1. Choose and control the domain
Your email address depends on a domain name. Register a short, recognisable name and record who owns it, where it is renewed and who may approve DNS changes. The business should retain access to the domain account even when a service provider manages the technical work.
2. Plan mailboxes and aliases
Create individual mailboxes for people who send and receive their own mail. Use role addresses such as info@, accounts@ or sales@ where customers expect continuity. An alias forwards another address to an existing mailbox and does not require a separate inbox.
Do not let several people share one password if individual accountability matters. Plan who should receive each role address and what happens when a staff member leaves.
3. Confirm storage and retention
Estimate how much email each person keeps, whether large attachments are common and whether old mail must be migrated. HS Digital email packages can support up to 100 mailboxes and 100 aliases, but total storage and the chosen package still matter. Capacity can be expanded at a higher monthly fee.
4. Configure the domain correctly
Mail routing records tell other servers where to deliver your messages. Sender-authentication records help receiving systems assess whether a message is genuinely authorised by your domain. These DNS changes should be planned carefully because an incorrect value can interrupt delivery.
5. Create strong credentials
Every mailbox needs a unique password that is not reused elsewhere. Store it in a reputable password manager and never send it in the same message as the username and setup instructions. Be suspicious of unexpected “mailbox full” or “password expiry” links.
6. Set up devices
Configure supported desktop and mobile mail apps with the correct incoming and outgoing server names, ports and encryption. Test both sending and receiving. Webmail provides a useful independent check when a device app has a local configuration problem.
7. Migrate without losing old email
Before changing providers, identify every mailbox, alias, forwarder and device. Make a backup or keep the old service available during the agreed transition. DNS changes can take time to be recognised across the internet, so test both systems during the handover and avoid cancelling the old service too early.
8. Protect the inbox after launch
Spam filtering reduces unwanted messages but cannot replace user judgement. Confirm bank-detail changes by calling a known number, inspect the full sender address and never share verification codes. Review our business email spam protection guidance.
What does business email cost?
HS Digital email setup starts from R300 once-off and monthly service starts from R150. A combined email and website package starts from R1 200 once-off and R200 monthly. Final pricing depends on storage, mailbox volume, migration and support requirements.
Explore the full business email hosting service or request a written quotation.