How to Add a Mailbox on Your Own Domain

A woman smiling at a laptop in the bright reception area of a small business

Short answer: If email on your domain is part of your service, mailboxes are managed under Email Administration in the control panel. Add the mailbox there, then set it up in Outlook or on a phone using the server settings shown alongside it.

Applies to: Infosaic accounts that include email on your own domain

Email on your own domain does two things at once: it looks established, and it means the address survives changing provider, changing staff or changing anything else. Creating one is a two-minute job in the control panel.

This article covers adding a mailbox, connecting to it, and the two decisions people most often get wrong — aliases versus mailboxes, and IMAP versus POP.

How do I add a mailbox?

A woman at a tidy desk looking up from her laptop, managing her account

Sign in to your control panel.
Open Email Administration. Your existing mailboxes are listed there.
Use the option to add a mailbox.
Enter the address you want — the part before the @ — and set a strong password.
Save. The mailbox exists immediately and can receive mail straight away.
Note the server settings shown on the same page. You will need the incoming and outgoing server names and ports to set up any mail program.

Choose the address carefully. Renaming one later means telling everyone who has it, so accounts@ tends to age better than joanna@ for a role that changes hands.

A mailbox or an alias?

A man at a bright office desk with a laptop and printed reports

This is worth understanding before you create six mailboxes you did not need.

A mailbox is a real account with its own password and its own storage. Someone signs in to it.
An alias is an address that simply forwards into an existing mailbox. No password, no storage, no separate inbox to check.

For a small business, that usually means one mailbox per person, plus aliases for info@, sales@ and support@ pointing at whoever handles them. If the person changes, you repoint the alias and nothing else moves.

Create a mailbox only when something genuinely needs its own inbox that more than one person signs in to.

Choose IMAP, not POP. IMAP keeps the mail on the server, so the same messages appear on your phone, your laptop and your cloud desktop, and read messages stay read everywhere. POP downloads mail to one device and can remove it from the server — which is how people lose years of email when a laptop fails. Unless you have a specific reason, use IMAP.

Setting it up in Outlook or on a phone

Add the account manually rather than letting the program guess, and use the exact settings from Email Administration:

Account type: IMAP.
Incoming and outgoing server names exactly as shown in the control panel.
Encryption on, with the secure ports listed there — not the plain-text ones.
Username: usually the full email address, not just the part before the @.
Outgoing server requires authentication — tick it, and use the same credentials. Leaving it off is the most common cause of “I can receive but not send”.

If you use Outlook on your cloud desktop, set it up there and your mail is available from whichever device you connect with — see Microsoft Office on your cloud desktop.

Questions and answers

How do I create an email address on my domain?

Open Email Administration in the control panel, add a mailbox, choose the address and set a password. It can receive mail immediately.

What is the difference between a mailbox and an alias?

A mailbox is a real account with a password and storage. An alias is just an address that forwards into an existing mailbox.

Should I use IMAP or POP?

IMAP. It keeps mail on the server so every device sees the same inbox. POP downloads to one device and risks losing everything if that device fails.

Where do I find the mail server settings?

On the same Email Administration page in the control panel, alongside the mailbox list.

I can receive mail but not send it.

Almost always the outgoing server authentication setting. Tick that the outgoing server requires authentication and use the same username and password.

What should my username be?

Usually the full email address rather than only the part before the @. Check the settings shown in the control panel.

Can I use my domain email on my phone?

Yes. Add it as an IMAP account using the same server settings, with encryption enabled.

Should each person have their own mailbox?

Yes, one each, plus aliases for shared addresses like info@ and sales@ pointing at whoever handles them.

Still stuck?

Open a support request from your control panel with the address you are setting up and the exact error — that is the fastest route, because it reaches the team who can already see your account. You can also email [email protected].