By David Support · March 25, 2026 · Updated November 12, 2026 · 2 min read
Business email looks simple until messages start landing in spam or someone leaves with the only password. Here is how to set it up properly from the start.
Key takeaways
- Use an address at your own domain, and make sure the domain is registered in your name.
- Choose a hosted service such as Microsoft 365 or Google Workspace, not a basic hosting mailbox.
- SPF, DKIM and DMARC are what keep your email out of spam and stop others impersonating you.
- Turn on multi-factor sign-in and plan for people joining and leaving.
Use your own domain
An address at your own domain, such as name@yourcompany.com, builds trust and keeps you in control. Make sure the domain is registered in your name, with your email address as the contact, and that you hold the login. A domain registered by a former web designer or an ex-employee is a very common problem.
Choose a hosted email service
Services such as Microsoft 365 and Google Workspace give you reliable mailboxes, calendars, shared storage and security features for a small monthly fee per person. They are far more dependable than the mailboxes bundled with cheap web hosting, and they come with spam filtering and mobile apps that work.
Set up SPF, DKIM and DMARC
These three DNS records prove your messages really come from you:
- SPF lists the servers allowed to send mail for your domain.
- DKIM adds a digital signature to each message.
- DMARC tells receiving servers what to do with messages that fail, and sends you reports.
Without them, your emails are far more likely to be treated as spam, and criminals find it easier to impersonate your domain. Google and Yahoo now expect these records from anyone who sends in volume, and having them is good practice for everyone.
Turn on multi-factor sign-in
A stolen password is the most common way business accounts are taken over. Multi-factor sign-in stops most of those attempts. Turn it on for every account, starting with administrators and the owner.
Plan for people joining and leaving
- Use shared addresses such as info@ and support@ rather than one person's inbox
- Keep a short checklist for creating and removing accounts
- Remove a departing person's access the same day, and forward or archive their mail
- Keep backups so mail is not lost if something goes wrong
Common mistakes
- Using a free webmail address for the business
- One shared password for everyone
- No multi-factor sign-in on the owner's account
- Moving to a new provider without checking the DNS records, so mail bounces or vanishes
Need a hand?
David Support sets up business email, domains and websites and migrates existing mailboxes without losing mail. See email, domain and website setup, or use our small business IT checklist to see what else is worth reviewing.
Frequently asked questions
Is Microsoft 365 or Google Workspace better for a small business?
Both are solid. The best choice usually depends on the tools your team already uses. We can recommend one after hearing how you work.
Why are my business emails going to spam?
Often because SPF, DKIM or DMARC are missing or wrong, or the domain or server has a poor reputation. Checking those records is the first step.
Can you move my email to a new provider without losing messages?
Yes. We migrate existing mailboxes and check that mail is flowing before switching anything over.
Free diagnostics
We find the problem at no cost and explain it in plain English.
$39–$75 per hour
Straightforward hourly rates. You approve the cost before work starts.
No fix, no charge
If we cannot fix it, you pay nothing. Repairs carry a 30-day warranty.
