwidth, number of mailboxes).
2. Google Workspace: from $6–7 per user per month (the cost in local currency depends on the exchange rate), including a suite of cloud services.
3. Microsoft 365: from $5 per user per month (basic plans), with the price varying depending on the plan.
4. Zoho Mail: from $1 per user per month for the basic package, making it one of the most affordable options.

Total costs depend on the scale of your organization, the number of employees, and the required tools. When choosing a solution, consider not only the price but also the convenience, security, and scalability potential.

FAQ

How is domain email different from regular email?

The main difference is that domain email is tied to a specific domain you own or rent. Regular email, such as Gmail or Yandex, is provided on free domain names of these services. Domain email gives you more control over mailbox settings, allows creating unlimited email addresses, and typically provides better spam protection.

Can I create a corporate email without a website?

Having a website is not a mandatory requirement for corporate email. You can create corporate email without a website by registering a domain and configuring mail services.

What are MX records, and how are they configured?

MX records (Mail Exchange records) are special DNS entries that tell mail servers where to deliver emails for your domain. Simply put, they act as pointers directing incoming mail to the correct mail server. MX records are essential for the proper functioning of any email linked to your domain, whether corporate email or website-related mail.