How to set up business email on your own domain

Step 1: get a domain

Your email address uses your domain name, the same one as your website. In Australia the two common choices are:

• .com.au, for commercial entities with an Australian presence. An active ABN or ACN is the most common way to qualify. The name needs to match your business name, an acronym of it, your trade mark, or the goods, services or premises you provide.
• .au on its own (like yourbusiness.au), available since March 2022. It only requires an Australian presence: no ABN or ACN is needed.

Register it in your own name, not your web designer's. See our guide to website costs for typical domain prices.

Step 2: choose an email provider

The two big options are Google Workspace (Gmail with your domain) and Microsoft 365 (Outlook with your domain). Both include calendars, shared files and video calls. Prices are per person, per month, excluding GST, as published on 21 October 2026:

Monthly plans can be cancelled at any time; annual plans are cheaper but commit you for the year. Zoho Mail is a lower-cost alternative, from US$1 per person a month on its Mail Lite plan billed annually. Zoho also advertises a free plan for up to five people, but it says the free plan is only available in some regions, and we couldn't confirm it is offered to Australian sign-ups.

Which one? If you already use Word and Excel on your computer, Microsoft 365 Business Standard covers both. If you live in Gmail and Google Docs, Google Workspace will feel familiar. For one or two people who mostly need email, the starter plans of either are plenty.

Step 3: connect your domain (the DNS records)

Your provider will ask you to add a few records to your domain's DNS settings, where you registered your domain or wherever your DNS is managed. They sound technical, but each has one simple job:

• Only one SPF record. If your domain already has one, merge the new value into it rather than adding a second; two SPF records break both.
• Give it time. Google says MX changes can take up to 72 hours, and to wait 24 to 72 hours after switching on Gmail before you generate your DKIM key.
• Set up DMARC last, about 48 hours after SPF and DKIM, starting with p=none so you can see reports before you tighten it.

Why this matters: staying out of spam

Without SPF, DKIM and DMARC, your quotes and invoices are more likely to land in a customer's spam folder, and it is easier for someone to send fake emails pretending to be you. Google requires all three from anyone sending more than 5,000 emails a day, and they are good practice for every business.

Moving from an old address

• Set up the new address and test it before you tell anyone.
• Forward the old address to the new one for a few months, so nothing gets missed.
• Update your website, Google Business Profile, invoices, email signature and van signage.

Our packages connect your domain to your website. Domain registration and email are charged separately by the provider you choose, and we can help you connect them.