An address like [email protected] looks far more professional than a free webmail address, and if you already have a domain and hosting you can set one up in minutes. This guide covers creating the mailbox in your control panel, choosing IMAP or POP3, setting it up on your phone, Outlook or Thunderbird, and when a simple forwarder is enough.
Why e-mail on your own domain is worth it
When a customer gets a quote from [email protected], they know right away they are dealing with a business. You also get two practical benefits:
- Control: the addresses belong to your domain. If an employee leaves, you change the password and the mailbox stays with the company.
- Continuity: if you move hosting or switch e-mail provider, the address stays the same. Only the DNS records change.
You need a domain name and a web hosting plan that includes e-mail. The number of mailboxes and the amount of storage depend on the plan, so check what yours includes.
Step 1: create the mailbox in the control panel
- Log in to your hosting control panel. You'll find the login details in your activation e-mail or in the client area.
- Open the e-mail section. In cPanel, for example, go to Email → Email Accounts → Create.
- Pick the domain (if you have several) and type the part before the @, such as
anaorinvoices. - Set a long, unique password, using the panel's generator or a password manager.
- Choose the storage quota for the mailbox (more below) and save.
The address can now receive mail, as long as the domain's MX records in DNS point to the hosting server. If you use your hosting provider's nameservers, this is usually already set up.
IMAP or POP3?
Both are ways for an e-mail app to fetch your messages from the server. The difference matters most when you read mail on more than one device.
| IMAP | POP3 | |
|---|---|---|
| Where messages live | On the server; every device sees the same copy | Downloaded to the device, usually removed from the server |
| Multiple devices | Yes, everything syncs (read status, folders, sent mail) | Awkward: each device has its own copy |
| Server storage | Counts towards your quota | Uses little, if messages are deleted |
| When to choose it | Almost always | One computer only, small quota, archive kept locally |
Our advice: use IMAP, keep an eye on the quota, and keep your own backups of important mail.
Step 2: set it up on your phone, Outlook or Thunderbird
Most apps try to detect the settings automatically. If that fails, choose manual setup and enter the values below. The exact server name is shown in your panel. In cPanel, for example, it's under Email Accounts → Connect Devices. It's usually something like mail.yourcompany.ro or the hosting server's hostname.
| Setting | Typical value |
|---|---|
| Username | The full address, e.g. [email protected] |
| Incoming IMAP server | port 993, SSL/TLS |
| Incoming POP3 server | port 995, SSL/TLS |
| Outgoing SMTP server | port 465 with SSL/TLS, or port 587 with STARTTLS |
| SMTP authentication | Yes, same username and password |
Ports 993, 995 and 465 encrypt the connection from the very first byte ("implicit TLS"), which is what RFC 8314 recommends. Port 587 starts unencrypted and upgrades through STARTTLS. It is just as common and handy when 465 is blocked on the network you're on. Avoid unencrypted settings (ports 110, 143 or 25 without TLS).
Quick steps per device
- iPhone/iPad: Settings → Mail → Accounts → Add Account → Other → Add Mail Account. Enter the address and password, choose IMAP and fill in the servers.
- Android (Gmail or your phone's mail app): Add account → Other → Personal (IMAP). Enter the address, then the servers and ports manually.
- Outlook (desktop): File → Add Account. If it doesn't configure itself, open the advanced options and choose IMAP.
- Thunderbird: Set up an existing e-mail account. If it can't find the settings, click "Configure manually".
Menu names change between versions, but the steps stay the same.
Webmail: e-mail in the browser
Most hosting panels include webmail, so you can read and send mail from a browser without setting anything up. It's handy on someone else's computer, or for a quick check of whether a problem lies with the server or with your e-mail app. You'll find the webmail address in your panel. On many cPanel setups, yourcompany.ro/webmail also works. With IMAP, webmail shows exactly what your phone shows.
Storage quotas: why mailboxes fill up
Each mailbox has a quota, a maximum amount of space. The plan's disk space is usually shared between your website, databases and e-mail. Once a mailbox is full, new messages are rejected and the sender gets an error. A few good habits:
- Set sensible quotas per mailbox, so one address can't eat up all the space.
- Empty the Trash and Spam folders regularly and save large attachments to your computer.
- Archive old messages you want to keep locally, in Outlook or Thunderbird.
- Backing up your e-mail is your job. Don't assume the server keeps everything forever.
Mailbox or forwarder?
Not every address needs its own mailbox. A forwarder receives messages and passes them on to another address automatically, without storing them.
| Mailbox | Forwarder | |
|---|---|---|
| Stores messages | Yes | No |
| Has a password, can send from it | Yes | No |
| Uses storage | Yes | No |
| Example | [email protected] | sales@ → ana@ and mihai@ |
Be careful when forwarding to free external addresses. Forwarded spam can hurt the server's reputation, and the receiving provider may reject some messages. If you also want to reply from the address, create a mailbox instead.
To keep your messages out of recipients' spam folders, also set up SPF, DKIM and DMARC. We have a separate guide on those on the blog.
In short
- Create the mailbox in your hosting control panel, with a long, unique password.
- Choose IMAP: 993 SSL/TLS incoming; 465 SSL/TLS or 587 STARTTLS outgoing, with authentication.
- The username is always the full e-mail address.
- Webmail is great for quick access and troubleshooting.
- Watch your quota and keep your own backups.
- For receive-only addresses, a forwarder is enough.
Not sure whether your plan includes e-mail or how many mailboxes you can have? See the FAQ or write to us at [email protected].
