Email hosting Malaysia: how to choose a provider

When you choose email hosting in Malaysia, check six things: how well it filters spam and fake invoices, whether SPF and DKIM are set up for you, how big each mailbox is, whether deleted mail can be brought back, when local support answers, and whether the provider moves your old email for you. Price matters, but these decide whether your mail arrives.

Will my emails reach Gmail and Outlook users?

This depends on how your domain is set up. Gmail requires every sender to have SPF or DKIM for its domain, a secure TLS connection and valid DNS records for the sending server. Companies that send more than 5,000 messages a day to Gmail also need DMARC. Gmail says mail that misses these rules may be delayed or marked as spam.

Ask any provider: will you set up SPF, DKIM and DMARC for my domain, and will you check them if my customers say my mail went to spam?

How good is the spam filter?

Fake invoices and password phishing are the emails that cost Malaysian businesses money. Ask what the provider filters before mail reaches the inbox, whether staff can release a good email that got caught, and whether you can block a sender for the whole company.

How much space does each mailbox need?

Staff who keep years of attachments often need 10 GB or more. Ask what happens when a mailbox is full. Some services stop receiving mail without warning anyone.

Can deleted email be recovered?

Ask how many days of backups the provider keeps and how you ask for a restore. A staff member who empties the trash by mistake is far more common than a hacked account.

Who answers when something breaks?

Check the support hours in Malaysian time, the channels (phone, WhatsApp, ticket) and whether the team can help set up Outlook and phones.

What to do

1. List your mailboxes, how big they are now and who uses them on phones.
2. Ask each provider the questions above and get the answers in writing.
3. Check that the domain stays in your company's name, whoever hosts the mail.
4. Plan the move for a quiet day, and keep the old service running until all mail is copied.
5. After the move, send a test email to a Gmail and an Outlook address and check it reaches the inbox.

How SyncTech can help

Our business email hosting with spam filtering includes SPF and DKIM setup and local support. If your mail is already going to spam, our email troubleshooting guide walks through the usual causes.

Source and credit

We are sharing guidance from Google. This guide is written by Synctech in our own words.

• Email sender guidelines, Gmail Help, Google, retrieved 2 November 2026: https://support.google.com/a/answer/81126?hl=en Retrieved 2 November 2026. Gmail, Google, Outlook and WhatsApp are trademarks of their owners. Synctech is not connected with them. This is general information, not legal, tax or financial advice. If anything here is wrong, email support@synctech.com.my and we will correct it.