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📧 Using Custom Email Servers

This guide explains how to configure your domain with WebHostMost to use third-party Email providers like Google Workspace, Microsoft 365, or other external Email services.

What Are Custom Email Servers?​

Custom Email servers are third-party providers that handle your Email instead of WebHostMost's native Email system.

How it works:

  • You keep domain at WebHostMost (yourdomain.com)
  • Email is hosted elsewhere (Google Workspace, Microsoft 365, etc.)
  • DNS records point to external Email provider
  • Emails are managed through third-party service

When to use:

  • Using Google Workspace or Microsoft 365
  • Switching Email providers
  • Consolidating services across platforms
  • Using provider-specific features

Common Email Service Providers​

ProviderBest ForWebsite
Google WorkspaceBusiness Gmail, easy collaborationworkspace.google.com
Microsoft 365Outlook, advanced security, large teamsmicrosoft365.com
Zoho MailAffordable, privacy-focusedzoho.com/mail
ProtonMailPrivacy, encryption, securityprotonmail.com
FastmailPrivacy, features, reliabilityfastmail.com
ImprovMXFree forwarding, simple setupimprovmx.com
Your ISP ProviderMay include business EmailCheck with ISP

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

Setting Up Custom Email Server​

Step 1: Get DNS Records from 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​

  1. Go to Email Manager > MX Records
  2. UNCHECK "Use this server to handle my e-mails"
  3. Click Save

Step 3: Add MX Records​

  1. Go to Email Manager > MX Records or Domain Management > DNS Records
  2. Add the MX records from your provider
  3. Make sure priorities are correct
  4. Click Save

Step 4: Add SPF Record​

  1. Go to Domain Management > DNS Records
  2. Create/edit TXT Record with provider's SPF value
  3. Click Save
important

Only ONE SPF record per domain. If you already have one, modify it instead of creating a new one.

Step 5: Add DKIM (if needed)​

  1. Go to Domain Management > DNS Records > TXT Records
  2. Add DKIM record from provider (if they provided it)
  3. Click Save

Step 6: Wait and Test​

  1. Wait 24-48 hours for DNS propagation
  2. Send a test Email to verify delivery

DNS Propagation Timeline​

After adding records, they need time to spread across internet:

TimeStatus
ImmediatelyChanges made in Web Control Panel
5-30 minutesUpdates cached locally
1-4 hoursMost servers updated
24 hoursGlobally consistent
48 hoursGuaranteed complete (safe assumption)

During propagation:

  • Some emails may route to old server
  • DNS caches serve different records
  • This is normal and temporary

Best practice: Wait 48 hours before judging if setup works.

Switching from WebHostMost Email to Custom Server​

Quick Checklist​

  1. Disable WebHostMost email in Email Manager > MX Records (uncheck "Use this server")
  2. Add custom MX records in Email Manager > MX Records or Domain Management > DNS Records
  3. Add SPF record in Domain Management > DNS Records
  4. Set up DKIM (if needed) in Domain Management > DNS Records
  5. Wait 24-48 hours for DNS propagation
  6. Test by sending test Email to verify delivery

If you need to backup emails before switching:

Common Providers Setup​

Google Workspace​

In Web Control Panel, add these MX records in Email Manager > MX 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

Then add SPF: v=spf1 include:_spf.google.com ~all

Microsoft 365​

In Web Control Panel, add MX record in Email Manager > MX Records:

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

Then add SPF: v=spf1 include:outlook.com ~all

Troubleshooting Custom Email Setup​

Emails Not Arriving​

Check these things:

IssueSolution
MX records not addedVerify records in DNS > MX Records section
Wrong priorityFix priorities (lower = higher priority)
DNS not propagatedWait 24-48 hours, check with DNS checker tool
Old records still activeDisable WebHostMost Email (uncheck "use this server")
SPF/DKIM issuesAdd SPF and DKIM records for deliverability

Test Email delivery:

  1. Send test Email to new address
  2. Check provider's inbox (usually appears within minutes)
  3. Wait 24 hours if not
  4. Then troubleshoot if still missing

MX Records Show Wrong Server​

In Web Control Panel MX Records page, if showing:

  • mail.yourdomain.com (WebHostMost default)
  • But you added new provider

Fix:

  1. Go to Email Manager > MX Records
  2. Find "Use this server to handle my e-mails"
  3. UNCHECK the box
  4. Save
  5. Your custom MX records should now show

SPF Record Issues​

Error: "Too many SPF redirects"

  • You have multiple SPF records
  • Can only have ONE SPF record
  • Combine all includes into single record

Fix:

  1. Check existing SPF record: v=spf1 ...
  2. Add provider include to existing SPF
  3. Example: v=spf1 include:old-provider.com include:new-provider.com ~all
  4. Delete old separate SPF record
  5. Test with SPF check tool

Emails Going to Spam​

Possible causes:

  • SPF not set up (or incorrect)
  • DKIM not enabled
  • DMARC record missing
  • Sender reputation issues

Solutions:

  1. Verify SPF is correct: See provider's settings
  2. Enable DKIM: Set up DKIM record
  3. Add DMARC record (see Email Server Setup)
  4. Wait 24-48 hours for changes to propagate
  5. Test again by sending email

Emails Still Arrive at WebHostMost​

This means:

  • New MX records aren't yet active
  • WebHostMost native Email still enabled
  • DNS hasn't propagated

Fix:

  1. Make sure WebHostMost Email is DISABLED
  2. Go to Email Manager > MX Records
  3. Uncheck "Use this server"
  4. Save
  5. Wait 24 hours
  6. Check again

Reverting to WebHostMost Email​

If you want to go back to native email:

  1. Go to Email Manager > MX Records
  2. Check "Use this server to handle my e-mails"
  3. Click Save
  4. Wait 24-48 hours for propagation

Effect:

  • Email routing changes to WebHostMost
  • Custom provider stops receiving
  • WebHostMost native Email resumes

Important Warnings​

warning

Be careful when switching Email providers:

  1. Order of operations matters - disable WebHostMost BEFORE adding new MX records
  2. Don't delete accounts too soon - keep WebHostMost Email accounts for backup initially
  3. Wait for DNS propagation - don't make more changes during 48-hour window
  4. Test thoroughly - send test emails before telling everyone to use new address
  5. Monitor for days - watch for delivery issues after switching
  6. Backup first - download important emails before switching

Learn More About:

What's Next?​

After setting up custom Email server:

📧 Email Management

🔧 Advanced

If you have questions about custom Email servers or need assistance, please contact our support team. We're available 24/7!