you@yourbusiness.com looks 10x more professional than yourbusiness2024@gmail.com. 89% of customers question legitimacy of businesses using free email providers.
Why Custom Domain Email
Builds credibility (looks established), protects brand (controls email infrastructure), enables team scaling (unlimited addresses), better deliverability (dedicated sender reputation).
Google Workspace (Recommended)
Cost: $6/user/month. Includes: Gmail interface with your domain, Google Drive (30GB), Calendar, Meet. Best for: Small businesses, teams under 50, Google ecosystem users.
Google Workspace Setup
Sign up at workspace.google.com. Add domain (YourBusiness.com). Verify ownership via DNS TXT record. Configure MX records. Email active in 4-24 hours. Migrate existing emails if needed.
Microsoft 365 Business
Cost: $6/user/month (Basic) to $22/user/month (Premium). Includes: Outlook with your domain, OneDrive (1TB), Teams, Office apps. Best for: Enterprises, Microsoft-heavy workflows, larger teams.
Vendor lock-in: Switching from Google to Microsoft (or vice versa) painful after 2+ years. Choose based on existing tools your team uses.
Custom Hosting (cPanel/Plesk)
Cost: $5-20/month for unlimited addresses. Includes: Email via registrar or hosting provider (Namecheap, SiteGround). Best for: Budget-conscious, simple needs, technical users comfortable with configuration.
MX Record Configuration
All providers require MX record update in domain DNS. Log into registrar → DNS settings → Add MX records provided by email provider. Priority: 10 (or as specified). Propagation: 4-48 hours.
Verification Records
Also add: SPF record (prevents email spoofing), DKIM record (email authentication), DMARC record (phishing protection). Provider gives exact records to add. Critical for deliverability.
Email Address Strategy
Common addresses to create: info@, sales@, support@, hello@, your name@. Forward all to single inbox initially. Separate as team grows. Avoid: admin@ (spam magnet), noreply@ (customers hate).
Reply-to best practice: Even automated emails should have reply-capable address. "noreply@" signals "we don't care about customer responses".
Deliverability Setup
Essential for emails reaching inbox not spam: SPF record (authorizes sending servers), DKIM signature (proves email authenticity), DMARC policy (tells receivers how to handle failures). All three mandatory for good deliverability.
Migration from Gmail
Already using yourbusiness@gmail.com? Google Workspace offers migration tool. Imports all emails, contacts, calendar from personal Gmail. Zero email loss if done correctly.
Mobile Device Setup
Google Workspace: Gmail app (iOS/Android). Microsoft 365: Outlook app. Custom hosting: Manual setup in Mail app (IMAP settings). Google/Microsoft apps easier and more reliable.
IMAP vs POP3
Use IMAP (not POP3). IMAP syncs across devices (read email on phone, shows as read on desktop). POP3 downloads once, no sync. IMAP is modern standard.
Backup Strategy
Google/Microsoft back up emails automatically. Custom hosting: You're responsible. Use email client (Outlook, Thunderbird) to download local copies monthly. Protects against hosting provider failure.
Backup gaps: 23% of small businesses using custom hosting have lost email data due to provider issues with no backup. Download local copies monthly.
Cost Comparison Summary
5 employees: Google Workspace $30/month, Microsoft 365 $30-110/month (depending on plan), custom hosting $10-15/month (unlimited users). Factor in: time savings, deliverability, spam filtering quality.
Domain Email for Startups
Bootstrap stage: Custom hosting ($5/month). First revenue: Google Workspace ($6/month). Growth stage: Upgrade to Microsoft 365 Premium if enterprise features needed. Start cheap, upgrade as revenue grows.
Trademark Lens checks domain availability for your business - secure domain first, then set up professional email to match your brand identity.