How to Create a Website Email Guide

Overview

com. This guide teaches you how to choose an email provider, add DNS records (MX, SPF, DKIM, DMARC), create accounts and aliases, connect SMTP/IMAP to your website, and validate delivery and spam settings.

What you will learn and

why it matters:

you will be able to send and receive email from your domain, maintain deliverability, and use secure SMTP for transactional messages from web apps. A domain-based email looks professional, improves trust, and reduces spam flagging.

Prerequisites: a registered domain, access to your domain registrar or DNS provider, a chosen email hosting or SMTP service (Google Workspace, Microsoft 365, Zoho Mail, cPanel, SendGrid, Mailgun), and basic access to your website files or app code.

Time estimate: plan 30 minutes to 2 hours for setup plus DNS propagation time (typically 1-48 hours). Most core steps take about 10 minutes each, while DNS propagation can be the longest wait.

Step 1:

Register or confirm your domain

Action to take: register a domain or confirm you control one, then log into the registrar to manage DNS.

com). Control over the domain lets you add MX and TXT records needed for email delivery and authentication.

How to do it: buy a domain at Namecheap, GoDaddy, Google Domains, or Cloudflare. Log in, open the DNS management section, and ensure you can add/edit records. If your site uses a hosting DNS, log into that provider instead.

Expected outcome: you have a domain and DNS admin access where you can create MX and TXT records.

Common issues and fixes:

• Registrar locks or two-factor authentication preventing edits: ensure you have the right account and unlock domain management.
• Using third-party DNS (CDN or hosting): confirm which provider actually manages DNS and edit there.
• Mistyping domain names: double-check the domain before creating records.

Time estimate: ⏱️ ~10 minutes

Step 2:

Choose an email provider for how to create a website email

Action to take: pick an email hosting or SMTP provider based on needs and budget.

Why you are doing it: providers handle mailbox storage, webmail UI, spam filtering, and SMTP/IMAP access. Transactional SMTP services focus on sending (SendGrid, Mailgun), while Google Workspace and Microsoft 365 provide full mailboxes.

Options and recommendations:

1. Google Workspace: best for teams, includes Gmail UI, calendars, storage.
2. Microsoft 365: good for Office integration.
3. Zoho Mail: affordable for small teams and free tiers.
4. cPanel hosting: create mailboxes on your web host; good for basic needs.
5. Transactional SMTP (SendGrid, Mailgun, Amazon SES): use for app-sent emails without full mailboxes.

How to do it: sign up for the chosen provider, verify domain ownership, and open their DNS setup instructions.

Expected outcome: a chosen provider account with instructions to add DNS records for verification and mail routing.

Common issues and fixes:

• Picking only SMTP but needing mailboxes: choose a combined provider or add forwarding.
• Confusion between sending-only and full mailboxes: read feature lists.
• Billing and trial limits: verify trial limits to avoid interruption.

Time estimate: ⏱️ ~10 minutes

Step 3:

Add MX, SPF, DKIM, and DMARC DNS records

Action to take: add required MX records to route mail, then add SPF, DKIM, and DMARC TXT records to authenticate and improve deliverability.

Why you are doing it: MX records direct incoming mail. SPF, DKIM, and DMARC protect against spoofing and reduce spam folder placement.

Commands and examples:

• Typical MX record (Google Workspace):

• Host/Name: @

• Type: MX

• Value: ASPMX.L.GOOGLE.COM.

• Priority: 1

• Example DNS TXT records block:

example.com. IN MX 1 ASPMX.L.GOOGLE.COM.
example.com. IN TXT "v=spf1 include:_spf.google.com ~all"
default._domainkey.example.com. IN TXT "v=DKIM1; k=rsa; p=PUBLIC_KEY_HERE"
_dmarc.example.com. IN TXT "v=DMARC1; p=quarantine; rua=mailto:postmaster@example.com; pct=100"

Expected outcome: mail servers know where to send your email and receiving servers can validate your messages.

Common issues and fixes:

• Missing trailing dots on MX hostnames: some DNS UIs accept both, but ensure correct FQDN if required.
• Conflicting SPF records: combine includes into a single SPF TXT. Multiple SPF TXT records cause failures.
• DKIM key not published or wrong selector: copy the provider-supplied key exactly and wait for propagation.

Time estimate: ⏱️ ~10 minutes

Step 4:

Create mailboxes, aliases, and forwarding

com, and set up aliases and forwarding rules as needed.

Why you are doing it: mailboxes let you receive messages and forward them to personal accounts for management without exposing personal addresses.

How to do it:

1. In your email host control panel, create a new user or mailbox (username: info, domain: example.com).
2. Set a secure password or enable SSO.
3. Create aliases (support@, hello@) mapping to the same mailbox.
4. Optionally set up forwarding to an external address for convenience.

Expected outcome: one or more working mailboxes and aliases ready to receive email.

Common issues and fixes:

• Mailbox quota full: increase storage or set up auto-archive.
• Authentication errors when connecting clients: enable app-specific passwords or OAuth if provider requires.
• Forwarding loops: avoid forwarding from domain to itself without rules that prevent loops.

Time estimate: ⏱️ ~10 minutes

Step 5:

Configure SMTP/IMAP for your website or app

Action to take: connect your website or application to the SMTP provider to send transactional and notification emails.

Why you are doing it: websites need a reliable SMTP connection so contact forms, password resets, and notifications reach users and avoid spam filters.

Example Node.js nodemailer setup:

const nodemailer = require("nodemailer");
let transporter = nodemailer.createTransport({
 host: "smtp.example.com",
 port: 587,
 secure: false,
 auth: { user: "info@example.com", pass: "APP_PASSWORD" }
});
await transporter.sendMail({
 from: "info@example.com",
 to: "user@recipient.com",
 subject: "Test",
 text: "Hello from example.com"
});

How to do it:

1. Use provider SMTP settings (host, port, TLS).
2. Use strong credentials or API keys.
3. Test sending to multiple providers (Gmail, Outlook) to check deliverability.

Expected outcome: your site can send authenticated emails that are accepted by recipient servers.

Common issues and fixes:

• Port and TLS mismatch: use port 587 with STARTTLS or 465 with implicit TLS depending on provider.
• Authentication rejected: check username format; some providers require full email as username.
• Rate limits: transactional services may require you to request lifting of sending limits.

Time estimate: ⏱️ ~10 minutes

Step 6:

Implement form handling, security, and deliverability best practices

Action to take: secure web forms, add CAPTCHA, verify headers, and monitor deliverability metrics.

Why you are doing it: unsecured forms lead to spam abuse and high bounce rates. Proper headers and monitoring keep sender reputation healthy.

How to do it:

1. Add server-side validation and reCAPTCHA or hCaptcha to contact forms.
2. Send using the authenticated SMTP account, set proper From and Reply-To headers.
3. Monitor bounce, complaint, and delivery rates in your provider dashboard.
4. Set up feedback loops where available.

Expected outcome: lower spam abuse, higher inbox placement, and actionable metrics to improve sending.

Common issues and fixes:

• Forms sending from client-side email clients (mailto): use server-side SMTP for reliable delivery.
• Missing Reply-To or From alignment: ensure From domain matches authenticated domain to pass DMARC.
• High bounce rate: remove invalid addresses and enable double opt-in where appropriate.

Time estimate: ⏱️ ~10 minutes

Testing and Validation

How to verify it works with checklist:

• Send a test email from your website to Gmail and Outlook addresses and confirm receipt within 10 minutes.
• Use MXToolbox or DNSChecker to verify MX, SPF, DKIM, and DMARC records are published and valid.
• Check the email headers in received messages to confirm SPF=PASS, DKIM=PASS, and DMARC=PASS.
• Verify webmail login and send/receive via IMAP/POP3 if using full mailboxes.
• Monitor provider dashboards for bounces, complaints, and spam reports.

Validation tools:

• MXToolbox (mxtoolbox.com)
• Mail-Tester (mail-tester.com)
• DNS propagation checkers and your provider console logs

Common Mistakes

1. Multiple SPF records: publishing more than one SPF TXT breaks SPF. Combine all authorized senders into one SPF TXT record.
2. Missing DKIM or incorrect selector: copy the exact key and selector from your provider to avoid DKIM failures.
3. Using unauthenticated PHP mail or mailto links for transactional messages: use authenticated SMTP or API for deliverability.
4. Not waiting for DNS propagation: assume changes may take 1 to 48 hours; verify with DNS tools before troubleshooting.

How to avoid them: follow provider instructions precisely, test across multiple recipient providers, and use monitoring tools to detect issues early.

FAQ

Do I Need to Buy Email Hosting to Have an Address at My Domain?

You need DNS control and an email routing service. You can use hosted mailbox services (Google Workspace, Zoho) or transactional SMTP for sending only. For receiving mail to mailboxes, choose a provider with mailbox support.

How Long Does DNS Propagation Take for MX and TXT Records?

DNS changes often propagate within a few minutes to a few hours, but full global propagation can take 24 to 48 hours depending on TTL and resolvers. Use DNS checkers to confirm.

What is the Difference Between SPF, DKIM, and DMARC?

SPF declares which servers can send mail for your domain. DKIM signs outgoing email with a cryptographic key. DMARC tells receivers how to handle messages that fail SPF or DKIM and provides reporting.

Can I Use My Web Host Email for High-Volume Transactional Email?

cPanel or basic hosting mailboxes may have sending limits and weaker deliverability. For high-volume transactional email, use a specialized provider like SendGrid, Mailgun, or Amazon SES.

How Do I Fix Emails Going to Spam After Setup?

Check SPF, DKIM, and DMARC alignment, avoid spammy content, verify IP reputation, and use consistent From addresses. Gradually warm up sending volumes and follow provider guidelines.

Is It Safe to Publish the DKIM Public Key in DNS?

Yes. The DKIM public key in DNS is intended to be public. The private key remains secure on the mail server and is not exposed.

Next Steps

After you have a working website email, set up monitoring and alerting for bounces and complaints. Implement automation for common inbox tasks and consider a dedicated transactional email provider if volumes grow. Add email authentication reporting to the DMARC rua address to receive aggregate reports and refine policies.

Integrate email sending in your CI/CD or app deployment to keep credentials rotated and secure.

Further Reading

• How to Build a Company Website Guide
• How to Build a Website Godaddy Step-By-Step
• Create a Website on Google Step-by-Step Guide
• Create a Website Github Using Github Pages