If you use email for your business, it’s worth having good quality email hosting with access to support.
Google Workspace, Microsoft 365, Rackspace Email and Zoho Mail are hosted mail services that let you run email at your own domain name (like [email protected] instead of a generic @gmail.com). You pay the provider directly. Pricing changes over time and varies by plan and region, so check each provider’s current pricing page before you commit.
Google Workspace works just like Gmail, but with your own domain. Microsoft 365 is similar, and the higher plans also include the Microsoft desktop apps.
Google Workspace
Access your mail in a browser (webmail)
You can access Google Workspace mail from any web browser, including on your phone or tablet. The usual links are:
- mail.yourdomain.com — log in with just your username
- mail.google.com — log in with your full [email protected]
Some accounts are set up to use webmail.yourdomain.com instead.
Configure your mail app (Outlook, Apple Mail and others)
We recommend using IMAP rather than POP, so your mail stays in sync across devices. See Google’s help centre for current setup steps for your device.
Changing your password
Log in to webmail and change your password from your account settings. Administrators can reset a user’s password from the Admin console.
Accounts, aliases, groups and forwarding
Your Google Workspace Admin console lets you add, manage and delete accounts:
- User accounts have their own mailbox and address ([email protected]).
- Aliases are alternative addresses that deliver to an existing mailbox (e.g. geoff@ and geoffrey@ reaching the same inbox). Aliases don’t count towards your user total.
- Groups are a list of addresses behind one address (e.g. [email protected]) — mail to the group goes to everyone on the list. If your website contact form sends to a group, make sure the group’s permissions allow it to receive external mail.
- Forwarding sends mail from one address on to another. Set it up under the mailbox’s settings; you’ll need to verify the destination address first.
Support
For help with your Google Workspace setup, refer to Google Workspace Support.
Microsoft 365
Access your mail in a browser (webmail)
Sign in at outlook.office.com (or office.com) to reach your webmail.
Configure your mail app
See Microsoft’s help for current Outlook (Windows and Mac) and IMAP/POP settings.
Administering Microsoft 365
Account administrators manage users from the Microsoft 365 Admin Center.
Legitimate emails going to Junk
If real emails (like your website enquiries) are landing in Junk, add the sender to your safe senders list, and consider adding an Inbox rule that keeps website emails in your Inbox:
- Open your Microsoft 365 webmail.
- Go to Settings → View all Outlook settings.
- Open the Rules tab and add a rule that moves mail from your website’s sending address to the Inbox.
Add the rule to each mailbox that receives website emails.
Rackspace Email
Access your mail in a browser (webmail)
Rackspace Email can be reached from any browser at apps.rackspace.com, or via webmail.yourdomain.com / mail.yourdomain.com.
Configure your mail app
Set up Outlook or Apple Mail using IMAP (recommended over POP). Note that some Rackspace support articles sit behind a login.
Support
For help, refer to Rackspace Email Support.
Zoho Mail
Access your mail in a browser (webmail)
Sign in at mail.zoho.com, or via mail.yourdomain.com.
Configure your mail app
Zoho supports IMAP for Outlook, Apple Mail and mobile. Use IMAP rather than POP.
Forwarding and administration
Zoho can automatically forward incoming mail to another address (see Zoho’s forwarding documentation). Administrators manage users from the Zoho Mail control panel.
Support
For help, refer to the Zoho Mail Support centre.
Common email tasks
Suspicious emails
If you receive dodgy-looking emails, don’t click links or open attachments — see your provider’s guidance on handling suspicious and phishing emails.
Check your Spam / Junk folder
All of these providers automatically filter spam. If you only read your mail through a desktop app, you may not see what’s been filtered — so check your Spam (Google/Zoho) or Junk (Microsoft/Rackspace) folder periodically. If you find a legitimate email there, mark it Not spam so the filter learns.
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