Setting up professional business email is one of the first things you should do when starting or growing a business. An email address like hello@yourbusiness.co.uk looks professional, builds trust with customers, and gives you access to powerful tools for communication, collaboration, and file storage.
This guide walks you through the entire process, from choosing a platform to getting your team set up. It is written for non-technical business owners who want to understand what is involved and what their options are.
Before you can have a business email address, you need a domain name. This is the part after the @ sign, such as yourbusiness.co.uk. If you already have a website, you already have a domain name and can skip this step.
If you do not have a domain yet, you can register one through providers like GoDaddy, Namecheap, 123 Reg, or Google Domains. Choose a domain that matches your business name and is easy to spell and remember. For UK businesses, a .co.uk domain is usually the best choice, though .com is also perfectly acceptable.
Domain registration typically costs between eight and fifteen pounds per year.
The two main platforms for business email are Google Workspace and Microsoft 365. Both give you professional email, cloud storage, video conferencing, and productivity tools. The right choice depends on your preferences and how your team works.
Google Workspace is built around Gmail and Google Drive. Everything runs in your web browser. It is clean, fast, and excellent for real-time collaboration on documents and spreadsheets. Plans start from around six pounds per user per month.
Microsoft 365 is built around Outlook and OneDrive. It includes full desktop versions of Word, Excel, and PowerPoint on most plans, plus Microsoft Teams for communication. Plans start from around five pounds per user per month.
If you are unsure which platform is right for you, we have written a detailed comparison: Google Workspace vs Microsoft 365.
Once you have chosen a platform, you sign up and verify that you own your domain. Both Google Workspace and Microsoft 365 guide you through this process, which typically involves adding a small piece of code (a DNS record) to your domain settings.
After verification, you can create email accounts for yourself and your team. Think carefully about the format you want to use for email addresses. Common formats include:
Pick a consistent format and stick with it. Most businesses create a general enquiry address (such as hello@ or info@) alongside individual addresses for team members.
This is the most technical part of the process, and it is where many business owners get stuck. DNS records tell the internet where to deliver your email. You need to update several records in your domain registrar's control panel:
Getting these records right is important. Incorrect DNS configuration can mean emails do not arrive, end up in spam folders, or leave your domain vulnerable to spoofing. If you are not comfortable making these changes yourself, this is where a managed email service is invaluable.
If you are moving from an old email provider, you will want to bring your existing emails, contacts, and calendar entries across to the new platform. Both Google Workspace and Microsoft 365 offer migration tools, but the process can be fiddly depending on where you are migrating from.
For straightforward migrations from one major platform to another, the built-in tools work reasonably well. For more complex situations, such as migrating from a web hosting email, a POP3 account, or an older Exchange server, specialist migration tools or professional help may be needed to avoid data loss.
During migration, it is important to keep your old email running until the new system is fully tested and all your data has been transferred. A clean cutover with no lost emails requires careful planning.
Once your email is live, you need to set it up on the devices your team uses: laptops, desktop computers, tablets, and phones. Both Google Workspace and Microsoft 365 provide apps for all major platforms.
With Google Workspace, most people access email through the Gmail app or a web browser. With Microsoft 365, you can use the Outlook desktop app, the Outlook mobile app, or Outlook on the web. Both platforms also support third-party email apps if your team has a preference.
With your email up and running, take time to configure basic security settings:
Setting up business email is not impossibly difficult, but it involves several technical steps where mistakes can cause real problems: emails not arriving, messages landing in spam, or security vulnerabilities that leave your business exposed.
Many businesses choose to have their email set up and managed by a professional provider. At Weyside Digital, our managed professional email service covers everything described in this guide: platform selection, domain configuration, DNS setup, email migration, device configuration, security hardening, and ongoing support. We also offer standalone email management for businesses that need ongoing administration and support.
Whether you set things up yourself or bring in help, the important thing is to get it done properly. Your business email is too important to leave to chance.