How to Create a Custom Email Using Your Domain (na**@**********ss.com)

Introduction

If you’re still using a free email address like Gmail or Yahoo for your business, it might be time for an upgrade. A custom email address—such as na**@**********ss.com—not only looks professional but also builds credibility and trust with customers. It reinforces your brand identity and shows that your business is legitimate and organized. Beyond branding, a domain-based email also gives you better control, enhanced security, and more flexibility when managing your team’s communications.

Whether you’ve just registered a domain or you’re working with a marketing agency like Astoria Media Group, setting up a professional email address is simpler than you might think. Here’s how to create your custom email step-by-step.

Step 1: Choose an Email Hosting Provider

Before creating your custom email, you’ll need a reliable email hosting provider—a service that stores and manages your emails using your domain. Some domain registrars, such as GoDaddy or Namecheap, offer built-in email services, but most businesses prefer dedicated platforms for their enhanced features, better security, and higher reliability.

Among the most popular and trusted options are Google Workspace (formerly G Suite), which integrates seamlessly with Gmail and other Google tools; Microsoft 365 (Outlook), ideal for businesses already using Microsoft Office applications; and Zoho Mail, a budget-friendly, ad-free solution perfect for small teams.

All these platforms let you use your custom domain for professional email addresses while providing advanced spam protection, secure file sharing, and powerful collaboration tools to streamline business communication.

Step 2: Verify That You Own Your Domain

Once you’ve chosen a provider, the next step is verifying domain ownership. This process ensures that you have the right to use your domain for email addresses.

Your provider will give you a TXT record or MX record to add to your domain’s DNS settings. Log into your domain registrar (such as GoDaddy, Google Domains, or Bluehost), go to your DNS management area, and paste the record exactly as provided.

After saving the changes, go back to your email hosting dashboard and click Verify. It may take a few minutes (sometimes up to 24 hours) for the verification to complete, depending on your domain registrar.

Step 3: Set Up MX Records

After your domain is verified, your provider will give you a new set of Mail Exchange (MX) records. These records tell the internet where to deliver your email messages.

Replace any existing MX records in your DNS settings with the ones your email host provides. For example, Google Workspace uses records like:

ASPMX.L.GOOGLE.COM  

ALT1.ASPMX.L.GOOGLE.COM  

ALT2.ASPMX.L.GOOGLE.COM  

Make sure to delete any old MX records that might interfere with delivery. Once saved, your new MX records will begin routing all incoming emails to your new inbox.

Step 4: Create Your Custom Email Address

Once the MX records are active, you can create your first email account. In your email host’s admin dashboard, look for the Add User or Create Email Account option.

Enter the desired username—typically your name, department, or role—such as jo**@**********ss.com, in**@**********ss.com, or su*****@**********ss.com. Assign a strong password, and you’re ready to log in to your new professional email.

If you’re creating multiple accounts for a team, you can also set up shared inboxes or aliases (for example, having sa***@**********ss.com forward to multiple employees).

Step 5: Access Your New Email Account

You can access your custom email the same way you would check any inbox. If you’re using Google Workspace, simply log in at mail.google.com with your new email address. If you’re on Microsoft 365, visit outlook.office.com.

You can also set up your custom email on your smartphone or desktop app. Both Google Workspace and Outlook provide step-by-step guides for adding accounts to Apple Mail, Android Mail, and third-party email clients.

For extra convenience, you can import old messages from your previous email address, so all your past communication is in one place.

Step 6: Add Email Signatures and Branding

Now that you have your custom email, it’s time to make it look professional. Create a clean and consistent email signature that includes your name, title, company name, phone number, and website. You can even add your logo or social media icons to strengthen your brand image.

In Google Workspace, go to Settings > See All Settings > General > Signature to design your custom signature. For Outlook, open Settings > Mail > Compose and Reply to create one.

A branded email signature ensures every email you send reinforces your company’s professionalism and consistency.

Step 7: Strengthen Security and Backup Settings

Protecting your business email is just as important as setting it up. Enable two-factor authentication (2FA) to prevent unauthorized access. This adds an extra layer of security by requiring a verification code (usually sent to your phone) when logging in.

Most providers also offer automatic email backup and archiving, which helps you recover messages if they’re accidentally deleted. Keeping your business communications secure ensures your brand reputation and customer trust remain intact.

Step 8: Manage Users and Permissions

As your business grows, you may need to create more email accounts for your team. With professional email hosting, you can easily add, modify, or deactivate users from your admin dashboard.

You can also control permissions—granting specific team members access to shared mailboxes or limiting who can send messages on behalf of certain accounts. This structure keeps your communication organized and professional.

Conclusion

Creating a custom email address using your domain is one of the simplest yet most impactful upgrades you can make for your business. It enhances your credibility, promotes your brand, and ensures that every message you send reflects professionalism. Whether you choose Google Workspace, Microsoft 365, or Zoho Mail, the setup process is straightforward and quick.

If you work with an agency like Astoria Media Group, your team can assist with connecting your domain, configuring DNS records, and setting up users seamlessly. With your new na**@**********ss.com email, you’ll make a strong impression every time you hit send.

To schedule a discovery meeting and audit your “Technical Communication Setup”: CLICK HERE

Strategic FAQ: Professional Email Setup

Will changing my email affect my website? No. As long as you only update the MX Records and TXT Records, your website’s A-records (which point to your web server) will remain untouched. Your site and email are two separate lanes on the same highway.

Can I move my old emails to the new account? Yes. Most providers offer “Migration Tools” that allow you to import all past messages and contacts from your old free Gmail or Yahoo account so you don’t lose your history.

Why is my custom email going to my client’s spam folder? This is often due to missing SPF, DKIM, or DMARC records. These are extra security tags in your DNS that tell receiving servers: “Yes, this email is legitimately from us.” Professional setup via Astoria Media Group ensures these “Deliverability Signals” are correctly configured.