How to create a corporate email on your domain

How to create a corporate email on your domain

Corporate mail is not always a product for large companies (corporations). This tool will be quite relevant for small and microbusinesses, as well as for the self-employed and individuals. The main idea is the direct association of the email address with the domain name on which the site operates.

Below, we will tell you what the advantages of corporate mail are, how it differs from regular mail, where to get it, and how to set it up.

What is a corporate email address?

Corporate mail is an email service that works linked to your domain name. In turn, a domain is a unique symbolic name that ensures readability and ease of entry in the browser address bar; it acts as a more convenient and understandable link to a specific IP address on the network (real IP addresses consist only of numbers, so they unreadable and poorly remembered).

Why do you need corporate email?

Using a branded corporate email address, you can solve several problems at once:

  • Increased awareness. The email address is directly associated with the domain of the corporate website (company website). Therefore, the level of trust on the part of users and on the part of postal services is growing. Plus, the client immediately finds out who is bothering him at the address.
  • Business correspondence. It’s one thing when you communicate from a general address, and another when you send letters from a company address. This approach is more consistent with a special status and emphasizes the level of responsibility, helping to maintain a business style.
  • Maximum contact control. Imagine a situation where an employee quits and takes his personal address with him. This means that past clients will continue to write to him on work issues, it will be difficult to remove him from internal mailing lists, and important contacts: partners and clients may be completely lost along with the mail account. Working through a corporate email service eliminates all these problems.
  • Building the company structure. Mailbox addresses can be assigned not only to specific employees, but also to entire departments or services, to certain positions (to ensure maximum continuity), etc.
  • You can set up an authorization system for corporate email. In many IT systems, an email address is used for user authorization. In the case of corporate addresses, all relevant external services and tools will be under your complete control. For example, such tools include corporate websites (CMS systems), CRM systems, BPM systems and much more.
  • Collecting lost letters. Emails sent to non-existent shared services mailboxes are always returned to the senders. But it’s another matter when a client tries to send his request, for example, to the address of an employee who quit a long time ago. In this case, you can configure domain mail so that lost messages are collected separately and their contents are necessarily viewed (that is, received not by the dismissed employee, but, for example, by the administrator or head of the marketing department).
  • Connecting mass email services. Do not confuse business correspondence (and mailings to colleagues) with mass mailings. The latter are purely a marketing tool. Advertising messages are a separate approach, a separate client base and a number of specific technical solutions (triggers, personalization, segmentation, analytics, etc.). However, without corporate mail it will be impossible to launch high-quality email campaigns. Emails are likely to end up in spam. This is a requirement of most popular email services.
  • Increasing sending limits. General mail services always have serious limitations. At a certain point, they may begin to interfere with increased business activity. Even if you use ready-made services to service corporate mail, the limits here are always noticeably higher. And if mail runs on your own server, then the limits will generally depend only on the performance of the equipment used and nothing more.

What is the difference between corporate mail and regular mail?

Here is a table comparing the differences between corporate email and regular email:

FeatureCorporate EmailRegular Email
PurposeFor business communication and collaborationFor personal communication and everyday use
SecurityStronger security features like encryption and spam filteringBasic security features may make you vulnerable to spam and phishing.
ManagementCentralized management and control over user accountsIndividual management, limited control over user accounts
StorageLarger storage quotas for businessesSmaller storage quotas may require paid upgrades.
CostCan be more expensive due to additional features and security.Generally free or low-cost, with optional paid upgrades
CustomizationMore customizable options for branding and functionalityLimited customization options
IntegrationsIntegrates with other business tools and servicesLimited integrations may require additional tools.
SupportDedicated support for business needsBasic support may require self-service troubleshooting.

Where is the best place to create a corporate email?

There’s no single “best” place to create corporate email, as it depends entirely on your specific needs and priorities. Different services offer various features and cater to different-sized businesses and budgets. Here’s a breakdown to help you decide:

Choosing the right place for your corporate email:

Factors to consider:

  • Number of users: Do you have a small team or a large enterprise?
  • Budget: How much are you willing to spend on email hosting?
  • Security: Do you need strong security features like encryption and two-factor authentication?
  • Storage: How much storage space do you need for emails and attachments?
  • Functionality: Do you need additional features like email calendars, contacts, or integrations with other business tools?
  • Ease of use: How easy is it to set up and manage email accounts?

Popular options and their strengths:

  • Google Workspace (formerly G Suite): ideal for businesses of all sizes, offers robust security, extensive storage, integrates with other Google products, and has a user-friendly interface.
  • Microsoft 365 is best for businesses already using Microsoft products because it has strong security and compliance features and integrates with Office applications.
  • Zoho Mail is an affordable option for small businesses and offers good security and features. A free plan is also available.
  • Rackspace Email is a scalable solution for large businesses with reliable uptime and advanced security features.
  • Cloud storage with built-in email: free or low-cost options like Google Drive or Dropbox, basic features, suitable for small businesses with simple needs.

Additionally:

  • Consider managed email services: These services handle the setup, management, and maintenance of your email for you, making them ideal for businesses with limited IT resources.
  • Research and compare different providers. Read reviews, compare pricing and features, and consider free trials before making a decision.

How to create and configure your corporate email

The general algorithm for creating mail on your domain will look like this:

  1. Domain registration.
  2. Renting a ready-made email service or renting hosting and setting it up.
  3. Directing the MX record to the mail server address.
  4. Configuring resource records responsible for security (SPF, DKIM, DMARC).
  5. Creation of mailboxes.
  6. Checking mail operations.
  7. Other settings and integrations, if necessary,.

Let’s look at the setup algorithm with reference to more specific examples.

Creating and setting up corporate mail based on VK WorkMail

Step 1: Domain registration

A domain can be registered directly with official registrars such as Reg.ru, or you can use the services of their partners. Hosting companies often act as such intermediaries. For example, the providers we mentioned above have gift domains: HostGator, AdminVPS.

Step 2: Create an account in VK WorkMail.

Almost all cloud-based corporate email services require linking to a regular user account. Therefore, first, you need to register with Mail.ru or the VK social network. If you already have an account, you just need to log in.

Step 3. Connecting a domain

The system will prompt you to name the project and agree to the terms. The project name is the name of your domain.

After entering the domain name, the service will offer several confirmation options, including:

  • Full DNS transfer (you will need to register NS1 and NS2 servers, which will forward all DNS requests to Mail.ru/VK servers; for example, name servers may look like this: “your-gorod.ens.mail.ru,”  the period at the end is required, entries may differ, and the system will offer you specific options).
  • DNS check (convenient for cases when you don’t have a website but don’t want to use the original DNS hosting from Mail.ru; for example, if you only need a corporate mail service, the check is organized using a separate TXT record for the domain).
  • Using a meta tag (the method only works if you have a working website; the proposed tag must be added at the HTML code level inside the HEAD section, at least on the main page).
  • Using a separate HTML file (also only relevant if you have a working website; a special HTML file is uploaded to the root directory of the site on the hosting; this method is not suitable if the site was created with an online builder service).

The most convenient way is a full DNS transfer, since in this case the VK WorkMail service will be able to automatically add the missing resource records: MX, DKIM, and SPF. The operation is performed literally with one click of the “Set records” button. Therefore, some of the subsequent steps can be skipped.

DNS records must be edited in the registrar’s control panel or in the control panel of your current DNS hosting service (if one is used instead of a registrar solution).

Important! If you completely delegate your domain to Mail.ru servers, then your new DNS hosting will be Mail.ru. This must be taken into account in subsequent steps, for example, when setting up redirection to a website, etc.

The procedure for updating data in the DNS system can take several hours (or, less often, up to a day). So be patient.

Step 4: Assign an administrator.

When the domain is delegated or confirmed, the service will prompt you to select the current project administrator. The latter can only be a regular user account.

If you only have one account, the administrator interface will simply open.

Step 5. Set up an MX record.

This option will be needed if you do not delegate the domain to Mail.ru.

To configure, you will need to add a new MX record or edit an existing one.

There can be several MX records, but the one with the highest priority will be processed first. So if you don’t want conflicts, remove all unnecessary MX lines and prioritize correctly.

The MX record for using Mail.ru mail servers looks like this:

  • Subdomain: @
  • The field value is emx.mail.ru. (with a dot at the end)
  • Priority: 10 (this is the default value; you can change it at your discretion).

Updating MX records within the DNS system can take several hours.

Step 6. Setting up the SPF record

An SPF record is needed to provide a list of trusted sender addresses. There can only be one SPF record, so if you are using multiple addresses to send to, they all need to be listed correctly within one line. For example, the default line, if only Mail.ru servers will work, looks like this:

  • Post type: TXT
  • Domain: @
  • Value: v=spf1 redirect=_spf.mail.ru

If letters are additionally sent from your SMTP server, then the value of the line will be something like this:

  • v=spf1 ip4:111.222.333.444 a mx include:_spf.mail.ru ~all

Here, 111.222.333.444 needs to be replaced with the current IP address of your SMTP server.

Step 7: Setting up a DKIM signature

DKIM is a kind of analog of a digital signature. Using this signature, the email client can verify the sender. If the signature is invalid, the letter will automatically be sent to spam.

An example of a DKIM signature for VK WorkMail:

  • Post type: TXT
  • Domain: mailru._domainkey
  • Value: v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQDR64c/…

The key itself, which follows “p=…”, is generated individually for each domain.

There can be several DKIM signatures for each sender.

Step 8: Create mailboxes

You can pre-configure the company structure and other mail parameters. Each department or unit can have its own general email address (for internal mailings).

When creating users, you need to specify:

  • Name.
  • Last name.
  • Login (corporate email address based on your domain).
  • Password (by default, passwords are generated automatically).

The new user’s data can be sent via personal mail. The address can be served by any mail service, not just mail.ru.

To speed up work, it is possible to import data from new users in tabular format (via CSV file download).

Ready!

Now users can log in to business mail and work from their new accounts.

The administrator can:

  • Change passwords and enable mandatory two-factor authentication for all or specific users.
  • Block individual accounts and monitor their activity.
  • Log in as a user (not in all plans).
  • Add accounts to groups and define synonyms for them.

Features of creating corporate mail based on hosting

The algorithm for creating or obtaining a corporate address is in many ways similar to the steps for cloud services:

  • Step 1: Domain registration.
  • Step 2. Renting hosting (renting a separate service with mail on your domain).
  • Step 3. Redirecting the domain to the server (full delegation or just setting up MX records).
  • Step 4. Configure DKIM and SPF records in the hosting panel for the linked domain.
  • Step 4. Activate corporate mail (adding a new mail domain, if we are talking about ISP Manager).
  • Step 5. Configuring corporate mail options (activating anti-spam protection, anti-virus protection, etc., changing or selecting the server IP address, etc.).
  • Step 6. Create mailboxes (mail users).

The DKIM signature is usually generated automatically within the hosting panel. But if you do not have such an option, then you can generate a signature on the DKIM Core Tools website or similar services (you will only need to indicate your domain).

As a trusted sender address within SPF, it is logical to register the IP address of the server from which emails will be sent via the SMTP protocol.

For example:

v=spf1 ip4:111.222.333.444