Email hosting receives and stores messages for addresses on your domain. You can use a different provider for email and your website. Choose the service according to mailbox, security and collaboration needs instead of assuming that website hosting and business email must use the same server.
IN THIS ARTICLE
01 Compare the available approaches
Eligible web hosting plans can include control-panel mailboxes. We also offer OX App Suite, Zoho Workplace and Google Workspace, with applications and allowances determined by the purchased edition. Incoming filtering, outgoing filtering and archiving are additional functions that do not automatically replace a mailbox service.
- Count the people who need their own mailbox. Separate real users from aliases, distribution groups and shared team addresses.
- Measure current mailbox usage and expected growth. Include attachments and archived messages, and check the plan's storage model.
- Identify calendar sharing, contacts, file collaboration and mobile access requirements. Confirm the exact edition supports them.
- Review authentication options, administrator access, account recovery and any retention requirement.
- Plan the migration of old messages, contacts and calendars separately. An IMAP mail copy does not necessarily transfer the other data.
- Prepare domain verification and the provider's current mail-routing instructions before changing MX records.
02 Example: separate people from department addresses
A small business has three staff members, one public sales address and a website contact form. Begin with three people who require their own sign-in and mailbox. Then decide whether Sales should deliver to one person as an alias or to several people through a supported group or shared-mailbox workflow.
List calendar sharing and shared files separately because the selected edition must include those applications. Decide how the website will send its notifications using an approved method. Confirm the provider-specific licensing rules before turning this plan into an order.
Expected result: the subscription is based on real users and supported shared workflows, with a distinct plan for website-generated mail.
How many licences do I need?
Use the product's definition of a user and its rules for aliases or shared addresses. An alias commonly delivers into an existing mailbox and may not provide a separate login or storage allowance. Do not replace required user licences with shared passwords.
What should I test?
Confirm external inbound and outbound delivery, authentication results, webmail access and the applications your staff use. Test an alias and a shared address if they are part of the design. Keep the old service available during the agreed migration period.
Review sending limits and acceptable use before using a business mailbox for a newsletter or application campaign. Bulk and transactional delivery can need a specialised service and appropriate consent, authentication and unsubscribe handling.