A business email ID is an email address on your company's own domain, such as ravi@sharmatraders.in, instead of a free Gmail or Yahoo address. To create one you need three things: a domain name, a mail provider, and a few DNS records that point the domain's mail to that provider.
Customers trust an invoice from accounts@yourcompany.in more than one from a personal Gmail. It also stays with the business: when someone leaves, their mailbox and its history stay with you.
What you need
- A domain name. A .in or .com name from any registrar (GoDaddy, Hostinger, BigRock, Namecheap and others). Most .in names cost under ₹1,000 a year.
- A mail provider that hosts mailboxes on your domain: Zynkrow Mail, Google Workspace, Microsoft 365 or Zoho Mail, for example.
- Access to your domain's DNS settings, at the registrar or wherever your website's DNS is managed.
Step 1: Prove you own the domain
The provider gives you a TXT record, a line of text you add to your domain's DNS. When the provider finds it, it knows the domain is yours. This record changes nothing about your website or existing mail.
Step 2: Add the mail records
These four records are what make mail on your domain work, and what keep it out of spam folders:
- MX (an MX record): tells the world which server receives mail for your domain.
- SPF (a TXT record): lists the servers allowed to send mail as your domain.
- DKIM (a TXT record): signs every message you send, so inboxes can check it was not altered.
- DMARC (a TXT record on _dmarc.yourdomain): tells inboxes what to do with mail that fails SPF or DKIM.
Copy each value exactly as your provider shows it. A DNS change usually shows up within minutes to a few hours; it can take up to 48 hours.
If you already have mail on the domain, changing the MX record moves delivery to the new provider. Create the new mailboxes first, then change the MX, so no mail is lost in between.
Step 3: Create a mailbox for each person
Each person gets their own address: ravi@, priya@, and so on. For shared jobs, use an alias or a shared mailbox (sales@, accounts@, support@) that delivers to the right people, rather than one password everybody knows.
Step 4: Set it up on the phone and laptop
Use the provider's own app, or add the account to any mail app over IMAP (to read) and SMTP (to send). The provider lists the server names and ports.
Step 5: Check that it works
Send a message to a Gmail address and open it there. Under the sender, Gmail shows "mailed-by" and "signed-by" with your domain when SPF and DKIM are right. If the mail lands in spam, check the SPF and DKIM values first.
Doing it on Zynkrow
- Open Business mail at mail.zynkrow.com and enter your domain.
- Add the TXT record it shows, then press Verify. Zynkrow checks your domain's own nameservers directly, so an old cached answer elsewhere does not hold you up.
- Zynkrow then lists the MX, SPF, DKIM and DMARC records for your domain. Add them and press Verify again. When the MX points to Zynkrow, the domain turns Active.
- Create a user for each person: name, address, password and role. That address is also their Zynkrow login, so mail, chat and every app they are allowed into open with it.
Mailboxes on your own domain need autopay set up in Plans & Billing (a ₹1 verification, refunded). Every person also gets a free @zynkrow.com inbox in the workspace, which is enough to start with. Old mail comes over from your previous provider through IMAP.
Questions
Is a business email ID free?
The domain always costs something, usually under ₹1,000 a year for a .in name. Some providers include a free plan for a few mailboxes; most charge per mailbox per month.
Can I use my website's domain?
Yes. Mail and the website use different DNS records, so adding mail does not change the website.
What is the difference between an alias and a mailbox?
A mailbox has its own login and storage. An alias is a second address, such as sales@, that delivers into one or more existing mailboxes.
Why does my mail go to spam?
Usually because SPF or DKIM is missing or copied wrongly, or because DMARC is not set. Check all three against the values your provider shows.
See Zynkrow Mail or start free.
