How to create mail box on my domain name

Started by lalmazl, Jul 05, 2022, 08:35 AM

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lalmazlTopic starter

A student organization, a purely humanitarian university, has access to an FTP server, a database for a forum and three organization sites on one domain and 3 subdomains.
I have never deployed mailers and have no idea how to do it. I have some experience with forums  and sites.

What do I need to request from the system administrator to create a mailer box?
And what else is needed: an engine and everything like that to the smallest detail (it is desirable that it be very close to Gmail, if possible. )
If it is not very different from the others, I'll figure it out myself.
The university refuses to support the domain with external services such as Gmail and the like, because they have their own mail server.

PS Found only all sorts of ways to install mail on Gmail and a list of mail services for dummies.


Let's start with simple questions:
What is your domain name DNS ?
Do you have access to edit it?
Why do you want mail box on your domain? - Why does not university domain  arrange?

Take a server with a real IP address.
Install software there, to ensure the reception of mail via the SMTP protocol.
And also to ensure the collection of mail by users via POP3 / IMAP.
This will be the mail server.
WWW-interface to mail is optional.

As for whether your university can provide mail for your domain - this is a question for them.
Depending on what software they use, how well they understand it.
Maybe they can, maybe they can't
maybe they just don't want to.
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To register mail, we will need a regular mailbox on . We created a separate one and logged in to it. Connecting the domain on a free platform for business. Enter our domain in the field and click the "Connect" button.

Connecting a domain to
Then we go through all five steps:

Domain Confirmation
Setting up an MX Record
Adding an SPF record
Adding a DKIM signature
Adding a new user
We confirm the domain on
After you have entered your domain in the field and clicked the button, the domain confirmation page appears. On it, you need to confirm that this is really your domain and you can send mailings from it. The page looks like this.

Domain Confirmation
You can see that there are 4 ways to confirm.

Method 1. DNS verification;
Method 2. HTML file;
Method 3. Meta tag;
Method 4. DNS migration.
Now let's talk about each of them in order.

Method 1 is suitable even if you do not have a site or access to edit it, but you will need access to edit DNS records. This is a simple option, it will be enough to add one entry and wait for the update.

Methods 2 or 3 can be used if you have a website and you can create and modify files in it.

For method 4, the presence of a website is not necessary, access to the DNS zones of the domain is required. After transferring DNS records to servers , it will be possible to immediately add MX, SPF, DKIM records for mail in one click and proceed to adding users. Despite the simplicity of this method, choose it only if you are sure that you are ready to transfer DNS from your previous hosting and will be able to make changes to DNS records in case of problems.

Choose DNS transfer (4th method) only if you are ready to transfer DNS from the previous hosting and will be able to change DNS records if problems arise.

Let's look at each of them in more detail.

Method 1. DNS verification

When selecting this item displays an entry on the current page that needs to be added to the DNS control panel.

The record that gives
Go to the DNS control panel, which in our example is located on the hosting , creating a record. Fill in the data: name – @, type – TXT, copy and paste the value from , click OK.

DNS Control Panel
We return to and click on "Confirm". Sometimes it takes from several minutes to several hours to update the DNS, so if the confirmation does not pass immediately, repeat the check after a while. If the records are in order, we will receive such a notification.

Domain Confirmation
We proceed to the MX configuration stage.

Method 2. HTML file

The file contains a confirmation code, thanks to which will be able to make sure that the site really belongs to you. Download the generated file from the link.

Link to the HTML file
Go to the hosting control panel in the "File Manager", go inside the folder "www /". Here we click on the "Upload" button, select the file that we have already downloaded from .

Where to upload the HTML file
To check that the file is in the right place, click on the link that was issued .

The address at which the downloaded file should be opened
Follow the link.

We return to , click "Confirm".

We proceed to the MX configuration stage.

Method 3. Meta tag

The presence of this tag inside the main page of the site will confirm that the site belongs to you. Copy from tag.

Meta tag
Go to the hosting control panel. Find the file index.html and edit it.

Location index.html
We find the closing tag </head> in the code, insert the meta tag copied earlier in front of it.

Where to insert the meta tag
We return to , click "Confirm".

We proceed to the MX configuration stage.

Method 4. DNS Migration

For this option, you will need to specify DNS servers. outputs two records that will need to be moved.

Recordings that need to be moved
On access to these records can be obtained by clicking on the login in the upper right corner and on the "My domains" button. We select the server, click on "Change DNS".

How to change DNS
Copy and paste NS records from , click on the "Edit" button.

Where to insert DNS records
We return to , click on the "Confirm" button. If the data has already been updated, we get to the control panel (it takes time until the DNS records are updated). If DNS errors are found, will show the notification on a red background. Click on "Correct entries".
Edit Entries
After the correction, we will see such statuses.
End of setup
DNS records for added automatically. We plan to send mailings not only through , but also via UniSender, so you need to make changes to the spf1 entry. To do this, go to the "DNS hosting" section on the left panel.
spf1 entry
Find the entry that starts with v=spf1, click on "edit"
How to change spf1
Adding the UniSender server, as a result, the record looks like this.
v=spf1 ~all

We get the rest of the Unisender records in the UniSender personal account and add them according to the instructions.
Since MX, SPF, and DKIM records have already been added automatically, skip the next steps to configure them and proceed to adding users.
MX record on
Creating a new record on the DNS panel. Enter the parameters: name – @, type – MX, domain – . (with a dot at the end), priority is 10. Save it.
MX record
Go to go to the "Mail" section – "Server status" and click on the "Check now" button.
The "Check now" button
will display the following text in case of successful verification.
MX records are configured correctly
It takes some time to update the records, sometimes several hours. Therefore, if the check does not immediately show success, just wait for a while and repeat later.
SPF recording
Go back to the DNS panel and see if there is a TXT record that starts with v=spf1. If there is, you need to edit it by adding an entry at the end before ~all (possibly -all or similar) .
If there is no record, create a new one with the parameters: name – @, type – TXT, value – v=spf1 ~all. Since we plan to use for mailing lists not only , but also UniSender, we will add another entry , after which the full record will look like
v=spf1 ~all

How to create an SPF record
Copy the DKIM key from the "Data" field to .

Next, create a new record in the DNS panel in the "Data" field. The name is mailru._domainkey, the record type is TXT, and in the "Value" field we insert the copied key.
Setting up DKIM
Back to the , click "Check all records".
Server Status
If the entries are entered correctly and updated, statuses will be displayed confirming that the entries are correct.
Positive statuses
Adding users to
Now we can add users to our mail. To do this, go to the "Users" section on the left panel and click "Add".
Adding users to corporate mail
We fill in the data. You can generate a password or enter your own, click "Create".
Creating a new user
A new user has been created. You can log in to the mail using the usual authorization (you need to specify the full address ) or by link . In this case, it is enough to specify a login.


Steps to create mail on your domain:
The creation process on any server consists of a certain number of steps. Usually there are no more than five of them. Each step is necessary because it is a component of a single process. You can't skip them. Here's what you need to do:

Step 1: Domain confirmation. A necessary step that will allow you to specify your own corporate domain name in the name of the mailbox, and not a faceless one " ". There is a separate instruction for the domain name confirmation process.

Step 2: Adding an MX record. That is an entry pointing to the server that processes the mail. First you need to choose which mail service you will use, and then check if the MX record has been configured before. Otherwise they will conflict.

Step 3: Adding an SFP record. That entry defines the list of servers from which mail messages can be sent. That reduces the risk of getting into spam and significantly increases the level of security. It is by SFP recording that any system checks for spam.

Step 4: Adding a DKIM signature. Such a signature serves as proof that the letter came from the real sender, and not from a scam bot. The system automatically places such messages in the inbox.

Step 5: Add users. The final stage of the process. As part of this step, employees are added to the mail network and each is assigned a unique login, as well as their own password.
One important feature when creating corporate mail: we choose among the tariffs those that offer maximum opportunities for conducting modern business. So you can save a lot. After all, the basic mail (albeit properly configured) may not be enough for all the needs of the corporation. Now it's worth looking at which system to connect to and where to create employee accounts.