Business email guide
Business Email Checklist: Cost, Domain, and Team Operations
Criteria for evaluating mailbox count, storage, DNS support, sender authentication, integrations, and what happens after cancellation.
Count the accounts you need now
A solo founder can start with one primary mailbox. Even with a team, do not create accounts for everyone immediately; identify roles that need personal responsibility and sent history, such as support, billing, or sales. Compare whether pricing is based on users, mailboxes, or aliases.
Check the scope of DNS support
Most connection failures happen because users do not know where to enter records, not because the values are unavailable. Check whether the service helps distinguish the registrar, current nameserver provider, and website host, and whether it supplies and verifies MX, SPF, DKIM, and DMARC per domain.
Review what happens when storage is exceeded
Do not compare only the storage number. Check whether existing mail is deleted, whether only new reception stops, and what happens when downgrading. Teams with many attachments should also compare regular attachment limits, large-file links, and retention.
Check integrations and portability
If users need Outlook or mobile apps, confirm IMAP and SMTP. If an application sends notifications, confirm a sending API. Portability also matters: determine whether mail can be exported and backed up before an account is closed or a provider changes.
Start with OfficialMail
Start operating with one official primary mailbox.
Use one primary mailbox as your company's official address and review every domain-connection value directly in the mailbox.