An address like priya@sharmatraders.in tells customers you are a real, established business. An address like sharmatraders123@gmail.com tells them the opposite. The good news: getting email on your own domain is quicker and cheaper than most people think. This guide walks you through every step, in plain language.
What you need before you start
- A domain name — the part after the @. If your website is
sharmatraders.in, that is your domain. No domain yet? You can register one in a couple of minutes. - Access to your domain’s DNS settings — usually the account where you bought the domain (GoDaddy, Hostinger, BigRock, Namecheap and others) or your hosting control panel.
- An email hosting plan — the service that stores your mail and sends it for you. Your domain alone can’t receive email.
Don’t know where your domain is managed? Search your inbox for the word “domain” and the registrar’s name, or run a free WHOIS lookup on your domain.
Step 1: Choose an email hosting plan
Pick a plan by how many people need their own mailbox and how much mail you keep. A shop owner might need one address (orders@); a small agency might want one per person. With WhySharedMail plans you can start with one mailbox and upgrade later without moving anything.
Look for these basics in any provider:
- Webmail you can use from any browser
- IMAP and SMTP support, so Outlook, Apple Mail and phone apps work
- Spam and virus filtering
- Help with DNS records (SPF, DKIM and DMARC)
- Billing in rupees with proper invoices
Step 2: Connect your domain
After you sign up, add your domain in the dashboard. The provider then shows the exact DNS records you need. You copy each one into your domain’s DNS settings. The records do different jobs:
| Record | What it does |
|---|---|
| MX | Tells the internet which server receives email for your domain. |
| SPF (TXT) | Lists the servers allowed to send email as your domain. |
| DKIM (TXT) | Adds a digital signature to your emails so receivers can trust them. |
| DMARC (TXT) | Tells receivers what to do with mail that fails the checks above. |
If these words are new to you, read our plain-English guide to MX, SPF, DKIM and DMARC. You don’t need to understand them deeply — you just need to copy them correctly.
Step 3: Add the DNS records at your domain provider
- Log in where your domain is managed and open DNS or Manage DNS.
- Delete any old MX records that point to a previous email service (unless you are still using it).
- Add the new MX record with the value and priority your dashboard shows.
- Add the TXT records for SPF, DKIM and DMARC exactly as shown. If you already have an SPF record, merge them into one — a domain must have only one SPF record.
- Save, then click Check in your WhySharedMail dashboard. It confirms each record as soon as it is visible.
Step 4: Create your mailboxes
Once the domain is verified, create the addresses you need. Common choices are your name, a role like sales@ or accounts@, and a general hello@ or info@. Need ideas? See our list of professional email address ideas.
Use a long, unique password for each mailbox, and set a sender name (for example “Priya Sharma”) so people see a name, not just an address, in their inbox.
Step 5: Start sending — in the browser, on your phone or in Outlook
You can sign in to webmail right away. To use the mail apps you already know, add the account with IMAP and SMTP settings — our guide to setting up business email on iPhone, Android and Outlook has the exact steps. iPhone and Mac users can even download a one-tap setup profile from the dashboard.
Common mistakes to avoid
- Two SPF records. Mail servers then ignore both. Combine them into one line.
- Leaving old MX records. Mail gets split between two services and some goes missing.
- Skipping DKIM. Your mail is more likely to land in spam. Read why emails go to spam.
- Sharing one password for everyone. Give each person their own mailbox instead.
How long until it works?
Most DNS changes are visible within an hour, though some providers take longer. Your dashboard keeps checking and tells you when everything is in place. You can send email from webmail immediately; receiving starts as soon as the MX record is live.
Ready to get your own address? Create an account and you can be sending from you@yourcompany.com today.
Frequently asked questions
Can I create a business email without buying a new domain?
Yes, if you already own a domain (for example the one your website uses). You only add a few DNS records at your domain provider. If you don’t own one yet, you can register it while signing up.
How long does it take to set up business email?
Usually 10–30 minutes of work. DNS changes can take from a few minutes up to a few hours to be visible everywhere, so new mail may start arriving a little later.
Will my website stop working when I change MX records?
No. MX records only control where email is delivered. Your website uses A or CNAME records, which you don’t touch.
How much does a business email cost in India?
Paid business email starts at around ₹49 per mailbox per month with WhySharedMail. Price depends on the number of mailboxes and storage you need.