Professional email on your own domain, such as [email protected], is set up by choosing an email provider like Google Workspace, verifying that you own the domain, creating user accounts, and then updating your domain's DNS records (MX, SPF, DKIM and DMARC) so mail is delivered to Google and trusted by other inboxes. For a small team the whole setup usually takes a few hours, plus time for DNS changes to take effect and for old emails to be migrated.
Why a domain email matters
An address like [email protected] works, but customers and suppliers read it as less established. Email on your own domain:
- Looks professional on quotes, invoices and visiting cards
- Stays with the business when staff change, because the company owns the accounts
- Can be secured centrally, with two-step verification and admin control
- Lands in inboxes more reliably once SPF, DKIM and DMARC are set up
What you need before you start
- A domain name you control, with access to its DNS settings (at your registrar, hosting company or a service such as Cloudflare)
- A list of users who need mailboxes, and any shared addresses such as info@ or accounts@
- A Google Workspace plan. Plans differ in storage, meeting features and security controls. Check Google's current plans and pricing for India before choosing.
- Access to old mailboxes if you want to bring existing emails across
Step-by-step setup
1. Sign up and verify your domain
Create the Workspace account with your business domain. Google asks you to prove you own the domain, usually by adding a TXT record to your DNS. Verification can be quick, but DNS changes can take a few hours to be visible everywhere.
2. Create users and groups
Add a user for each person who needs their own mailbox and login. For shared addresses like info@ or sales@, use a Google Group or an email alias rather than a separate paid user, so several people can receive the same mail.
3. Point your MX records to Google
MX records tell the internet where to deliver your email. Replace the old MX records with the ones Google provides. Do this at a quiet time, because mail starts arriving in Workspace once the change takes effect.
4. Add SPF, DKIM and DMARC
These three records prove your email is genuine and reduce the chance of it going to spam:
- SPF lists which servers may send mail for your domain. For Workspace it includes Google's sending servers.
- DKIM adds a digital signature to every message. You generate the key in the Workspace admin console and publish it as a DNS record.
- DMARC tells receiving servers what to do with mail that fails SPF or DKIM, and sends you reports. Start with a monitoring policy, then tighten it once you know all your legitimate senders.
If your website, billing software or newsletter tool also sends email from your domain, include them in SPF and set up their DKIM too, or their emails may be rejected.
5. Migrate old email
Google provides migration tools to copy messages from another provider or from Gmail accounts. Plan the migration after MX records are switched, and tell your team which mailbox to use during the changeover.
6. Set up devices and security
- Install Gmail and Google Drive on phones and laptops, or connect Workspace to Outlook if your team prefers it
- Turn on two-step verification for every user
- Set password rules and recovery details in the admin console
- Decide who is an administrator; keep at least two, so you are never locked out
Common mistakes to avoid
- Leaving old MX records in place, which splits mail between two providers
- Forgetting other senders like the website's contact form, so its emails land in spam
- One person owning everything: if the only admin leaves, recovering the account is slow
- Paying for shared mailboxes that could be free groups or aliases
- Skipping DMARC, which makes it easier for others to spoof your domain
How we help
We set up and manage Google Workspace for businesses as part of our ongoing support: domain verification, DNS records, users and groups, migration, and day-to-day admin when staff join or leave. If your website sends enquiry emails, we make sure those are authenticated as well.
Frequently asked questions
Can I keep my website hosting and only move email to Google Workspace?
Yes. Email and website hosting are controlled by different DNS records. Changing the MX records moves email to Google, while the A or CNAME records keep pointing your website to its current host.
Will I lose emails during the switch?
Not if it is planned. Mail is delivered to the new provider once the MX change takes effect, and existing messages can be migrated from the old mailbox. Keep the old account active for a short overlap period.
Do I need a separate paid user for info@ or sales@?
Usually not. A Google Group or an alias delivers these addresses to one or more existing users. A separate user is only needed if that address must have its own login, storage or Drive files.
