How to get a company email address with your own domain

A company email address such as sales@yourcompany.com.my needs three things: a domain you own, an email service that holds the mailboxes, and a few DNS records that point mail to that service and prove it is really from you. Most small offices can have it working in a day. Skip the records and new addresses often land in spam.

Step 1: Do you already own a domain?

If your company has a website, you probably have a domain already. Check who it is registered to and when it renews, because email stops working the day the domain expires. If you have no domain yet, a .com.my or .my name is the usual choice for a Malaysian business. Our guide on how to register a .my domain explains the documents you need.

Step 2: Where will the mailboxes live?

You have two common options.

• Email hosting: mailboxes on a hosting account, often managed in cPanel. Usually the lower cost choice for an office that mainly needs email.
• Google Workspace or Microsoft 365: mailboxes plus office apps, billed per user.

Both work with your own domain. If you are unsure, our comparison of email hosting and Microsoft 365 goes through the cost and features.

Step 3: Point your domain's mail to that service

Every domain has MX records, which tell other mail servers where to deliver your mail. cPanel's documentation explains that when there are several MX entries, the one with the lowest number is the main one. Your provider gives you the right values. If the MX records still point to an old service, new mail keeps going there, so change them on the day you are ready, not before.

In cPanel, the Email Routing page sets whether the server takes mail for the domain itself. cPanel recommends the automatic setting, and warns that a wrong choice here can stop you receiving mail.

Step 4: Create the mailboxes

In cPanel, open Email Accounts, choose the domain, type the name (for example sales or accounts), set a strong password and pick a storage size. Use role names for shared jobs, so the address stays with the company when staff leave. Give each person their own login instead of sharing one password.

Step 5: Add SPF, DKIM and DMARC so mail is trusted

These three DNS records prove your mail really comes from your domain.

• SPF lists the servers allowed to send for you.
• DKIM adds a signature that shows the message was not changed on the way.
• DMARC tells receivers what to do with mail that fails those checks.

Google's sender rules say every sender to Gmail must have SPF or DKIM, and senders of more than 5,000 messages a day also need DMARC. Mail without them may be marked as spam or refused. cPanel has an Email Deliverability page that checks these records for each domain and can suggest or repair them when the DNS is on the same server.

Step 6: Connect phones and Outlook

cPanel's Set Up Mail Client page offers automatic setup files for common apps, including the iPhone and iPad mail app. For other apps, use the settings shown under Secure SSL/TLS Settings, which cPanel marks as recommended. Avoid the non-SSL settings: they send your password without encryption.

What to do

1. Confirm who owns your domain and when it renews.
2. Choose email hosting or a suite such as Workspace or Microsoft 365.
3. Create the mailboxes first, then change the MX records.
4. Check SPF, DKIM and DMARC before you send to customers.
5. Send a test to a Gmail and an Outlook.com address and check that it reaches the inbox.

How SyncTech can help

We set up business email hosting with spam filtering on your own domain, including the MX, SPF, DKIM and DMARC records, and help connect each phone and laptop. Our email setup guides cover Outlook, iPhone and Android step by step.

Source and credit

We are sharing information from the cPanel documentation and Google. This guide is written by Synctech in our own words.

• Email Accounts, cPanel & WHM Documentation, last modified 8 July 2026: https://docs.cpanel.net/cpanel/email/email-accounts/
• Email Routing, cPanel & WHM Documentation: https://docs.cpanel.net/cpanel/email/email-routing/
• Email Deliverability in cPanel, cPanel & WHM Documentation, last modified 8 July 2026: https://docs.cpanel.net/cpanel/email/email-deliverability-in-cpanel/
• Set Up Mail Client, cPanel & WHM Documentation, last modified 8 July 2026: https://docs.cpanel.net/cpanel/email/set-up-mail-client/
• Email sender guidelines, Gmail Help, Google: https://support.google.com/mail/answer/81126?hl=en Retrieved 10 November 2026. cPanel, Gmail, Google Workspace and Microsoft 365 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.