How to set up email on your company domain in the UK

An address like office@yourcompany.co.uk looks more professional than a free Gmail or Outlook address, and it keeps your business email under your control. Here is how the setup works for a small UK company.

1. Register your domain

If you don't have one yet, register a domain that matches your company name — usually .co.uk for UK customers, .com if you work internationally, and .ro if you also serve clients in Romania.

2. Choose an email provider

For most small businesses the choice is between Microsoft 365 and Google Workspace. Both give you mailboxes on your own domain, calendars, contacts and spam protection. Pick the one that matches the tools your team already uses — Word and Excel versus Google Docs and Sheets.

3. Verify the domain and add the DNS records

Your provider will ask you to prove you own the domain and then to add a few DNS records at your domain registrar:

A typical set for Microsoft 365 looks like this (use the exact values your provider shows you):

@        MX     0  yourcompany-co-uk.mail.protection.outlook.com
@        TXT    "v=spf1 include:spf.protection.outlook.com -all"
_dmarc   TXT    "v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.co.uk"

4. Move your existing email

If you already have messages in another account, they can be migrated to the new mailboxes so nothing is lost. Plan the switch of the MX record for a quiet time, because new email starts arriving at the new provider once DNS updates.

5. Set up devices and test

Add the new account on phones and laptops, send test messages to and from external addresses, and check that they don't land in spam. After a few weeks of monitoring DMARC reports you can tighten the policy from p=none to quarantine or reject.

Need a hand?

I set up and manage business email on Microsoft 365 or Google Workspace, including domain, DNS and migration — in English or Romanian.