Guide
How to set up email on your own domain
To set up email on your own domain, create the mailbox in your hosting control panel, add it to your mail app with the settings shown for your domain, and publish the DNS records that help your mail arrive. It takes about ten minutes. Every Limitless Hosting plan includes unlimited email accounts, so you can create as many addresses as you need.
The steps
Setting up your first address
Order hosting and add your domain
Choose a plan and enter your domain at checkout, or add it afterwards.
Create the mailbox
In the control panel, open the email section, choose an address such as info@ and set a strong password.
Add it to your mail app
Use the incoming and outgoing server settings shown for your domain, with the full address as the username.
Add the DNS records
Publish SPF and DKIM, and a DMARC policy, so your messages are trusted.
Send a test
Email yourself at a webmail address and check that it arrives in the inbox.
Why bother
Why a domain address beats free webmail
An address on your own domain tells customers that you are an established business. It also belongs to you, so if you change provider or move house, the address stays the same. A free webmail address makes a business look informal, and it is easier for fraudsters to imitate.
On our plans, there is no extra cost per mailbox. You can create one for each person and role, and shared addresses such as sales or accounts, without a monthly fee per user.
Planning
Addresses most businesses create
| Address | Used for | Tip |
|---|---|---|
| info@ | General enquiries | Forward to a shared inbox |
| sales@ | New business | Reply within a few hours |
| accounts@ | Invoices and payments | Keep separate from sales |
| support@ | Customer questions | Share between a small team |
| firstname@ | Individuals | Use for personal contact |
| noreply@ | Automatic messages | Avoid unless really needed |
Worked example
A two-person consultancy sets up email
Two consultants, Maya and Tom, register a .co.uk and order a Small plan. They want addresses for themselves and a shared one for enquiries. In the control panel they create maya@, tom@ and hello@, each with a long unique password stored in a password manager.
Maya adds her mailbox to her phone and laptop using IMAP, so her mail looks the same on both. Tom does the same. The hello@ address is added to both of their mail apps, so either can reply to a new enquiry. They agree that whoever replies first marks the message so the other knows.
Finally they add SPF and DKIM records and a simple DMARC policy, send a test to a webmail account and confirm it lands in the inbox. They write the setup details in a shared note. Total time: about forty minutes, including the testing.
Troubleshooting
If something does not work
If you cannot send mail, check that the outgoing server, port and encryption settings match what your hosting shows, and that you are using the full address as the username. If you cannot receive mail, check that the domain's MX records point to the right server and that the mailbox is not full.
If a message is delayed or lands in spam, see our guide on stopping email going to spam. If you are still stuck, our live chat is open 24/7, and it helps to have the exact error message to hand.
- Cannot log in: check the username is the full address and the password is right
- Cannot send: check the outgoing server settings and encryption
- Not receiving: check MX records and mailbox size
- Mail goes to spam: check SPF, DKIM and DMARC
- Phone works but laptop does not: compare settings between the two
Security
Keeping mailboxes safe
Email is how most attackers reach a business, so treat mailbox security seriously. Use a long, unique password for each mailbox, turn on two-factor login where it is available and be wary of messages that ask you to log in or pay urgently.
Teach everyone with a mailbox to spot the signs of phishing: unexpected attachments, requests for money or passwords, addresses that are almost right and a sense of pressure. When in doubt, check by another route, such as a phone call to a number you already know.
Growing
When your team grows
As more people join, keep email tidy. Create a mailbox for each person, use shared addresses for roles, and keep a simple record of who has access to what. When someone leaves, change the password, set up forwarding for a short time and then remove the mailbox.
If the team grows large, or you need shared calendars and document editing, you may want a dedicated email suite. Your addresses are on your own domain, so moving later does not change what customers see.
Meanwhile, remember that mailbox contents share your plan's disk space, so check usage from time to time.
Backups
Do not forget your mail in your backups
Mailboxes hold years of conversations and attachments, so treat them as business records. Our weekly remote backups cover your account, and it is sensible to keep your own copy of anything important, such as contracts or invoices, in a folder outside the mailbox.
If you leave a mail app on IMAP, remember that deleting a message on one device deletes it everywhere. Take care with bulk deletes, and use archive folders for old mail you may need later. When someone leaves your business, export their mailbox before you remove it, so the history stays with the company and not in a deleted account.
A short written routine for joiners, leavers and renewals keeps the whole system calm and predictable.
Unlimited email on every plan
Create as many addresses as you need, from 84p a month (£10.03 billed yearly).
Where you read it
Ways to access your mail
Webmail
Log in from any browser, with nothing to install. Good for quick access and travel.
A computer mail app
Use an app such as the one built into your computer, set up with IMAP so mail stays in sync.
Your phone
Add the account in your phone's mail settings so you can read and reply anywhere.
Settings
IMAP, POP and what to choose
IMAP keeps your mail on the server and shows the same folders on every device, so a message read on your phone appears as read on your computer. It is the right choice for nearly everyone who uses more than one device.
POP downloads messages to one device and usually removes them from the server. It suits a single computer and a limited mailbox, but it makes using several devices awkward. Our IMAP and POP guide compares them in detail.
Always use the encrypted settings your hosting shows, and the full email address as the username.
Good practice
Habits for healthy business email
- Use a long, unique password for every mailbox
- Turn on two-factor login where it is offered
- Add SPF, DKIM and DMARC records
- Do not send newsletters from a mailbox
- Keep an eye on mailbox size
- Use shared addresses for roles, not people
- Keep a record of every address and its owner
- Remove access when someone leaves
FAQ
Common questions
How many email addresses can I create?
As many as you need. Email accounts are unlimited on every plan.
Can I use my phone?
Yes. Add the account using the settings shown for your domain.
Do I need a website to use email?
No. You need a hosting plan and a domain, but the domain does not need a website.
Is there spam protection?
Yes. Incoming mail is filtered, and an external mail relay helps outgoing messages arrive.
Can I move old email across?
Yes. Connect both accounts over IMAP and copy the folders.
Keep reading
Related pages
Get your business email today
Unlimited email accounts with every plan.