The short answer

Register a domain name for your business, choose an email service such as Microsoft 365 or Google Workspace, connect the two with a few DNS records, create the addresses you need, and check that SPF, DKIM and DMARC are in place so your emails reach the inbox.

1. Get a domain name

Choose a domain that matches your business name and is easy to spell out loud. For a UK business, .co.uk or .uk is a natural choice; .com works too. Register it in the business’s name and keep the login somewhere safe, because whoever controls the domain controls the email.

2. Choose an email service

For most small businesses the choice is Microsoft 365 or Google Workspace. Both give you reliable email on your own domain, calendars, file storage and security features. See Microsoft 365 or Google Workspace for a UK small business for how they differ. Free personal addresses look less professional and leave the account in one person’s name.

3. Connect the domain

Your email service gives you DNS records to add where your domain is managed: an MX record so mail arrives in the right place, a record to verify you own the domain, and an SPF record listing who may send for you. Add DKIM and DMARC too. These three records decide whether your emails land in the inbox or in junk.

4. Create the right addresses

  • One address per person, such as firstname@ or firstname.lastname@. Keep the same pattern for everyone.
  • Shared addresses such as info@, sales@ or accounts@, set up as shared inboxes or groups so several people can answer and nothing is lost when someone is away.
  • Aliases, extra addresses that deliver into an existing mailbox, when you want a separate address without another inbox.

5. Finish the details

  • Switch on multi-factor sign-in for every account.
  • Add a simple email signature with your name, role, phone number and website.
  • Set up the account on phones and laptops with the official apps.
  • Send a test email to a Gmail and an Outlook address and check it arrives in the inbox.

Check it is set up properly

Run our free email check to see whether your domain has MX, SPF, DKIM and DMARC records. If you would like it done for you, see business email setup for UK small businesses.