Guide
Is your business email set up right?
6 minute read · 2026-10-19
Is it on your own domain?
An address like office@yourbusiness.com tells customers they reached the business. A Yahoo, Gmail, AOL, or internet-provider address works, but it belongs to one person's account, and if you change internet providers, a provider address can go with it.
A domain costs about $15 to $25 a year. It should be registered in the business's name, with the login somewhere the owner can find it.
Who controls the account?
If the person who set up your email or registered your domain left, check that the business still has the admin login for both. Getting control of a domain back from a former employee or web designer is slow and frustrating. Doing it before you need it is much easier.
Are SPF, DKIM, and DMARC set up?
These are three DNS records that tell other mail servers which servers are allowed to send mail for your domain, and what to do with mail that fails the check. Without them, your invoices and quotes are more likely to land in spam, and it is easier for someone to send mail that pretends to be you.
Large mail providers, including Google and Yahoo, have tightened their rules for mail without these records. A free online lookup will show whether your domain has them.
Is multi-factor sign-in turned on?
Most email break-ins start with a guessed or reused password. Multi-factor sign-in means a password alone is not enough. It is free in Microsoft 365 and Google Workspace, and it is one of the most useful changes a small office can make.
Do people share one login?
A front-desk inbox that four people sign in to with one password is common, and it means nobody can tell who did what, and the password never changes. A shared mailbox lets each person use their own sign-in while still seeing the same inbox.
Can former employees still get in?
When someone leaves, their account should be closed or converted the same week, with their mail kept if the business needs it. Check your user list once and you may be surprised.
ITAKY's business email setup and move starts at $395 for setup and the first mailbox, plus $95 for each additional mailbox. It includes the domain in your name, SPF, DKIM, and DMARC, your old mail moved over, and two weeks of checking mail flow afterward. Microsoft 365 and Google Workspace licenses are billed to you directly, with no markup.