An address like [email protected] on a business card inspires less trust than [email protected]. Email on your own domain also means control: mailboxes belong to the company, not the employee, and do not disappear when someone leaves. Here is the whole path from zero to a working mailbox.
What you need
- A domain – e.g. yourcompany.com. If you do not have one yet, check availability and register it in the domain search.
- A service that handles email – at Hosteam, email is part of every hosting plan, together with space for your website.
- A quarter of an hour to create mailboxes and set up DNS.
Step 1. Create mailboxes in the panel
In the customer panel, under your hosting service, add mailboxes: office@, invoices@, firstname.lastname@. Set a password and a quota for each. It is worth adding right away:
- aliases – e.g. contact@ delivered to office@, with no separate login,
- forwards – a copy of incoming mail to another address,
- an autoresponder – an automatic reply while you are on holiday.
Step 2. Set the DNS records
For mail to your domain to reach our servers, and for outgoing messages to stay out of spam folders, the domain needs a few records:
| Record | What it does |
|---|---|
| MX | names the server that receives mail for the domain |
| SPF | lists the servers allowed to send mail for the domain |
| DKIM | signs outgoing messages so the recipient can verify nobody forged them |
| DMARC | tells recipients what to do with a message that fails SPF and DKIM |
If the domain uses our DNS servers, the panel sets these records itself. If DNS is hosted elsewhere, the panel shows which values to enter. What each record does and how to check it is explained in SPF, DKIM and DMARC step by step.
Step 3. Connect your phone and computer
You can read mail three ways:
- in the browser – through webmail, nothing to install,
- on the phone – in the phone’s built-in mail app,
- on the computer – Outlook, Thunderbird, Apple Mail and others.
In your mail program choose an IMAP account (messages stay on the server and show on every device) and enter:
- incoming server: IMAP, port 993, SSL/TLS,
- outgoing server: SMTP, port 465, SSL/TLS, authenticated with the same login and password,
- login: the full email address.
The exact server address for your service is in the panel, in the mailbox settings on the mail client configuration tab.
Moving mail from another provider?
No need to copy folders by hand. The panel can move messages from the old server over IMAP, and when you move the whole service our engineers do the migration at no extra cost. Change the MX records only once the mailboxes are ready – that way no message gets lost on the way.
Security as standard
Every incoming message passes an anti-spam and anti-virus filter, connections to the server are encrypted, and sending is rate-limited so a stolen password cannot turn a mailbox into a spam source. Messages are stored on servers in Poland.
Ready? Pick a plan on the hosting with business email page.