Configure Custom Domain Email

The Problem

You're still using a generic @gmail.com or @outlook.com address for business, or your domain email was set up quickly years ago and never configured properly — and a personal-looking email address undermines trust with clients and suppliers.

About this problem

Custom domain email means choosing a mail provider (Google Workspace, Microsoft 365, or a simpler hosting-based mailbox), getting the right MX, SPF, DKIM and DMARC records in place, and making sure it actually sends and receives reliably rather than just technically existing. A lot of "already set up" domain email turns out to be missing proper authentication entirely, which stays invisible until deliverability problems show up months later.

This comes up most when starting a new business, rebranding, or realising an existing @yourdomain.com address was thrown together quickly without the DNS side ever being done properly.

What's Included

• Helping you choose between a full mailbox provider (Google Workspace/Microsoft 365) or a simpler hosting-based mailbox, based on your needs
• Setting up the mailbox account itself and the required MX records
• Configuring SPF, DKIM and DMARC correctly from the start
• Setting up mail client/phone access (IMAP/SMTP or the provider's own app)
• Sending and receiving test mail to confirm it's genuinely working both ways

What's NOT Included

• Ongoing subscription costs for Google Workspace/Microsoft 365, billed directly by the provider
• Migrating existing mailbox content from a previous address (separate service)
• Setting up multiple mailboxes for a whole team unless agreed upfront

How It Works

1. Confirm which mail provider fits — a full suite like Google Workspace/Microsoft 365, or a lighter hosting-based mailbox, based on your actual needs and budget.
2. Set up the mailbox account and publish the correct MX records for that provider.
3. Configure SPF to authorise that provider's sending servers, plus DKIM signing and a starting DMARC policy.
4. Set up mail client or app access (IMAP/SMTP settings, or the provider's own mobile app) so you can actually use it day to day.
5. Send and receive test messages both internally and to an external address to confirm two-way delivery works.
6. Hand over the login details and a short note on anything you'll need to manage yourself going forward.

In practice: you buy the service, send over whatever access or details the job needs, I investigate and do the work, and you confirm it's resolved before we call it done.

Frequently Asked Questions

Do I need Google Workspace or Microsoft 365 for a custom domain email?

Not necessarily — if you just need a mailbox without the wider suite of apps, a simpler hosting-based mailbox can work and costs less, though Workspace/365 add calendar, cloud storage and collaboration tools if you want those too.

Can I keep my existing email address while this is set up?

Yes, the new mailbox can be configured without touching your current one until you're ready to switch, so there's no gap in service.

Will setting up custom domain email affect my existing website?

No, email (MX records) and your website (A/CNAME records) are separate DNS entries, so setting one up correctly doesn't affect the other when done properly.

Why does my domain email need SPF, DKIM and DMARC if it's brand new?

Setting these up correctly from day one avoids the deliverability problems that come from having none of them — it's much easier to do it right at setup than to retrofit it after people are already relying on the address.

Can I use my custom domain email on my phone?

Yes, it's set up with standard IMAP/SMTP access or the provider's own app, so it works the same as any other email account on mobile.

How long does it take to get custom domain email working?

Usually the same day for the mailbox and DNS records themselves, though full DNS propagation can occasionally take a few hours longer depending on your previous settings' TTL.