Business Email on Your Own Domain: Why It Matters and How to Set It Up
Published:
Reading time:
Category:
Content
An email address on your own domain, such as jobs@yourbusiness.com.au, looks more trustworthy than a free Gmail or internet provider address, stays with you if you change providers, and lets you add staff later. Set it up with a business email provider such as Google Workspace or Microsoft 365, then add the SPF, DKIM and DMARC records so your emails don't land in spam.
Why not just use Gmail or your internet provider's email?
- A free address looks less established on quotes and invoices
- Internet provider addresses can disappear if you switch providers
- You can't easily add staff or shared inboxes like quotes@ or accounts@
- Your own domain matches your website and builds trust
These points are our general guidance.
What do you need first?
- A domain name you own, ideally .com.au. See .com.au domains for small businesses
- Access to your domain's DNS settings (with your registrar or web host)
- A business email provider account
Which provider should you choose?
| Option | Good for | Watch out for |
|---|---|---|
| Google Workspace | Businesses that like Gmail, Google Drive and Calendar | Monthly cost per user |
| Microsoft 365 | Businesses that use Outlook, Word and Excel | Monthly cost per user |
| Email included with web hosting | Very small budgets | Storage limits and weaker spam filtering on some hosts |
We don't list prices because they change; check each provider's current plans.
Set up SPF, DKIM and DMARC
Google's sender guidelines say all senders to Gmail accounts need SPF or DKIM set up for their domain, and bulk senders need SPF, DKIM and DMARC. Google recommends setting up all three to improve delivery (Google).
- SPF: a DNS record listing which servers can send email for your domain
- DKIM: a digital signature your provider adds to each email
- DMARC: a record telling receiving servers what to do with emails that fail SPF or DKIM
Your email provider gives you the exact records to add. Add them at your domain's DNS settings, then send a test email to a Gmail address and check it doesn't land in spam.
Good habits once it's set up
- Use role addresses such as quotes@ and accounts@ alongside your own name
- Turn on two-step verification for every account
- Add your name, business name, ABN, phone and licence number to your signature
- Keep your domain renewal on auto-renew so email never stops working. See who owns your website
Which addresses should a small business set up?
| Address | Use it for | Who reads it |
|---|---|---|
| yourname@ | Personal conversations with customers and suppliers | You |
| quotes@ or hello@ | Website forms, quote requests and your Google profile | Whoever handles enquiries |
| accounts@ | Invoices, receipts and supplier bills | You or your bookkeeper |
| jobs@ or careers@ | Job applications, if you hire | Whoever recruits |
Many providers let you set up extra addresses as aliases or shared inboxes that deliver to an existing account, so you may not need a paid account for each one. Check your provider's options. This list is our general guidance.
How do you move from an old address without losing emails?
- Set up the new address and test sending and receiving
- Turn on forwarding from the old address to the new one, if your old provider allows it
- Add an automatic reply to the old address pointing people to the new one
- Update your website, Google Business Profile, directory listings, invoices, quote templates and email signature
- Tell your regular customers, suppliers, bank and accountant
- Keep the old account open, with forwarding on, for at least a few months
Changing your address everywhere at once avoids the most common problem: a customer replying to an old quote and getting no answer. For keeping details consistent online, see how to check NAP consistency.
How do you protect your business email from scams?
Email is a favourite target for criminals. The Australian Signals Directorate's small business guide describes business email compromise, where criminals impersonate business representatives using compromised or look-alike email accounts (ASD). A common version for small businesses is a fake email that changes the bank details on an invoice.
- Turn on two-step verification for every email account
- Never change a supplier's or customer's bank details based on an email alone; call them on a number you already have
- Put a line on your invoices telling customers you'll never change your bank details by email
- Be wary of urgent emails asking for payments, gift cards or logins
- Remove access for staff who leave, on their last day
If you think your business has been targeted, the ASD has guidance on business email compromise (ASD), and you can report cybercrime through ReportCyber (ASD). Contact your bank immediately if money has been sent.
What about sending newsletters or offers?
Use a proper email marketing tool rather than your everyday inbox for bulk messages. Google's sender guidelines set extra requirements for bulk senders to Gmail, including authentication and an easy way to unsubscribe (Google).
- Only email people who agreed to hear from you
- Include your business name, contact details and an unsubscribe link in every message
- Keep marketing separate from quote and job emails, so a spam complaint doesn't hurt your everyday mail
The Spam Act rules apply too. See the Spam Act for small businesses.
A simple email signature
Keep it short and useful. Something like:
[Your name]
[Role], [Business name]
[Phone] | [Website]
ABN [number] | [Licence or registration number, if your trade requires it]
- Skip big images and inspirational quotes; they make emails look like spam
- Make the phone number tap-to-call on mobile
- Use the same signature for everyone in the business
Why are my emails going to spam?
If customers say they never got your quote, work through this list:
- Check SPF, DKIM and DMARC are set up for your domain; your provider's admin panel usually shows whether they're working
- Make sure your website's contact form sends through your email provider, not a generic web server
- Avoid all-caps subject lines, lots of links and large attachments
- Ask the customer to check spam and mark your email as not spam
- Send yourself a test to a Gmail and an Outlook address and see where it lands
If it's still happening, ask your web developer or IT support to check your DNS records. A few minutes of setup usually fixes it.
What happens to email if you change web designers or hosts?
This catches a lot of small businesses out. If your email is bundled with your web hosting, moving the website can break your email too.
- Keep your domain registered in your business's name, with logins you control
- Use a dedicated email provider rather than email tied to one web host
- Before any website move, write down your current email DNS records so they can be copied across
- Ask your new designer to confirm email will keep working before the switch, and test it straight after
For more on keeping control of your domain and site, see who owns your website.
Most owners read email on their phone between jobs. A few tips:
- Use your provider's own app, or your phone's mail app with the account added properly, rather than forwarding to a personal address
- Turn on notifications only for the inboxes that matter, such as quotes@
- Set a passcode or face unlock on the phone, since it now holds customer details
- If a phone is lost, sign it out of your email from your provider's admin panel
Keeping business email on a business account, even on a personal phone, makes it easier to hand over or separate later.
- Domain registered in your business's name, on auto-renew
- Business email provider chosen and paid for
- SPF, DKIM and DMARC records added and tested
- Role addresses such as quotes@ and accounts@ set up
- Two-step verification on for every account
- Signature with name, business, phone, ABN and licence number
- Website forms and Google profile updated to the new address
Tick these off once and your email will look professional, land in inboxes and keep working when other things change.
Morphic sets up domains, business email and DNS records for Melbourne small businesses as part of a website build. Get a free quote, or book a 30-minute call.
Related service. websites for new businesses.
Related reading: New business website checklist and Starting a business in Melbourne's west.
Key Takeaways
Email on your own domain looks more trustworthy and stays with you.
Google Workspace and Microsoft 365 are the main options.
Set up SPF, DKIM and DMARC so emails don't land in spam.
Use role addresses like quotes@ and turn on two-step verification.
Keep your domain on auto-renew so email never stops.
Emon Datta
Founder, Morphic Agency
Morphic Agency is a Melbourne-based UX design agency. We've shipped 50+ products across 15+ countries.
