SOP 048: How to Create An Email Address With Your Own Domain Name

At this point, you will be able to create three types of email:

Fully Hosted . This is the actual email inbox you can use when communicating with your clients, partners, and colleagues.

Forward-Only . This type of email addresses are usually used for general inquiries (e.g. “sales@asiteaboutemojis.com”, “info@asiteaboutemojis.com”, etc.). All messages sent to this address will be forwarded to other email addresses you specify.

Garbage . These email addresses automatically delete all incoming messages.

Fully Hosted - This is the actual email inbox you can use to send and receive emails. Create a Fully Hosted Email by filling in the on-screen form, according to the steps below.

Email Address: Add your desired email name to the left of the @domainname part. It can be your name (e.g. john.doe@asiteaboutemojis.com) or a (more) general inquiry email (e.g. sales@asiteaboutemojis.com , info@asiteaboutemojis.com , and so on).

Mailbox Name: This is the name that will be displayed on your Dreamhost panel for this mailbox (e.g. John Doe for john.doe@asiteaboutemojis.com ).

Note: This will not be the sender’s name.

4. Set up a password:

You can allow the system to set up a password for you. In this case, tick the box next to “Pick a password for me”.

You can also set your own password. In this case, fill in the “Password” and “New Password Again” fields (no, of course you won’t escape typing the password twice!).

Keep in mind: the password on Dreamhost-hosted email addresses should be at least 8 characters long and it should not contain any of the names or words included in the email itself (e.g. you cannot set up a “John123” password for the john.doe@asiteaboutemojis.com email address).

Limit the total disk usage: When the size of the inbox reaches the specified number of MB, the emails will bounce (and you will have to clean the inbox).

Dreamhost sets this at 200 MB by default, but you can adjust it according to your own preferences by entering your number in the field next to the “Limit total disk usage” section.

If you don’t want to limit this, simply un-tick the little box next to this (and right before “MB”).

5. Choose whether or not you want the system to send you daily warnings. It will do this when your inbox size reaches 10% of the limit (or 100MB, if that is smaller). If you want the system to do this, tick the box next to “Email me daily warnings”. If you don’t want the system to do this, un-tick the same box.

6. Add email addresses you want to automatically forward your emails to. Enter them in the fields next to “List all email addresses to forward to, one per line”.

Remember: Dreamhost will not allow you to forward emails to any address provided by AOL, Verizon, or Comcast.

7. Adjust the archiver settings according to your needs:

Removing messages when the inbox has reached a certain value.

Removing messages when they are older than a certain value (your team will most likely not use emails received 10 years ago, right?).

Whether or not you want to remove unread messages.

Whether or not you want to save the removed messages somewhere - and where.

Whether or not you want to be emailed when the messages are removed.

Forward-Only - These email addresses are the ones that will automatically forward all incoming messages to one (or more) addresses you specify. Most of the times, these are the general inquiry emails you provide clients with (e.g. “sales@asiteaboutemojis.com”).

To the left of the “@domainname”, enter the name you want for your forward-only email (e.g. “sales”, “info”, “recruitment”, and so on).

List the emails you want to forward messages to (add them one per line in the field next to “List all email addresses to forward to, one per line”).

Garbage - These email addresses automatically delete all incoming messages.Create a Garbage Email. All messages that land in here will be automatically deleted. Just enter the name of your garbage email to the left of the “@domainname” part (e.g. “junk@asiteaboutemojis.com”).

You are (almost) all set up now. At this point, you will most likely have to wait a few hours to actually use the email address you have just set up. But your job is done here - you can now definitely take that third 11am coffee break! :)

If you use any other hosting service (aside from Dreamhost), there’s a very big chance they’re using cPanel. Hostgator, Namecheap, Godaddy, Siteground, Bluehost, and many other web hosting providers use it.

If your web hosting service is using cPanel, follow these steps to create an email address with your domain name:

1. Login to cPanel.

If you cannot find your login page, you can perform a search on your email address for the keyword “cPanel”. Your welcome email usually contains the login link as well (as you can see in the example below).

2. Go to the “Email” section of your cPanel account → “Email accounts”

3. Follow these steps to fill in the form and create a new email account associated with your domain name:

Email: Enter the name of the email you want to create (john.doe, sales, etc.)

Select the domain you want to associate this email with (if you have more domains registered with the same web hosting provider - if not, you will not have actual options to select in the drop-down menu).

Password: Enter your desired password.

Password (Again): Self-explanatory. They’re obviously checking to see if you haven’t forgotten it already. :)

Note: If you want to generate a secure password you can click “Password Generator” instead.

Mailbox Quota: This section allows you to limit the size of an email account’s inbox. Enter the number of MB you want to set the limit at or tick the “Unlimited” option if you don’t want to set any limit.

Click on “Create Account” to seal the deal.

Of course, now that you have a brand new email address, you will want to use it as well. There are different ways to do this, according to your preference and the web hosting service you use (Dreamhost or cPanel-based). Here are the steps you should follow to access your email:

Accessing emails created with cPanel by:

• Using your current email client
• Using a web-based client
• Accessing emails created on Dreamhost by using a web-based client

Accessing cPanel-based email inbox

Set up your cPanel-based email with your current email client:

Login to cPanel → “Emails” → “Email accounts”.

Scroll down to “Email Accounts” to find the email you have created.

Click on “Set Up Mail Client”.

Scroll down to “Email Instructions”.

Enter the email address where you want to receive the client email set up instructions.

Click “Send”.

Follow the instructions you receive via email.

Access cPanel-based email inbox using a web client:

Go to your cPanel homepage → “Emails” → “Email accounts”.

Scroll down to “Email Accounts” to find the email you have created.

Click on “More”.

Click on “Access Webmail”.

Depending on your hosting company you might have different Webmail Solutions, you are able to use the one you prefer they will all share the same basic email functionalities. Click on the application you prefer.

That’s it! You are now able to access your inbox, receive and send emails from your custom domain.

Accessing Dreamhost-based email addresses using a web client

Go to webmail.domainname.com (where “domainname” is replaced with your actual domain name - e.g. webmail.asiteaboutemojis.com).

Log in using the username and password you have set up via Dreamhost’s interface.

Congratulations! You can now send professional emails from your professional, domain name-based email address. You are officially part of the elites!

Note: The person that goes through this process will be automatically assigned an Admin role. Make sure you trust the person/company performing these actions.

1. Head over to Google Suite’s page , and click ‘Get Started’:

2. Fill out your basic business details and click “View next steps”:

3. Fill out your account admin details and click “View next steps”:

This SOP assumes you already have a domain name, click ‘Yes, I have on I can use’. Note: If that is not the case you will select ‘No, I need one’ (out of the scope of this SOP, but it’s a very simple and straightforward process in that case since Google wil take care of all the settings for you);

4. Enter your domain name (this will be what you will see after the ‘@’ symbol, i.e. emoji@asiteaboutemojis.com )

5. Enter the username for your first inbox (this will be what you’ll see before the ‘@’ symbol, i.e: emoji@asiteaboutemojis.com ), this will also happen to be your Google Suite Administrator user, and then select a password.

You’ll be asked to login to your newly created Google Suite account:

If it’s your first time trying Google Suite you will be offered a 14 day trial:

6. Enter details about your business and your payment information and click ‘Next’ → ‘Continue to Setup’:

1. You will be taken to a 3-step setup wizard, click “Start” on the first step:

2. Add your remaining company employees (optional but recommended, you can do this later):

Note: If your organization already has a list of currently operational inboxes make sure you add them all here so that they all start working when you migrate to G Suite.

Note 2: If your company uses inboxes such as billing@asiteaboutemojis.com in all likelihood you would not need to add them at this stage, you would probably be better off by creating an email alias later. (It will also be more cost-effective since an email alias will be free).

Remember: One inbox has already been setup in the last chapter (the one that you selected to be the admin of the Google Suite account, so this is for additional inboxes)

Enter the current email address of the users that will receive their new inbox:

If you want you can personalize the email message that those users will receive. After you did so, click “Send Emails”.

Note: There are multiple methods of verifying your domain name. This SOP will cover doing so through a TXT record.

1. Click “Choose a different method” → “Add a domain host record (TXT or CNAME)”

Note: Google will try to automatically identify where your domain is hosted, in most cases it will be successful and will be able to give you step by step checklist instructions on how to proceed, tick those as you move along:

Note 2: If for some reason Google is not able to do that, click here to see a list of host providers and detailed instructions for each.

Example: Dreamhost TXT record

Example: Dreamhost MX Records

Once you’ve ticked all the boxes and configured everything, click “Verify Domain and Set Up Email”:

It might take some time to verify, you might have to wait up to 50 minutes:

After a few minutes you should get a success message:

Important: Even after your domain has been verified, you should still give it at least 48h before relying on it. During that time the DNS records might still be propagating which means some of your emails might not be delivered to Google Suite. You should also test your inbox by following the next chapter of this SOP.

Note: If you run this test right after you have setup your Google Suite account, this test might fail. That is ok. If it fails in the first 48h it doesn’t necessarily mean something was done wrong or that there is a problem that needs to be fixed.

During the first 48h, the DNS records might still be propagating and, if that’s the case, it’s natural that some emails do not get delivered to Google Suite.

If this test fails 48h+ after you setup your Google Suite account, you might want to redo the process or contact Google Suite support.

1. Log into your email inbox by heading over to https://mail.google.com/ and using your new account credentials to log in. Remember: You have created those credentials in the first chapter of this SOP.

2. Click “Compose” and send an email to another email address that you have access to (for instance, your old email address), send an email to that address. Why: With this test you are confirming that you are able to send emails from your new inbox.

3. Open that other inbox and make sure you got that email:

4. Now reply to that email (the reply will be sent to your new Google Suite inbox): Why: With this test you are confirming that you are able to receive emails in your new inbox.

5. Now login to your new inbox and make sure you also got that email:

That’s it! If the test was successful, you are now able to send and receive emails from your new inbox through Google Suite.