An email address like info@yourcompany.nl looks much more professional than a Gmail or Hotmail address. In this article, we explain how to set up email with your own domain name.

Why your own email address?

An email address with your own domain name:

  • Looks professional and trustworthy
  • Strengthens your brand identity
  • Is easier to remember
  • Gives you full control over your email
  • Grows along with your business

Compare for yourself: which makes a better impression?

What do you need?

To use email with your own domain, you need:

  1. A registered domain name - for example through Theory7
  2. Email hosting - server space for your mailboxes
  3. DNS settings - to send email to the right server
  4. Email client - to read and send your mail

Most hosting plans already include email hosting.

Setting up email: step by step

Step 1: Create an email address

Log in to your hosting provider and go to email management. Here you create a new email address:

  • Choose a name (info, contact, your first name)
  • Set a strong password
  • Decide on the mailbox size

Commonly used addresses:

Step 2: Set up DNS records

Your domain needs to know where emails should go. You arrange this with DNS records:

MX record: points to your mail server SPF record: prevents email spoofing DKIM record: verifies that mail really comes from you

At Theory7, these are set up automatically. Read more about SPF, DKIM and DMARC.

Step 3: Configure your email client

Now you can read your email through:

Webmail: directly in your browser, no installation needed

Email client: such as Outlook, Thunderbird or Apple Mail

Phone: through the mail app on iOS or Android

You need these details:

  • Incoming server (IMAP or POP3)
  • Outgoing server (SMTP)
  • Your email address
  • Your password

With Theory7 hosting, you can find these details in your control panel.

IMAP vs POP3

There are two protocols for retrieving email:

IMAP (recommended):

  • Email stays on the server
  • Syncs across all your devices
  • You can access your mail anywhere

POP3:

  • Downloads email to your device
  • Removes mail from the server
  • Less suitable for multiple devices

Choose IMAP unless you have a specific reason for POP3.

Email security

Business email calls for good security:

Strong passwords: use long, unique passwords

SSL/TLS: encrypted connection to the mail server

SPF, DKIM, DMARC: protection against spoofing and phishing. Read our detailed explanation of this.

Two-factor authentication: an extra layer of security where possible

Frequently asked questions

How many email addresses can I create? This depends on your hosting plan. Often multiple or unlimited email addresses are included.

Can I keep my existing mail? If you switch providers, you can usually export and import your emails. IMAP makes this easy.

What does business email cost? Many hosting plans include email. Standalone business email (such as Microsoft 365 or Google Workspace) costs 5-15 euros per mailbox per month.

Can I set up a catch-all address? Yes, a catch-all catches all mail sent to your domain, including mail to addresses that don't exist. Handy, but watch out for spam.

How much storage do I need? For most users, 5-10 GB per mailbox is more than enough. If you have many attachments or archive a lot, you may need more.

What if my mail doesn't arrive? Check your spam folder, your DNS settings and whether you are on a blocklist. Good email authentication helps prevent delivery problems.

Ready for professional email? At Theory7, business email is included with your hosting plan.

Looking for a professional email address? View our offer.

Need professional email? With email hosting from Theory7, you get an email address on your own domain name. Including spam filtering, webmail and Outlook support. Already included with web hosting from €0.49/mo.

Further reading