Why a business needs email on its own domain
Email on a free domain works against you: ivan.petrov.1985@gmail.com looks unprofessional in business correspondence, and the company shared box on one employee mail is a risk to the whole business. Email on your own domain solves three tasks. Image: ivan@yourcompany.ru — the brand in every line, client and partner trust. Control: mailboxes belong to the company — an employee leaves, access is cut in a minute, the correspondence stays. Security: corporate services filter spam and viruses, keep copies and log access. Plus a practical benefit: letters from your own domain with proper DKIM/SPF/DMARC reach clients, and legitimate campaigns do not send the whole company to "spam".
Choosing a platform and the mail scheme
We pick a solution for the company size and tasks. VK WorkMail (ex Mail.ru for business) — a Russian service with a familiar interface, generous limits, from ~190 RUB per mailbox per year. Yandex 360 for business — the familiar Yandex interface with disk, documents and calendar included. Your own mail server on a VPS — full control and no subscription, but needs administration; suits companies with IT staff or our support. We design the mailbox scheme: personal by name, functional (info@, sales@, buh@), group lists, aliases and forwarding. We set up quotas, branded signatures, vacation auto-replies. The scheme is approved with you before implementation.
Domain setup and deliverability
The main technical part is configuring the domain DNS correctly: MX records (where mail goes), SPF (which servers may send on your behalf), DKIM (cryptographic signing), DMARC (anti-spoofing policy). Mistakes here are the #1 reason for spam folders and a phishing vulnerability on your company behalf. We configure everything per the provider regulation and verify with Yandex Postmaster and mail-tester, reaching 10/10. Additionally: PTR records for a self-hosted server, domain reputation monitoring, DMARC reports. The result — letters arrive: business correspondence, transactional site notifications and legitimate campaigns. If letters are already "in spam" — we find the cause and repair the reputation.
Protection, backups and anti-spam
Email is the main attack vector on business: phishing, viruses in attachments, fake "from the CEO" letters. We set up layered protection: server anti-spam and antivirus with trainable filters, a quarantine for suspicious letters, attachment scanning, link filtering. On client devices — two-factor authentication for staff, rules for external attachments. Daily mailbox backups to a separate platform: an accidentally deleted letter or a ransomware-encrypted box is restored in minutes. We keep login and forwarding logs — in an incident you see who, when and what. Handling and retention rules are agreed with your security policy and Russian personal data law.
Migration from your current email
You already have email — do not fear the move. We migrate it carefully: we copy the correspondence of all mailboxes (IMAP migration keeping folders and dates), move contacts and calendars, set forwarding from old addresses for the transition period, update DNS in a convenient window. Employees receive ready boxes with a guide: how to connect a phone, Outlook, the web interface. Rules and filters are migrated or rebuilt. The transition period — a week: old and new mail work in parallel, nothing is lost. Then we switch off the old platform. A typical migration of 5–30 boxes takes 1 working day, including verification.
Timeline, cost and support
Basic setup — from 3 000 RUB: connecting the domain to the service, DNS records (MX, SPF, DKIM, DMARC), up to 5 mailboxes, deliverability check. The extended package — from 8 000 RUB: + correspondence migration, the mailbox and group scheme, signatures, team training, device setup. Your own mail server on a VPS — from 25 000 RUB with full administration. The subscription fee — only for the provider service (if cloud) — from ~190 RUB per mailbox per year; our support — under maintenance plans from 15 000 RUB/mo combined with website support. All work by contract, the credentials stay yours. Typical email setup takes one working day.