Business email on your domain: connecting Outlook

Separate the mailbox from the application

Installing Outlook does not create email on your domain. You need a provider that stores messages and handles sending and receiving. Outlook supports several account types; available functions depend on the provider, subscription and application version.

The Microsoft guide linked below covers Windows. Setup differs on Mac and between Outlook versions, so follow instructions for your system. IMAP generally synchronizes email; calendars, contacts and shared mailboxes need their own compatibility checks.

Official source: Microsoft · Outlook

Define addresses and employee access

An employee’s work address and a shared info@ address have different purposes. Decide which addresses need separate mailboxes, which can be aliases and which need team access. An alias does not necessarily provide separate storage or a login.

List employees, archive capacity and access provisioning and removal rules. Use supported shared access where possible instead of giving the whole team one password. Check the cost of required functions before selecting a subscription.

Connect Outlook and test it

• Get the sign-in address and setup instructions from your email provider.
• Add the account using supported authentication. Enter passwords in the application or provider’s sign-in page, never in a website inquiry form.
• If manual setup is required, use the provider’s documented servers, ports and connection security.
• Send an email to an external address and reply. Check Sent Items, attachments, search and synchronization on a second device.
• Test calendars, contacts and shared mailboxes separately if your workflow needs them.

Copy the archive before switching mail delivery

Inventory mailboxes and folders, including sent messages and local Outlook archives. Make a verifiable backup and measure the data volume. Create the destination mailboxes, perform the initial copy and compare folders and message counts.

Switch MX when the destination is ready to receive mail. Then synchronize messages that reached the old provider during the transition. Keep old accounts and the Outlook profile until you have verified the archive; agree on the overlap period in advance.

Check DNS and handover

The new provider supplies MX records, domain verification and sending authentication instructions. Configure SPF, DKIM and DMARC around every service sending for your business, including the CRM. Overlooking an existing sender can disrupt delivery.

• Inbound and outbound mail pass tests with external addresses.
• Required folders, archives and shared addresses are accessible.
• The business controls access and renewals, with support conditions documented.
• There is an agreed procedure for retiring the old service and restoring data.