🌐 Setup Dedicated Work Email for Staff

Preparation 🏗️ ⭐⭐⭐⭐⭐ ⭐⭐⭐⭐ 🏗️ 🔁💵💵💵 2021-06-24


As email is often one of the main methods of communication in organisations, it is essential that the organisations sensitive communication, data, or documents are sent through email accounts that are within its control.

By allowing staff to use their personal email accounts for work purposes, it becomes much more difficult to protect your staff and the organisation. For example, it is harder to lock the account in cases of emergency, or to transfer the emails when the staff leaves the organisation, or to enforce a policy that email is automatically archived or deleted after a period of time.


What you should do

Since these steps are best implemented by someone who has experience setting up email services for an organisation, we will only cover the high-level steps so you can understand what is involved when getting assistance from someone to set this up for your organisation.

1. Get a domain name

If you don't have a domain name (i.e. organisation.org) yet, acquire a domain name, as you'll need one to sign up for organisation email.

There are many places where you can buy a domain name. You can refer to services like Cloudflare, Google, and NameCheap), if you don't have another preference.

2. Sign up for organisation email

Next you'd need to decide which email hosting service you want to use. As always, there are many options to choose from. Popular options (with their prices for their most basic plan, per user, per month) are:

Google Workspaces and Microsoft 365 both offer a full suite of office tools, whereas ProtonMail and Tutanota are focused on privacy and securing your emails.

For reference this is what email from the various services looks like (with an optional dark theme):

Google Workspaces

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Office 365

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3. Setup DNS Records

Once you've signed up for an email hosting, they will instruct you on how to configure your domain and invite your staff to the service.

Part of the setup will be to configure your nameserver and dns records so that when an email is addressed to [email protected], the internet knows which service to deliver the email to.