In this article · 6 sections
Using a Gmail or Yahoo address for business looks less professional than [email protected]. But setting up business email isn't just about creating a mailbox — you also need the right DNS records so your emails land in the inbox, not spam. Since 2024, Gmail and Yahoo have tightened requirements for senders, making authentication more important than ever.
Choosing a provider
| Option | Pros | Cons |
|---|---|---|
| Google Workspace | Gmail interface, excellent deliverability and spam filtering, Drive and Meet | Paid per user |
| Zoho Mail | Indian company, affordable plans, good admin features | Interface less familiar to some users |
| Hosting email (cPanel/hPanel) | Usually included with hosting | Deliverability depends on server reputation; limited storage and features |
| Microsoft 365 | Outlook, Office apps, Teams | Paid per user |
For a small business sending everyday emails and quotes, Workspace or Zoho is usually more reliable than shared hosting email.
The three authentication records
- SPF (TXT record) lists which servers may send email for your domain. Example:
v=spf1 include:_spf.google.com ~all. Keep only one SPF record per domain. - DKIM adds a digital signature to each email. Your provider generates a key; you add it as a TXT record.
- DMARC tells receiving servers what to do if SPF/DKIM fail and where to send reports. Start with
v=DMARC1; p=none; rua=mailto:[email protected], monitor, then move toquarantineorreject.
Website forms and email
Contact forms often fail silently because the website sends mail from an unauthenticated server. Use SMTP through your email provider (or a transactional email service) with proper authentication, and test forms regularly.
Common mistakes
- Two SPF records (only one is allowed — merge them).
- Changing MX records while setting up a website and breaking email.
- Sending bulk marketing from your main business mailbox.
- Using personal Gmail app passwords in website code without restricting them.
Frequently Asked Questions
Why do my emails go to spam?
Missing or wrong SPF/DKIM/DMARC, a poor server reputation, or spam-like content. Check the email headers for authentication results.
Can I keep my domain with one company and email with another?
Yes. Point MX records to your email provider and keep the website on your host.
Is free email included with my website?
Many hosting plans include basic email. For important business communication, a dedicated provider is more reliable.
Need email set up correctly?
Joboo Web sets up business email, DNS and authenticated website forms. See domains and email or contact us.