Email Setup Guide

Setting up email for a new domain can feel technical, but with the right steps, you can achieve secure, reliable delivery across all devices. This guide outlines the essential configuration steps every business should follow — from DNS authentication to mailbox setup.

1. Domain Authentication

Email authentication is the foundation of good deliverability. Properly configured DNS records help mail providers verify that your emails are legitimate and prevent spoofing or unauthorized use.

  • SPF: Specifies which servers can send mail on your domain’s behalf.
  • DKIM: Adds a cryptographic signature to prove message integrity.
  • DMARC: Controls what happens when messages fail SPF or DKIM checks.

We recommend validating your records using tools like MXToolbox or your provider’s diagnostic tools to ensure everything is aligned.

2. Mailbox & User Setup

Once your domain authentication is configured, the next step is setting up individual mailboxes for your team. This ensures clean organization and professional communication.

  • Create inboxes for employees and departments
  • Assign secure passwords and enable 2FA (if available)
  • Set up aliases (e.g., support@, sales@) where needed
  • Configure default signatures for consistency

3. DNS Records & Server Configuration

Most email platforms require additional DNS records to route messages correctly. These include MX records, TXT entries for verification, and CNAMEs for domain services.

  • MX Records: Direct incoming email to the correct server.
  • TXT Records: Used for verification and authentication.
  • CNAME Records: Enable platform-specific features and routing.
  • SRV Records: Needed for some unified communication tools.

Make sure these records match exactly as provided by your email host. Even small differences can affect deliverability.

4. SMTP / IMAP Client Setup

To use your email on desktop or mobile devices, you’ll need to configure your client applications with the correct server settings.

  • Incoming mail (IMAP/POP3) server details
  • Outgoing mail (SMTP) server credentials
  • Port configurations and encryption (SSL/TLS)
  • App-specific passwords when required

Most email providers offer auto-configuration files for Outlook, Mac Mail, and mobile platforms, but manual setup is always an option.

5. Security & Best Practices

Protecting your inbox and preventing unauthorized access should be a top priority, especially for business users.

  • Enable two-factor authentication wherever possible
  • Regularly update passwords across all accounts
  • Use dedicated email apps instead of public/shared devices
  • Limit access privileges for temporary users

With strong authentication and a properly configured domain, your email system will remain secure, reliable, and efficient.