Guides
How to get a business email with your own domain (sales@yourbusiness.com)
Short answer
To get an email like sales@yourbusiness.com you need two things: a domain registered in your business name and an email service that hosts mailboxes for that domain. You create the mailboxes in the email service, then point your domain's MX records to it so incoming mail knows where to go. Add the sender records the service gives you (SPF, DKIM) so your messages don't land in spam, and connect the mailbox to your phone and computer.
Key points
- You need a domain of your own and an email service that hosts mailboxes on it.
- MX records tell the internet which server receives your domain's email.
- SPF and DKIM records help prove your emails are really from you, so they reach the inbox.
- Create role addresses (sales@, billing@) plus one mailbox per person who writes to customers.
- Your domain and your mailboxes can live with different companies.
Why an email with your domain matters
When a customer gets a quote from a free email account, many of them hesitate for a second. Is this a real business? An address like sales@yourbusiness.com answers that before they open the message. It matches your website, your invoices and your business cards.
It also keeps the address yours. If an employee leaves, the mailbox stays with the company and you can hand it to the next person. Customers keep writing to the same place, and the history of those conversations isn't trapped in someone's personal account.
This works the same for a bakery in Lima, a law office in Toronto or a repair shop in Manchester. The size of the business doesn't change the setup.
What you need before you start
A business email has two separate parts, and mixing them up is the most common source of confusion.
- If you don't have a domain yet, register one first. Pick a short name that's easy to spell out loud.
- If you already have a domain, find out where it's managed. You'll need access to its DNS settings.
- Decide how many people need their own mailbox and which shared addresses you want.
| Part | What it is | What it does |
|---|---|---|
| Domain | Your name on the internet, like yourbusiness.com | Gives you the part after the @ and holds the DNS settings |
| Email service | The servers that store and send your mail | Hosts the mailboxes, filters spam and lets you read mail on any device |
| DNS records | Settings attached to your domain | Connect the domain to the email service (MX, SPF, DKIM) |
MX and DNS records, in plain language
DNS is like the phone book of the internet. Your domain has a list of records that tell computers where to find things. One record points visitors to your website. Others point email.
The MX record (mail exchange) says which server receives email for your domain. When someone writes to ana@yourbusiness.com, their email server looks up your MX record and delivers the message there. If the MX record points to the wrong place, mail goes nowhere or goes to your old provider.
SPF and DKIM are text records that help receiving servers trust your messages. SPF lists which servers are allowed to send mail for your domain. DKIM adds a digital signature to each email. A third record, DMARC, tells other servers what to do when a message fails those checks. Without them, your emails are more likely to end up in spam folders. Your email service tells you the exact values to copy.
How to set it up, step by step
DNS changes can take a while to spread across the internet, sometimes a few hours. If a test email doesn't arrive right away, wait before changing anything else.
- Get or confirm your domainRegister a domain in your business name, or confirm you can log in to the place where your current domain is managed.
- Choose an email servicePick one that hosts mailboxes on your own domain, works in the browser and on your phone, and filters spam.
- Create your mailboxesSet up the addresses you need, like sales@, info@ or one per person, each with its own strong password.
- Point your MX recordsIn your domain's DNS settings, replace the old MX records with the ones your email service gives you.
- Add SPF and DKIMCopy the sender records from your email service into the DNS settings so your messages are trusted.
- Test and connect your devicesSend and receive a test email from an outside account, then add the mailbox to your phone and computer.
Which addresses to create
Start small. A few clear addresses beat a dozen nobody checks. Role addresses are easy for customers to remember, and personal addresses make the conversation feel human.
- sales@ or hello@ for new customers and quotes
- billing@ or invoices@ for payments and receipts
- support@ if you handle questions from existing customers
- firstname@ for each person who writes to customers directly
- Avoid addresses that are hard to spell or dictate over the phone
How Autorys can help
Autorys gives you business email mailboxes on your own domain, even if your domain is registered somewhere else. You read and send mail in the browser, on your phone or inside the Autorys CRM, next to your customers. There's a spam filter, and if a mailbox fills up you add extra storage from your dashboard.
If you register your domain with Autorys, it comes with 2 email inboxes included. You sign up and pay from your dashboard, and the service turns on as soon as you pay. If you already have email elsewhere, Autorys can move your mailboxes over, including the emails you already have saved. And if you answer a lot of customer email, the AI email assistant attaches each message to the customer's record in the CRM and drafts replies ready to send.
Frequently asked questions
Can I get a business email without a website?
Yes. Email and website are separate. You only need a domain and an email service. Many businesses set up their email first and build the website later. The domain can sit without a site while your mailboxes work normally.
Do I have to move my domain to change email providers?
No. Your domain can stay where it is. You only change its MX records and sender records so mail goes to the new email service. With Autorys, mailboxes work even if the domain is registered with another company.
What is the difference between a mailbox and an alias?
A mailbox has its own storage and password, so someone can log in and read it. An alias is just another address that delivers into an existing mailbox. Aliases are handy for addresses like info@ that one person checks.
Why do my emails go to spam?
The usual reasons are missing or wrong SPF and DKIM records, sending from a new domain in large batches, or messages that look like ads. Check your DNS records first, then send normal one-to-one emails for a while.
How much does business email cost with Autorys?
Karla, the Autorys AI assistant, gives you the price and sends your quote right away. Message her on WhatsApp, in the website chat or on Telegram and tell her how many mailboxes you need.
