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πŸ“§ Using Custom Email Servers with WebHostMost

Quick Intro​

While WebHostMost provides a fully functional native Email service, you may prefer to use third-party Email providers like Google Workspace, Microsoft 365, or Zoho Mail for your domain. This guide explains how to configure your WebHostMost-hosted domain to route Emails through external Email services while keeping your website hosted on WebHostMost.

Before switching to a custom Email server, make sure you understand how WebHostMost's native Email works by reading the Native WebHostMost Email Server Setup guide.

What Are Custom Email Servers?​

Custom Email servers are third-party Email providers that handle your Email delivery and management instead of using WebHostMost's built-in Email system.

How it works with WebHostMost:

  • Your domain remains hosted on WebHostMost (yourdomain.com) for your website
  • Email services are handled by external provider (Google Workspace, Microsoft 365, etc.)
  • DNS MX records in WebHostMost point to the external Email provider's servers
  • Emails are managed through the third-party service's interface, not WebHostMost

When to use custom Email servers:

  • You need advanced Email features not available in WebHostMost (like advanced collaboration tools)
  • Your organization already uses Google Workspace or Microsoft 365
  • You're consolidating Email services across multiple domains
  • You require specific Email provider features (enhanced security, compliance, etc.)

Important To Know Before You Begin​

important

Switching from WebHostMost's native Email to a custom Email server involves changing DNS records. Make sure to backup any existing Emails before making changes. DNS propagation on WebHostMost is very fastβ€”changes typically take effect within minutes once your domain points to WebHostMost nameservers.

  • Website vs Email Hosting: Your website stays on WebHostMost servers; only Email routing changes
  • DNS Configuration Required: You'll need to modify MX records in your WebHostMost Web Control Panel
  • Email Backup Recommended: Export existing WebHostMost Emails before switching β†’ IMAPSync Migrations guide
  • Fast Propagation: WebHostMost DNS updates are applied instantly on our servers and propagate quickly (usually within 5-15 minutes)
  • No Refund: WebHostMost plan pricing doesn't change if you use external Email instead of native Email
caution

Once you switch to a custom Email server, WebHostMost will no longer handle your Email. Make sure your new provider is fully configured and working before completely disabling WebHostMost Email.

Using WebHostMost MX Templates (Easiest Method)​

WebHostMost provides pre-configured MX record templates for popular Email providers, making setup much easier. Instead of manually entering MX records, you can select a template and WebHostMost automatically configures everything.

Accessing MX Templates in WebHostMost​

  1. Log into your WebHostMost Web Control Panel
  2. Navigate to Email Manager > MX Records
  3. Look for the MX Template dropdown menu
  4. You'll see options like:
    • Local Default (WebHostMost native Email)
    • Google Suite MX (for Google Workspace)
    • Microsoft 365 (for Office 365/Outlook.com)
    • Zoho Mail (for Zoho Email)

How to Use WebHostMost MX Templates​

Step 1: Choose Your Provider Template

  1. In Email Manager > MX Records, find the MX Template dropdown
  2. Select the template for your Email provider:
    • Google Suite MX β€” for Google Workspace
    • Microsoft 365 β€” for Microsoft 365/Office 365
    • Zoho Mail β€” for Zoho Email services
  3. Click Save

Step 2: Disable WebHostMost Native Email

In the Options section on the same page:

  1. Uncheck the box: "Use this server to handle my e-mails"
  2. Click Save

Step 3: Configure SPF and DKIM (if needed)

  • Add SPF record in Domain Management > DNS Management
  • Add DKIM record if your provider requires it
  • See provider-specific instructions below
Recommended Method

Using WebHostMost MX Templates is the easiest and safest way to configure custom Email servers. The templates are pre-tested and automatically set correct MX record priorities. Only use manual configuration (described later) if your provider isn't listed in the templates.

What If My Provider Isn't in WebHostMost Templates?​

If your Email provider doesn't have a template in WebHostMost (e.g., Fastmail, ProtonMail, custom SMTP servers), you'll need to manually add MX records. See the Manual MX Record Configuration section below.

Common Email Service Providers​

Here are popular Email providers you can use with your WebHostMost domain:

ProviderBest ForWebHostMost Template Available?
Google WorkspaceBusiness Gmail, easy collaborationβœ… Yes ("Google Suite MX")
Microsoft 365Outlook, advanced security, large teamsβœ… Yes ("Microsoft 365")
Zoho MailAffordable, privacy-focusedβœ… Yes ("Zoho Mail")
ProtonMailPrivacy, encryption, security❌ No (manual setup required)
FastmailPrivacy, features, reliability❌ No (manual setup required)
ImprovMXFree forwarding, simple setup❌ No (manual setup required)
Other ProvidersVarious custom Email services❌ No (manual setup required)
tip

For providers with WebHostMost templates (βœ…), use the MX Template method for easiest setup. For others (❌), use manual configuration.

How DNS MX Records Work​

MX Records (Mail Exchange) tell the world where to send emails for your domain.

What Are MX Records?​

Example:

  • You own: yourdomain.com
  • Default MX record points to: mail.yourdomain.com (WebHostMost)
  • Change MX record to: aspmx.l.google.com (Google Workspace)
  • Result: All emails now go to Google, not WebHostMost

Priority:

  • MX records have priority numbers (10, 20, 30, etc.)
  • Lower number = higher priority
  • System tries highest priority first
  • If that fails, tries next priority

Typical MX Record Setup​

Default (WebHostMost Native):

Priority 10: mail.yourdomain.com

Google Workspace Example:

Priority 10: aspmx.l.google.com
Priority 20: alt1.aspmx.l.google.com
Priority 30: alt2.aspmx.l.google.com
Priority 40: alt3.aspmx.l.google.com
Priority 50: alt4.aspmx.l.google.com

Microsoft 365 Example:

Priority 10: yourdomain-com.mail.protection.outlook.com

Manual MX Record Configuration​

If your Email provider doesn't have a WebHostMost template, you'll need to manually configure MX records. Follow these steps:

Step 1: Get DNS Records from Your Email Provider​

Contact your Email provider and get:

  • MX records (with priority numbers)
  • SPF record value
  • DKIM record (if available)

Step 2: Disable WebHostMost Native Email​

Before adding custom MX records, you must disable WebHostMost's native Email handling:

  1. Log into your WebHostMost Web Control Panel
  2. Go to Email Manager > MX Records
  3. Find the Options section
  4. UNCHECK the checkbox: "Use this server to handle my e-mails"
  5. Click Save
warning

Disabling WebHostMost native Email means new Emails will stop arriving at WebHostMost Email accounts immediately. Make sure your new Email provider is ready before doing this.

Step 3: Add Custom MX Records to WebHostMost​

Now add your Email provider's MX records to WebHostMost DNS:

  1. In your WebHostMost Web Control Panel, go to Email Manager > MX Records
  2. Click ADD RECORD button
  3. For each MX record your provider gave you, enter:
    • Name: Usually leave empty (or enter @ for root domain)
    • Priority: The priority number (e.g., 10, 20, 30)
    • Value: The MX server address (e.g., aspmx.l.google.com)
  4. Click Save after adding each record
  5. Repeat for all MX records from your provider
note

Make sure MX record priorities match exactly what your Email provider specifies. Lower numbers = higher priority (e.g., priority 10 is checked before priority 20).

Step 4: Add SPF Record to WebHostMost DNS​

SPF (Sender Policy Framework) records help prevent Email spoofing:

  1. In your WebHostMost Web Control Panel, go to Domain Management > DNS Management
  2. Click Add Record or find existing SPF record
  3. Create/edit a TXT Record with:
    • Name: Leave empty (@ for root domain)
    • Type: TXT
    • Value: Your provider's SPF record (e.g., v=spf1 include:_spf.google.com ~all)
  4. Click Save
important

Each domain can only have ONE SPF record. If you already have an SPF record in WebHostMost DNS, modify the existing one to include your new provider (don't create a second SPF record).

πŸ‘‰ Learn more about DNS management in WebHostMost

Step 5: Add DKIM Record (if required)​

DKIM (DomainKeys Identified Mail) authenticates Emails from your domain:

  1. In your WebHostMost Web Control Panel, go to Domain Management > DNS Management
  2. Click Add Record
  3. Create a TXT Record with DKIM values from your Email provider:
    • Name: Usually something like default._domainkey (check your provider)
    • Type: TXT
    • Value: The DKIM key string from your provider
  4. Click Save
note

Not all providers require DKIM setup through WebHostMost DNS. Some providers (like Google Workspace) may handle DKIM automatically. Check your provider's documentation.

Step 6: Wait for DNS Propagation and Test​

After updating MX records in WebHostMost, DNS changes propagate very quickly:

  • WebHostMost propagation time: 15-30 minutes (typically very fast)
  • Full propagation: 1-2 hours (most DNS servers worldwide)
  • WebHostMost DNS: Changes apply instantly on WebHostMost servers and propagate quickly

Check DNS propagation status:

  • Use tools like whatsmydns.net to see if your MX records have propagated globally
  • Test Email delivery after 30 minutes
  • WebHostMost DNS updates are super fastβ€”usually ready within 15-30 minutes
tip

While waiting for DNS propagation, you can access your new Email provider's webmail directly (not through your WebHostMost domain) to send/receive test Emails.

πŸ” Learn more about DNS propagation and WebHostMost DNS

DNS Propagation Timeline​

After making DNS changes in WebHostMost, records propagate very quickly:

TimeWhat Happens
ImmediatelyChanges saved in WebHostMost Web Control Panel
5-15 minutesWebHostMost DNS servers updated globally
15-30 minutesMost DNS servers worldwide pick up changes
1-2 hoursFull propagation complete (safe to assume finished)

During DNS propagation:

  • Some Emails may still route to old WebHostMost Email server
  • Other Emails route to new custom Email provider
  • Different DNS servers worldwide cache different MX records temporarily
  • This is normal and temporaryβ€”usually resolves within 30-60 minutes
Check Both Email Systems

During the first 30-60 minutes, check both your WebHostMost webmail and your new Email provider's inbox. Some Emails may arrive at WebHostMost while others go to the new provider.

Best practice: Wait full 48 hours before judging if the setup is working correctly.

Before Switching: Complete Checklist​

Before switching your WebHostMost domain to a custom Email server, complete these steps:

  • β˜‘οΈ Backup WebHostMost Emails: Download all existing Emails from WebHostMost via IMAP or use IMAPSync Migrations to migrate to new provider
  • β˜‘οΈ Configure new provider completely: Create all Email accounts on the new provider and verify they work
  • β˜‘οΈ Get DNS records from provider: Obtain MX, SPF, and DKIM records from your new Email provider
  • β˜‘οΈ Test new Email provider: Send test Emails using the new provider's temporary settings (before DNS changes)
  • β˜‘οΈ Document WebHostMost Email settings: Save SMTP/IMAP/POP3 settings from WebHostMost Email Manager for reference
  • β˜‘οΈ Notify your team: Inform users about the switch timingβ€”expect 15-30 minutes for DNS propagation on WebHostMost
  • β˜‘οΈ Plan accordingly: Emails may be split between providers for 30-60 minutes during DNS propagation
Email Delivery During Transition

During DNS propagation (typically 15-60 minutes on WebHostMost), some Emails might be delivered to WebHostMost servers and others to your new provider. Check both Email systems during this period to avoid missing messages.

Provider-Specific Setup Guides​

Google Workspace with WebHostMost​

Use WebHostMost MX Template

Google Workspace is available as a pre-configured template in WebHostMost! Go to Email Manager > MX Records and select "Google Suite MX" from the MX Template dropdown for automatic setup. Only use manual configuration below if you need custom settings.

Manual MX Records for Google (if not using template):

In WebHostMost Web Control Panel, go to Email Manager > MX Records and add these records:

Priority 10: aspmx.l.google.com
Priority 20: alt1.aspmx.l.google.com
Priority 30: alt2.aspmx.l.google.com
Priority 40: alt3.aspmx.l.google.com
Priority 50: alt4.aspmx.l.google.com

SPF Record:

In Domain Management > DNS Management, add TXT record:

v=spf1 include:_spf.google.com ~all

πŸ” Complete DNS Management guide

Microsoft 365 with WebHostMost​

Use WebHostMost MX Template

Microsoft 365 is available as a pre-configured template in WebHostMost! Go to Email Manager > MX Records and select "Microsoft 365" from the MX Template dropdown for automatic setup. Only use manual configuration below if you need custom settings.

Manual MX Record for Microsoft (if not using template):

In WebHostMost Web Control Panel, go to Email Manager > MX Records and add:

Priority 10: yourdomain-com.mail.protection.outlook.com

(Replace yourdomain-com with your actual domain in the format Microsoft provides)

SPF Record:

In Domain Management > DNS Management, add TXT record:

v=spf1 include:spf.protection.outlook.com -all

πŸ” Complete DNS Management guide

Quick Troubleshooting​

Common issues when using custom Email servers with WebHostMost:

Problem: Emails Not Arriving at New Provider​

Quick Fix:

  1. Check if DNS propagation is complete using whatsmydns.net
  2. In WebHostMost Web Control Panel, go to Email Manager > MX Records
  3. Verify MX records match your provider's specifications exactly
  4. Confirm "Use this server to handle my e-mails" is unchecked in WebHostMost
  5. Wait 15-30 minutes for DNS propagation (WebHostMost DNS updates are very fast)

πŸ” Detailed DNS troubleshooting guide

Problem: Emails Going to Spam/Junk​

Quick Fix:

  1. Verify SPF record is correctly added to WebHostMost DNS Management
  2. Check DKIM record configuration in WebHostMost DNS
  3. Test Email authentication at mail-tester.com
  4. Confirm your new provider's authentication is fully configured

πŸ” Learn about SPF and Email authentication

Problem: Can't Send Emails from Email Client​

Quick Fix:

  1. Update your Email client to use new provider's SMTP settings (not WebHostMost SMTP)
  2. Remove old WebHostMost Email account configurations from your Email client
  3. Add new Email accounts using your new provider's SMTP/IMAP settings
  4. Verify authentication credentials for the new provider

πŸ” Native WebHostMost Email Setup guide (for comparison)

Problem: Missing Old Emails from WebHostMost​

Quick Fix:

  1. Old Emails don't automatically transfer when you switch providers
  2. Use IMAPSync Migrations tool to migrate Emails from WebHostMost to new provider
  3. Alternatively, connect to WebHostMost Email via IMAP and download all Emails locally before switching
  4. Export Emails as .pst or .mbox files for backup

πŸ” Complete Email migration guide

---Π±

Problem: WebHostMost Still Receiving Some Emails​

Quick Fix:

  1. DNS propagation is incompleteβ€”some DNS servers still point to WebHostMost
  2. Wait 15-30 minutes for DNS propagation on WebHostMost
  3. During transition, check both WebHostMost webmail and new provider for Emails
  4. In WebHostMost Email Manager, verify "Use this server to handle my e-mails" is unchecked

πŸ” Access WebHostMost Webmail to check old Emails

Problem: MX Records Show WebHostMost Default Server​

Quick Fix:

  1. If MX records show mail.yourdomain.com (WebHostMost default), native Email is still enabled
  2. Go to Email Manager > MX Records in WebHostMost
  3. Find "Use this server to handle my e-mails" checkbox
  4. UNCHECK this option and click Save
  5. Your custom MX records should now be active

Problem: "Too Many SPF Lookups" or SPF Errors​

Quick Fix:

  1. Each domain can only have ONE SPF record
  2. In WebHostMost DNS Management, check for duplicate TXT records starting with v=spf1
  3. Combine all SPF includes into a single record: v=spf1 include:provider1.com include:provider2.com ~all
  4. Delete extra SPF records (keep only one)
  5. Test SPF with MXToolbox SPF checker

πŸ” DNS Management guide

Reverting to WebHostMost Native Email​

If you want to switch back from custom Email server to WebHostMost native Email:

Steps to revert:

  1. Log into your WebHostMost Web Control Panel
  2. Go to Email Manager > MX Records
  3. Check the checkbox: "Use this server to handle my e-mails"
  4. Click Save
  5. Wait 15-30 minutes for DNS propagation (WebHostMost is fast)

What happens:

  • MX records automatically change back to WebHostMost Email servers
  • Your custom Email provider stops receiving Emails for this domain
  • WebHostMost native Email resumes handling all Emails
  • Existing WebHostMost Email accounts become active again
important

If you deleted WebHostMost Email accounts before switching to custom server, you'll need to recreate them. See Creating Email Accounts in WebHostMost guide.

πŸ” Learn more about WebHostMost native Email

Final Reminders
  • Once you disable WebHostMost native Email and change MX records, WebHostMost will no longer receive or store Emails for your domain
  • Make sure your new Email provider is fully configured and tested before switching DNS in WebHostMost
  • Backup all WebHostMost Emails using IMAP or IMAPSync before making DNS changes
  • WebHostMost DNS propagation is super fast (15-30 minutes typically) after updating records

More Email Manager Guides​

Email Setup & Configuration:

Email Features & Tools:

Domain & DNS Management:

Need Help?

If you encounter issues configuring custom Email servers with your WebHostMost domain, contact WebHostMost Support for assistance with DNS configuration and Email setup.