--- title: "Email Hosting 101: A Brief Guide On Setting Up Email For Your New Venture | DuoCircle" description: "When it comes to marketing, branding, or any communication, a professional-looking email has no alternative." image: "https://www.duocircle.com/images/og-default.png" canonical: "https://www.duocircle.com/blog/email-hosting/email-hosting-101-a-brief-guide-on-setting-up-email-for-your-new-venture/" --- Quick Answer Setting up professional email for a new business takes two technical steps and three ongoing decisions. First, choose an email hosting provider and evaluate it on mailbox count, storage, security features (anti-malware, DLP, spam filtering), 24/7 support, and continuity options for when the mail server is down. Second, configure DNS records and point the domain at the hosting provider; if domain and hosting are with different vendors, adjust the name servers manually. The ongoing decisions are security (a small-business email leak averages roughly $8,700 in losses), ease of use, and storage capacity. Then add the three email authentication records: SPF lists which IPs and servers are authorized to send for the domain, DKIM signs outbound mail with a private key matched against a public key in DNS, and DMARC ties SPF and DKIM together with a policy and reporting. Without these three, business email is more likely to land in spam or be spoofed. Share [ ](https://www.linkedin.com/sharing/share-offsite/?url=undefined%2Fblog%2Femail-hosting%2Femail-hosting-101-a-brief-guide-on-setting-up-email-for-your-new-venture%2F "Share on LinkedIn") [ ](https://twitter.com/intent/tweet?text=Email%20Hosting%20101%3A%20A%20Brief%20Guide%20On%20Setting%20Up%20Email%20For%20Your%20New%20Venture&url=undefined%2Fblog%2Femail-hosting%2Femail-hosting-101-a-brief-guide-on-setting-up-email-for-your-new-venture%2F "Share on X/Twitter") [ ](https://www.facebook.com/sharer/sharer.php?u=undefined%2Fblog%2Femail-hosting%2Femail-hosting-101-a-brief-guide-on-setting-up-email-for-your-new-venture%2F "Share on Facebook") [ ](https://reddit.com/submit?url=undefined%2Fblog%2Femail-hosting%2Femail-hosting-101-a-brief-guide-on-setting-up-email-for-your-new-venture%2F&title=Email%20Hosting%20101%3A%20A%20Brief%20Guide%20On%20Setting%20Up%20Email%20For%20Your%20New%20Venture "Share on Reddit") [ ](mailto:?subject=Email%20Hosting%20101%3A%20A%20Brief%20Guide%20On%20Setting%20Up%20Email%20For%20Your%20New%20Venture&body=Check out this article: undefined%2Fblog%2Femail-hosting%2Femail-hosting-101-a-brief-guide-on-setting-up-email-for-your-new-venture%2F "Share via Email") ![settingup email](https://media.mailhop.org/duocircle/images/2021/04/SPF-record-checker-5364.jpg) When it comes to marketing, branding, or any communication, a professional-looking email has no alternative. As much as [75% of the consumers](https://makeawebsitehub.com/professional-email-address/) associate professional business emails with loyalty for small enterprises. Of course, Gmail and Outlook would offer you free options. However, _organizations need to shell out a basic amount to establish a beyond-ordinary brand image_. When you have your enterprise name integrated into your email ID, it speaks for your brand, prioritizing elements like better customer service, brand recognition, security, and mitigating spam. Here is what a professional email ID looks like; let’s take your business name as ABC. - A generic business email looks something like [abc@gmail.com](mailto:abc@gmail.com) - However, when you opt for [email hosting services](/email/hosted-email) and get a professional business email, it would be [help@abc.com](mailto:help@abc.com) or [customercare@abc.com](mailto:customercare@abc.com). In a nutshell, you have your brand name incorporated within the email ID. In this post, _we will guide you with setting up your professional business email and securing the same_. ## Steps To Follow While Setting Up A Professional Business Email ### Step:1, Choosing the Email Hosting Provider Once you have bought the domain for your business, the first step for setting up the email for your domain is to find the right **email hosting provider**. The factors to look at while looking for an email hosting provider include the number of mailboxes they provide, security features, storage space, and additional tools to secure you against online vulnerabilities. [![email hosting](https://media.mailhop.org/duocircle/images/2021/04/spf-record-6664.jpg)](https://media.mailhop.org/duocircle/images/2021/04/spf-record-6664.jpg) Some reputed service providers also provide comprehensive packages like website and email hosting or shared hosting deals. Depending on the number of business email IDs you need, you need to choose the plan. Now, you can frame the new business email ID as per your requirement (for example, customercare@_yourbusiness.com_ or [contact@yourbusiness.com](mailto:contact@yourbusiness.com)). ### Step:2, Setting Up DNS Records Once you have selected the email ID, the next task is to set up your DNS records. [Domain Name](https://www.brandcrowd.com/domain-names) Server or Domain Name System (DNS) connects web servers to the respective domain names. _DNS records would be necessary every time you connect on the internet_. At this stage, you need to integrate the newly purchased email with the respective domain. Next, the **hosting service** provider will send you an email demonstrating the process of setting up the DNS. In case you opt for a different domain name provider and hosting provider, you need to adjust the name servers manually. In the subsequent stages, _you must ensure to sync your business email with your phone number and third-party software that you have been using_. Several [hosting providers](/email/hosted-email) also offer these services without any additional charges. Hence, for those who want to focus on more pressing needs for their business and want someone to handle their email requirements end-to-end, it makes sense to go for these providers. ## Things To Consider When You Choose Your Hosting Provider ### Security As the owner of a newly set-up SME, you must be proactive in securing your clients’ interests, and this includes **protecting your email** content (sent to your customers and clients) against online adversaries. _Inadequate security of your emails may lead to loss of reputation, financial loss, and of course, disruption of your operations_. A [report](https://www.usatoday.com/story/money/business/2014/10/12/small-business-hacking-dangers/17041613/) reveals that email leaks lead to a financial loss of **around $8,700** for small organizations. Therefore, you should look out for an email service provider with advanced security features like: - Anti-malware - Data loss prevention - Spam filtering ### Ease Of Use _It is logical to go for an email service provider offering you maximum control over the operational environment_. At the same time, you should be receiving the necessary assistance whenever required. The [best email hosting](/email/hosted-email) companies offer 24/7 support over chat, phone, and email. It is logical to opt for providers offering easy-to-use web-based interfaces. This would enable you to accomplish the administrative tasks seamlessly. Some hosting providers also come with the [email continuity](/email/email-continuity) feature. It serves as a backup mechanism in case your mail server goes down. This ensures that you would continue sending emails and receiving them from your business email address during this time. ### Maximum Storage Space _An overloaded or cluttered inbox can lead to confusion_. It would be frustrating indeed if you fail to find the important messages at peak hours. Besides, you need to archive important emails to prevent them from getting deleted accidentally. Enterprises opt for email services that offer adequate storage space. Presently, some of the leading hosting companies provide advanced features like **automated archiving**. ## Why Setting Up SPF, DKIM And DMARC Is Crucial Once you have your business’s email set up, the next crucial term you must be familiar with is **email authentication**. It enhances the credibility and deliverability of the emails you dispatch. Email authentication deploys specific protocols, confirming that your domain has sent those messages. As a result, the chances of your messages landing up in the spam boxes are lower (which is crucial when you are using email as a marketing medium). Therefore, email authentication boosts the brand reputation significantly, ensuring that the messages reach the desired destination. In this context, you would come across three protocols of [email security](/) and authentication. These are [SPF](/email/spf-record-check), DKIM, and [DMARC](/email/dmarc). These three protocols complement each other to ensure email authentication. [![email security](https://media.mailhop.org/duocircle/images/2021/04/spf-record-check-6354.jpg)](https://media.mailhop.org/duocircle/images/2021/04/spf-record-check-6354.jpg) - **SPF** (Sender Policy Framework) strengthens the DNS servers, monitoring the users capable of dispatching emails from a particular domain. In the process, this can secure you against **domain spoofing**. _SPF assists the mail servers in detecting whether or not the email came from the regular domain_. - **DKIM** (DomainKeys Identified Mail) assures that your email content is not compromised or tampered with. An encryption algorithm works in DKIM to generate two electronic keys, private and public. The **private key** is present on the mail server, while the public key is present in the DNS TXT record. Therefore, only domain administrators can manage **DKIM records** once they create the same. - **DMARC** (Domain-based Message Authentication, Reporting, and Conformance) holds the first two protocols together with its specified set of policies. Besides, it connects the domain name of the sender with the one present in the form. ## Final Words As email continues to be the primary business communication method, you must get a professional email for your business as soon as your domain is set up. The ideal email hosting provider must offer [email security](/), 24/7 support, among other crucial features. Moreover, when you set up your professional business email, the last thing you would expect is to get your messages blocked by **spam filters**. The three protocols, as discussed above, work in perfect sync to ensure a seamless and authentic email delivery mechanism. This explains why successful marketers count on reliable email hosting providers and have all three email authentication protocols in place. ![Brad Slavin](https://media.mailhop.org/dmarcreport/images/team/brad-slavin.jpg) Brad Slavin General Manager General Manager at DuoCircle. Product strategy and commercial lead across the email security portfolio. ## Secure your email infrastructure Protect, authenticate, and deliver. Contact our team to find the right solution. [Contact Sales](/contact/) [Explore Products](/products/) ## Related Articles [ Email Hosting 18m 10 Steps To Set Up A Self-Hosted Mail Server Without Hitting Spam Mar 10, 2026 ](/blog/email-hosting/10-steps-set-up-self-hosted-mail-server-avoid-spam/)[ Email Hosting 5m The 9 Ways You Benefit from Moving Mail to the Cloud Apr 13, 2016 ](/blog/email-hosting/9-ways-benefit-moving-mail-cloud/)[ Email Hosting 1m Amazon Order Confirmation Trojan Feb 16, 2019 ](/blog/email-hosting/amazon-order-confirmation-trojan/)[ Email Hosting 6m Apache Log4j Zero-day Vulnerability: How to Detect it & Precautions You Need to Take Dec 24, 2021 ](/blog/email-hosting/apache-log4j-zero-day-vulnerability-how-to-detect-it-precautions-you-need-to-take/) ```json {"@context":"https://schema.org","@type":"Organization","name":"DuoCircle LLC","url":"https://www.duocircle.com","logo":{"@type":"ImageObject","url":"https://www.duocircle.com/images/duocircle-logo.png"},"description":"DuoCircle is a portfolio of specialized email products covering protection, authentication, delivery, and routing. 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