In the modern digital landscape, professional communication is more important than ever. And nothing says “professional” quite like a custom email address using your domain name — for example, you@yourbusiness.co.uk. Whether you’re running a small business, startup, or scaling an established company, setting up business-grade email hosting is one of the smartest moves you can make.
But what exactly is email hosting, and how do you set it up?
In this comprehensive guide, we’ll walk you through everything you need to know about email hosting — from choosing the right solution to setting it up and managing it for long-term success. We’ll also highlight TownHost’s Advanced Email Integration with Microsoft 365 — a smart and secure way to handle all your business email needs.
What Is Email Hosting?
Email hosting is a service that runs your email servers. Rather than relying on generic free platforms like Gmail or Outlook.com, email hosting allows you to send and receive emails from an address that’s tied to your domain name, such as hello@yourcompany.com.
Unlike personal email services, email hosting offers:
- Enhanced security
- Custom branding
- Larger storage capacity
- Support for multiple users and domains
- Advanced filtering, backups, and integration
If your business already has a website, email hosting can often be added through your web host — like TownHost’s Advanced Email Integration.
Why Choose Hosted Email Over Free Services?
Here’s what a professional email hosting service offers that free platforms simply can’t:
- Brand Credibility: You’re instantly more trustworthy when using a custom domain email.
- Team Management: Easily create and manage accounts for your staff.
- Security: Better protection with encryption, spam filtering, and multi-factor authentication.
- Compliance: Essential for businesses in regulated industries.
- Support: Access to reliable, expert support when issues arise.
Step-by-Step: Setting Up Email Hosting for Your Business
✅ Step 1: Register Your Domain Name
If you don’t already have a domain name, this is your starting point. Your domain will be the foundation of your email address — for example, @yourbusiness.co.uk.
👉 Need a domain? TownHost offers easy domain registration and management.
✅ Step 2: Choose Your Email Hosting Plan
You’ll need to decide on an email hosting solution based on:
- Team size (how many accounts do you need?)
- Storage requirements
- Budget
- Additional features (calendar sync, Microsoft 365 integration, spam filtering)
At TownHost, our Advanced Email Integration add-on starts at just £5/user per month and includes:
- Microsoft 365 business email setup
- Calendar and contact sync across devices
- Secure email hosting with spam protection
- Ongoing support
✅ Step 3: Update Your DNS Settings
To connect your domain to your email host, you’ll need to:
- Access your DNS records
- Add MX records (Mail Exchange)
- Add SPF, DKIM, and DMARC records to improve email deliverability and prevent spoofing
If this sounds technical, don’t worry. With TownHost, we offer full setup support — or we’ll handle it for you.
✅ Step 4: Create Mailboxes and Accounts
Once the DNS settings are in place, you can:
- Create individual email addresses (e.g., info@, sales@, support@)
- Set up user permissions
- Organise emails into folders or shared inboxes
✅ Step 5: Configure Email Clients or Webmail
Users can access their business emails in two main ways:
- Webmail (browser-based access)
- Email Clients (like Outlook, Apple Mail, or Thunderbird)
To configure these clients, your host will provide:
- IMAP/SMTP server settings
- Username and passwords
- Setup guides for mobile devices and desktops
✅ Step 6: Sync Calendars, Contacts & Tools
With TownHost’s Microsoft 365 Integration, you can:
- Sync emails, calendars, and contacts across all devices
- Use Microsoft Office apps like Word, Excel, and Teams
- Access files and email securely from anywhere
✅ Step 7: Add Extra Features & Security
Secure email hosting doesn’t stop at setup. You should:
- Enable two-factor authentication (2FA)
- Install spam filters and antivirus scanning
- Set up auto-responders and email forwarding
- Regularly back up important communications
✨ Benefits of Email Hosting with TownHost
🔒 Security First: Industry-standard email protection
📱 Microsoft 365 Integration: Work on the go, sync across devices
🧑🤝🧑 Support for Teams: Add users and manage access easily
📈 Scalability: Upgrade as your business grows
⚙️ Expert Setup: We help you configure everything smoothly
Learn more or get started today with our email integration services.
Conclusion
If you’re running a business in 2025, there’s no excuse for still using a generic email address. A custom, secure, and reliable email hosting service can transform how you communicate, boost your brand’s image, and enhance security. The good news? With solutions like TownHost’s Advanced Email Integration, getting set up is easier and more affordable than ever.
Start building a more professional, connected business today — and let us handle the technical bits.
👉 Explore Email Hosting Options Now
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