Key facts
- You need a domain name, an email provider and access to the domain's DNS.
- dijitul email hosting: 10 POP3/IMAP mailboxes with webmail, included with dijihost Complete Hosting.
- Google Workspace and Microsoft 365 cost the vendor's own per-user price, plus set-up.
- Every provider needs MX records plus SPF, DKIM and DMARC.
- IMAP keeps mail in sync across devices; POP3 downloads it to one device.
- Set-up on its own is £45 an hour + VAT.
Step 1: choose a provider
There are three common routes for a small business:
| Option | Good for | Cost |
|---|---|---|
| dijitul email hosting | Simple, reliable mailboxes with webmail, working in any mail app | 10 POP3/IMAP mailboxes included with dijihost Complete Hosting at £1 a day + VAT |
| Google Workspace | Teams that live in Gmail, Google Drive and Calendar | Google's own per-user price, plus set-up |
| Microsoft 365 | Teams that use Outlook, Word, Excel and Teams | Microsoft's own per-user price, plus set-up |
If you mostly need addresses that work on phones and laptops, hosted email is often enough. If you need shared calendars and office apps, look at Google or Microsoft. Our comparisons email hosting vs Microsoft 365 and Google Workspace vs Microsoft 365 go into more detail.
Step 2: add the DNS records
Whichever provider you pick, your domain's DNS has to tell the world about it:
- Verification. Google and Microsoft ask you to add a TXT record (Microsoft's starts MS=ms) to prove you own the domain.
- MX records so incoming mail reaches the new provider. Remove any old MX records. See what is an MX record.
- SPF: one TXT record starting v=spf1 listing every service that sends as your domain.
- DKIM: a TXT key (Google, selector google) or two CNAMEs (Microsoft 365, selector1 and selector2), copied from the provider's admin screen.
- DMARC: a TXT record at _dmarc, starting with p=none. See what is DMARC.
- Autodiscover for Microsoft 365: a CNAME to autodiscover.outlook.com.
Step 3: create mailboxes and aliases
Create a mailbox for each person, then think about shared addresses such as info@ or accounts@. These can be extra mailboxes, forwarders or, in Microsoft 365, shared mailboxes. Microsoft says shared mailboxes need no licence up to 50 GB. See shared and group mailboxes and email forwarding.
Use strong, unique passwords and turn on multi-factor sign-in wherever the provider supports it. Keep the admin login for the email service in the business's name, not a single person's.
Step 4: connect phones and laptops
Google and Microsoft have their own apps and sign-in, which set things up for you. For hosted email, add the account to your mail app using the server details from your provider. The main choice is IMAP or POP3:
- IMAP keeps mail on the server and in sync across every device. Read an email on your phone and it shows as read on your laptop. Use IMAP unless you have a specific reason not to.
- POP3 downloads mail to one device and usually removes it from the server. It suits a single computer, but mail is not shared with other devices and is lost if that computer fails without a backup.
Use the secure (SSL/TLS) ports your provider gives you, and test sending and receiving before telling customers about the new address.
How dijitul helps
dijitul email hosting gives you 10 POP3/IMAP mailboxes with webmail, included with dijihost Complete Hosting at £1 a day + VAT, with the DNS records set up for you. For Google Workspace or Microsoft 365, you pay the vendor's own price and we set it up at £45 an hour + VAT or a fixed quote. See email hosting, Google Workspace setup and Microsoft 365 email setup.
Frequently asked questions
Do I need a website to have business email?
No. You need a domain name and an email provider. The domain's MX records point to the email provider whether or not a website exists. Many businesses set up email first and add the website later.
Should I use IMAP or POP3?
Use IMAP in almost every case. It keeps mail on the server and in sync across your phone, laptop and webmail. POP3 downloads mail to one device, which makes sharing difficult and puts mail at risk if that device is lost or fails.
How many mailboxes does dijitul email hosting include?
dijitul email hosting includes 10 POP3/IMAP mailboxes with webmail as part of dijihost Complete Hosting at £1 a day + VAT. If you need more, or features such as shared calendars, we can talk you through Google Workspace or Microsoft 365.
What does Google Workspace or Microsoft 365 cost?
You pay Google's or Microsoft's own per-user price directly, which can change, so check their current pricing. Our set-up, including DNS records and connecting devices, is charged at £45 an hour + VAT or a fixed quote for larger teams.
Can I keep my existing emails when I switch?
Usually, yes. Mail can be copied from the old provider to the new one before or just after the MX records change. Plan the move so nothing arrives at the old system unnoticed. See our moving email provider service.
Why do I need SPF, DKIM and DMARC for a small business?
Without them, receiving providers have no way to check that mail claiming to be from your domain is genuine. Messages are more likely to land in spam, and your domain is easier to spoof. They are a few DNS records and should be part of every set-up.
Related
Get domains, DNS and email sorted
Set up properly, records checked, and real people to call. DNS and email are included with dijihost hosting.