What you need before you start

A business email account is a separate inbox from your personal email, usually tied to your company's domain name (like yourname@yourbusiness.com instead of yourname@gmail.com). You set one up through an email provider — either one that specializes in business accounts like Google Workspace or Microsoft 365, or through your web hosting company if you already have one.

Before you begin, gather three things: a domain name you own or control, a way to pay for the service (most charge monthly), and access to your domain's settings. If you do not yet have a domain name, you will need to register one first through a registrar like GoDaddy, Namecheap, or Google Domains — this usually costs $10 to $15 per year.

The whole process takes about 30 minutes if your domain is already registered, or an hour if you are starting from scratch. Most providers let you set up the account when ready, though it can take a few hours for email to start arriving.

Key Takeaways

  • You need a domain name (like yourbusiness.com) before you can create a business email address at that domain.
  • Google Workspace and Microsoft 365 are the most common choices for small businesses, and both charge monthly per user.
  • After you sign up, you must update your domain's DNS settings to point to your email provider — this step is where most people get stuck.
  • Once DNS is updated, it can take a few hours for email to work, and you should test it by sending a message to yourself.

Choosing between Google Workspace and Microsoft 365

The two largest providers for business email are Google Workspace and Microsoft 365. Both let you create multiple email addresses at your domain, store files in the cloud, and use video conferencing. The main difference is which tools you already use: if your team uses Google Docs and Sheets, Workspace is simpler; if you use Word and Excel, Microsoft 365 integrates better.

Google Workspace starts at $6 per user per month for the Business Starter plan, which includes email, 30 GB of storage, and basic video calls. Microsoft 365 Business Basic starts at $6 per user per month and includes Outlook email, 1 TB of storage, and Teams video calls. Both offer free trials (usually 14 days) so you can test before paying.

If you already have web hosting through a company like Bluehost, SiteGround, or Hostinger, they often include business email as part of your hosting plan. Check your hosting account first — you may not need to pay extra.

Setting up your account with Google Workspace

Go to workspace.google.com and click "get your free guide." Enter your domain name (the one you own), then create an admin account with a password you will remember. Google will ask you to verify that you own the domain by adding a verification code to your domain's DNS settings.

To verify ownership, log into your domain registrar (GoDaddy, Namecheap, Google Domains, or wherever you registered it). Find the DNS or nameserver settings — this is usually under a tab called "DNS Management" or "Advanced Settings." Add the verification record Google gives you. This step can take 5 to 30 minutes to process.

Once verified, return to Google Workspace and add your first user. Enter the person's name and choose their email address (like john@yourbusiness.com). Google will generate a temporary password that the user can change on first login. Repeat this for each team member who needs an email account.

Finally, update your domain's MX records to point to Google's mail servers. Google Workspace will show you exactly which records to add in your DNS settings. This tells the internet to send mail for your domain to Google instead of anywhere else. After you add these records, wait 24 to 48 hours for the change to spread across the internet, though it often works within a few hours.

Setting up your account with Microsoft 365

Go to microsoft.com/microsoft-365/business/microsoft-365-business-basic and select "Buy now." Enter your domain name and create an admin account. Microsoft will also ask you to verify domain ownership, using the same process as Google: log into your domain registrar, find DNS settings, and add the verification record Microsoft provides.

After verification, add users by going to the Microsoft 365 admin center (admin.microsoft.com). Click "Users" then "Active users," then "Add a user." Enter their name and choose their email address. Microsoft will send them a welcome email with their temporary password.

Next, update your domain's MX records to point to Microsoft's mail servers. The admin center will show you which records to add. Like Google, this change takes a few hours to a day to take effect across the internet. Until then, email sent to your domain may bounce or delay.

Updating your domain's DNS settings (the step most people struggle with)

After you sign up with either provider, you must tell the internet where your email lives by updating DNS records. This sounds technical but is usually just copying and pasting. Log into your domain registrar's website, find the DNS or nameserver section, and look for a place to add or edit records.

Your email provider will give you a list of records to add. They usually look like this: a record name (like "mail" or "@"), a record type (like "MX" or "CNAME"), and a value (like "aspmx.l.google.com"). Copy each one exactly as shown, including any dots or dashes. One small typo will break email delivery.

If you cannot find the DNS section on your registrar's website, search for "[your registrar name] how to edit DNS" or call their support line. Most registrars have this feature, but the location varies. If your domain is registered with one company but hosted with another, you may need to update settings in both places.

After you add the records, test by sending an email from your new business address to a personal email account (like Gmail). If it arrives within an hour, DNS is working. If not, wait a few more hours and try again — DNS changes can take up to 48 hours to fully propagate, though usually much faster.

Adding users and managing permissions

Once your main account is working, add team members by creating new user accounts in your provider's admin panel. In Google Workspace, go to admin.google.com, click "Users," then "Create a user." In Microsoft 365, go to admin.microsoft.com, click "Users," then "Active users," then "Add a user."

For each person, enter their name and choose their email address. The system will generate a temporary password that they change on first login. You can also set permissions — for example, whether someone can manage other users or only access their own email. Most small businesses give regular staff basic user access and one or two people admin access to add or remove accounts.

If someone leaves your company, disable their account rather than deleting it. This prevents someone from creating a new account with that email address and receiving their old messages. In Google Workspace, click the user's name and select "Suspend user." In Microsoft 365, click the user and select "Delete user," but choose "Keep the mailbox" to preserve the account.

Testing your email and troubleshooting common problems

After DNS updates have processed (usually 1 to 24 hours), test your email by sending a message from your business address to a personal email account. If it arrives, your setup is complete. If not, check three things: first, verify that your DNS records were added correctly by going back to your registrar and comparing them to what your provider specified. Second, wait longer — DNS changes can take up to 48 hours. Third, check your provider's admin panel for any warnings or errors about your domain.

If email arrives but is marked as spam, your provider may need to add authentication records to your DNS. These are called SPF, DKIM, and DMARC records, and they prove to other email systems that your messages are legitimate. Your provider will give you these records to add just like the MX records. Adding them usually stops spam filtering within a few hours.

If you cannot send email but can receive it, the problem is usually your outgoing mail server settings. Check that your email client (Outlook, Gmail, Apple Mail, etc.) is configured to use your provider's SMTP server. Google Workspace uses smtp.gmail.com; Microsoft 365 uses smtp.office365.com. Your provider's setup guide will show the exact settings for your email app.

Frequently Asked Questions

Can I use a business email without registering a domain?

No. A business email address requires a domain name you own. You cannot create john@yourbusiness.com without owning yourbusiness.com. If you do not have a domain yet, register one first through any registrar, then set up email through your chosen provider.

What happens to my email if I stop paying?

Most providers suspend your account after 30 days of non-payment, which means new email cannot arrive. After 60 to 90 days, they delete the account and all messages. If you plan to stop using the service, export your emails first or switch to a different provider before your subscription ends.

Can I use my business email on my phone?

Yes. Both Google Workspace and Microsoft 365 work with the Gmail app, Outlook app, and most other email clients on iPhone and Android. When you add your account to your phone, use your full email address (john@yourbusiness.com) and your password. Your provider may require you to turn on two-factor authentication for security.

Do I need to buy email hosting separately from web hosting?

Not always. If you already have web hosting, check whether it includes business email — many hosting companies include it at no extra cost. If it does not, or if you want more features, you can use Google Workspace or Microsoft 365 instead. Your domain can point to different services for email and website hosting.

How many email addresses can I create?

Google Workspace and Microsoft 365 let you create as many addresses as you need, but you pay per user per month. If you have five team members, you pay for five accounts. You can also create aliases (like sales@yourbusiness.com that forwards to john@yourbusiness.com) without paying extra, depending on your plan.