To get a business email address like [email protected], you need two things: a domain name you own, and an email service connected to it. The most common services are Microsoft 365, Google Workspace and the email that comes with your web hosting. You connect them by adding a few DNS records to your domain, and setting up the records that prove your emails are genuine.
Key takeaways
- A business address on your own domain looks more trustworthy than a free Gmail or Outlook address.
- You need a registered domain, then an email service: Microsoft 365, Google Workspace or hosting email.
- Setup means adding MX records (where mail goes) plus SPF, DKIM and DMARC (proof it’s really you).
- Gmail and Yahoo now expect senders to authenticate their email, so skipping these records sends you to spam.
- If you change hosts, email settings must move with the domain, or mail stops arriving.
Why use your own domain for email?
An address like [email protected] tells customers you’re an established business. It’s also easier to remember, because it matches your website. And when staff leave, you keep the address, not them.
There’s a security angle too. Email compromise was the most common cybercrime reported by Australian businesses in 2024-25, at 19% of reports, according to the ASD’s Annual Cyber Threat Report. Your own domain lets you add records that make it much harder for scammers to send mail pretending to be you.
Step 1: Get a domain name
If you already have a website, you already have a domain. If not, register one first. A .com.au is what most Australian customers expect. Our register your domain with WMS page lets you search and register in minutes.
Step 2: Choose an email service
| Option | Good for | Things to know |
|---|---|---|
| Microsoft 365 | Businesses using Outlook, Word and Excel | Includes Office apps and Teams on most plans. Strong admin and security controls. |
| Google Workspace | Businesses that like Gmail and Google Docs | Familiar Gmail interface. Simple to manage for small teams. |
| Hosting email | Very small teams on a tight budget | Often included with hosting. Fewer features and less storage. |
Microsoft 365 and Google Workspace business email plans start at roughly $10 to $13 per user per month plus GST in Australia, depending on the plan and whether you commit for a year. Check current pricing on Google’s Australian pricing page or Microsoft’s equivalent before you choose.
For most businesses with more than a couple of staff, one of the big two is worth it. You get reliable delivery, good spam filtering and easy access on phones.
Step 3: Connect the service to your domain
Each service gives you a list of DNS records to add where your domain is managed. The main ones are:
- Verification record (usually TXT): proves you own the domain.
- MX records: tell the world where to deliver your email.
- SPF record (TXT): lists the services allowed to send email for your domain.
- DKIM record: adds a digital signature to each email you send.
- DMARC record (TXT): tells receiving servers what to do with mail that fails the checks, and sends you reports.
Microsoft and Google both publish step-by-step guides. See Microsoft’s DNS records guide and Google’s MX record setup.
Why do SPF, DKIM and DMARC matter so much?
Without them, your emails are easy to fake and more likely to land in spam. Since February 2024, Google has required bulk senders to authenticate with SPF and DKIM and to publish a DMARC record, and all senders to set up SPF or DKIM, according to its email sender guidelines. Yahoo introduced similar rules.
The Australian Cyber Security Centre recommends all three for every business domain. Its guide on how to combat fake emails explains why.
What about moving existing email?
If you already use a domain address and you’re changing provider, plan the move:
- Copy existing mailboxes to the new service before switching MX records.
- Lower the DNS “time to live” a day ahead, so the change takes effect faster.
- Switch the MX records, then watch mail arrive in the new service.
- Keep the old service running for a few days to catch stragglers.
The same care applies when you move your website. Changing where your domain points can break email if the MX records are lost along the way. Our guide to pointing your domain to a new host covers this, and our free website migration moves email settings along with your site.
Who should manage the DNS?
Ideally someone who’ll still be around in three years. Many businesses lose control of their domain because a former staff member or web designer set it up in their own account. Keep the domain and DNS in an account the business owns. Our article on domain management covers the habits that prevent lock-outs, and our domain and DNS management service handles it for you.
Frequently asked questions
Can I get a business email address for free?
Some hosting plans include basic email at no extra cost. You still need to pay for the domain. Free Gmail or Outlook addresses can’t use your own domain.
Should I choose Microsoft 365 or Google Workspace?
Pick the one that fits the tools your team already uses. If you live in Outlook and Excel, choose Microsoft 365. If you prefer Gmail and Google Docs, choose Workspace.
Why are my business emails going to spam?
Usually because SPF, DKIM or DMARC is missing or wrong. Check all three records, and make sure every service that sends mail for you is listed in SPF.
Can I keep my email if I change website hosts?
Yes. If your email is with Microsoft or Google, just keep the MX and authentication records when you move. If it’s hosting email, it needs to be migrated too.
How long does setup take?
Adding the records takes under an hour. DNS changes can take a few hours to spread, so plan the switch outside your busiest time.
Sources
- Annual Cyber Threat Report 2024-25, Australian Signals Directorate, October 2025
- Email sender guidelines, Google Workspace Admin Help
- How to combat fake emails, Australian Cyber Security Centre
- Add DNS records to connect your domain, Microsoft Learn
- Set up MX records for Google Workspace email, Google Workspace Admin Help
- Google Workspace pricing (Australia), Google