Business email on your own domain, that also arrives.
A mailbox is quickly made. Keeping your invoice out of the junk folder takes three rules in your domain name.
Short answer
Business email is email on your own domain name, such as name@yourcompany.nl, in a mailbox that belongs to the organisation. Jevana sets it up through Exchange Online in Microsoft 365 or through JevanaHub on our own hardware. Either way we set SPF, DKIM and DMARC, the three checks that let recipients see a message really comes from you.
Two ways, side by side
| Subject | Exchange Online | JevanaHub |
|---|---|---|
| Where it runs | At Microsoft, in European data centres | On our own hardware in the Netherlands |
| Works best with | Outlook and Teams | The browser or any mail program |
| Calendar and contacts | Yes, shared too | Yes, shared too |
| Suits | Organisations that already use Microsoft 365 | Those who want their data outside American suppliers |
| You pay | A licence per user to Microsoft | An amount per month to us |
The three rules that decide whether your mail arrives
- SPF
- A list of servers allowed to send mail on behalf of your domain. If your accounting package or newsletter tool is not on it, that mail is distrusted.
- DKIM
- A digital signature under every message. The recipient uses it to check that nothing changed on the way.
- DMARC
- The instruction for what a recipient should do with mail that fails SPF or DKIM: let it through, set it aside or reject it. Plus a report for you.
Why this is no longer a detail
For a few years now the big mail providers have refused more and more messages from domains without these settings. You do not notice from an error message. You notice from a client who says they never received your quote.
The settings are not in your mail program, but with your domain name. Often a web builder or an old supplier manages them. We check what is there, add what is missing and keep track of which services may send on your behalf.
When this comes up
- The company still sends from a free address or the internet provider's address
- Invoices from the accounting package land in clients' spam
- Someone sends mail in the director's name, and it is not the director
Questions
How does email on your own domain name work?
Your domain name holds a setting that says which mail server messages for your addresses should be delivered to. Point it at Exchange Online or JevanaHub, and all addresses on your domain arrive there. The domain name itself can stay where it is registered. We change only the settings that have to do with mail.
Exchange Online or mail at JevanaHub: which do you choose?
If you already use Microsoft 365, or everyone works in Outlook with shared calendars and Teams, Exchange Online is the logical choice. If you want your mail on a server in the Netherlands with no American owner, or need only mail and files, JevanaHub fits. A mix is possible too, per domain.
What are SPF, DKIM and DMARC?
SPF, DKIM and DMARC are three settings on your domain name that let a receiving mail server check whether a message really comes from your organisation. SPF names the permitted senders, DKIM signs each message and DMARC says what should happen if the check fails. Without these three, business mail increasingly ends up in spam.
Can my old mail come along to the new mailbox?
Yes. We copy the contents of the old mailbox, with all folders, to the new one. Calendars and contacts come along if they were on the server; if they were only in the mail program on one computer, we export them from there. The old address can stay in place and forward, so nobody misses a message.
How many mailboxes do I need?
One for each person who emails, plus shared addresses such as info@ and administration@. Those shared addresses do not need a paid mailbox of their own: it can be a shared mailbox several people can open, or an address that forwards to a group. That saves cost and stops one person holding the key.
Goes well with
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Microsoft 365
Microsoft 365 for business: licences, set-up, security, backup and management from one party.
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JevanaHub
Files, office software, chat and video calls in one place. Built on Nextcloud, on our own hardware.
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DNS management
The settings of your domain name in order: where your site is, where your email goes and who may send mail for you.
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Migration to Microsoft 365
Moving mail, calendars and files from Google Workspace, an Exchange server or another environment.
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IT for freelancers
Mail on your own domain, a backup and a laptop you can replace without losing a week.
From the knowledge base
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How do you transfer a domain name, and what can go wrong?
Moving a domain name to another provider without mail and website going down: the steps, the code and the pitfalls.
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Shared mailbox or distribution list: what is the difference?
Setting up info@ and invoices@ properly in Microsoft 365: when to choose a shared mailbox, a distribution list or a group.
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SPF, DKIM and DMARC explained: why does your email end up in spam?
Three DNS settings decide whether your business email arrives. What they do, what goes wrong and why you should not set them up halfway.
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Moving from Google Workspace to Microsoft 365: how it goes
Mail, calendar, contacts and Google Drive to Microsoft 365: the order, what moves cleanly and what you need to arrange separately.
Tell us what you run.
An introduction costs nothing. You talk straight away to one of the two people who will actually do the work.
or email info@jevana.systems