01 Choosing the right email service
| Service | Best for | Price (approx) |
|---|
| cPanel webmail | Small business, included free with hosting | Free |
| Titan Mail | Pro inbox UI, great mobile, anti-spam | ৳200/user/mo |
| Google Workspace | Gmail interface, Drive & Meet, full collab suite | $6/user/mo |
| Microsoft 365 Business Basic | Outlook + Teams + 1TB OneDrive | $6/user/mo |
Compare email plans →
02 Creating a cPanel email account
Step 1cPanel → Email Accounts in the Email section.
Step 2Click + Create.
Step 3Choose the domain, enter username (e.g. info), set storage (Unlimited or 5GB).
Step 4Set a strong password and click + Create.
Tip Common starter mailboxes — info@, support@, sales@, hello@, noreply@.
03 Logging in to cPanel webmail
Step 1Open https://webmail.yourdomain.com.
Step 2Enter your full email address & password.
Step 3Choose Roundcube (modern) or Horde (classic) interface.
04 cPanel mail forwarders & auto-reply
Forwarder
Step 1cPanel → Forwarders.
Auto-responder
Step 1cPanel → Autoresponders.
Step 2Add → choose the email account, set subject & body.
Step 3Set start & stop dates if it's just for a holiday/leave period.
05 cPanel email filters (spam rules)
Step 1cPanel → Email Filters.
Step 2Pick the email account → Manage Filters → Create New Filter.
Step 3Define a rule (e.g. Subject contains "Lottery" → Discard message).
Step 4Save. Test with the Filter Test box at the bottom.
06 Setting up Google Workspace MX
Once you've signed up for Google Workspace, point your domain's email to Google. Google changed its MX setup in April 2023 — pick the table that matches when you signed up.
If you signed up to Google Workspace before April 2023:
| Priority | Host | Value (Mail server) | TTL |
|---|
| 1 | @ | ASPMX.L.GOOGLE.COM | 3600 |
| 5 | @ | ALT1.ASPMX.L.GOOGLE.COM | 3600 |
| 5 | @ | ALT2.ASPMX.L.GOOGLE.COM | 3600 |
| 10 | @ | ALT3.ASPMX.L.GOOGLE.COM | 3600 |
| 10 | @ | ALT4.ASPMX.L.GOOGLE.COM | 3600 |
Or, if you signed up to Google Workspace after April 2023:
| Priority | Host | Value (Mail server) | TTL |
|---|
| 1 | @ | SMTP.GOOGLE.COM | 3600 |
Important You should only have the values for your active email service added to your domain. If you encounter any other values, delete them, making sure to leave only those for Google Workspace.
SPF Record
Add this TXT record at the root (@) so Google's mail servers are authorized to send mail as your domain:
@ TXT "v=spf1 include:_spf.google.com ~all"
Step-by-step (in cPanel)
Step 1cPanel → Zone Editor → Manage your domain.
Step 2Delete any existing MX records (including the default cPanel mail.yourdomain.com).
Step 3Add the MX rows from the table above (single SMTP.GOOGLE.COM if you signed up after April 2023).
Step 4Add the SPF / TXT record at the root (@).
Step 5cPanel → Email Routing → set to Remote Mail Exchanger so your server stops trying to deliver mail locally.
Tip After saving, verify in Google Admin → Domains → "Activate Gmail" — Google will check the MX records and confirm within a few minutes. DNS can take up to 24h to fully propagate.
07 Setting up Microsoft 365 MX
From the Microsoft 365 admin center, you'll be given a unique MX value with your domain code.
| Type | Host | Priority | Value |
|---|
| MX | @ | 0 | yourdomain-com.mail.protection.outlook.com |
| CNAME | autodiscover | | autodiscover.outlook.com |
| TXT | @ | | v=spf1 include:spf.protection.outlook.com -all |
Step 1cPanel → Zone Editor → add the records above.
Step 2Email Routing → Remote Mail Exchanger.
Step 3In M365 admin → Settings → Domains → click Verify Domain.
08 SPF, DKIM & DMARC for deliverability
Three TXT records that, together, get your mail out of spam folders.
SPF (one record per domain — pick the one matching your mail provider)
| Provider | Type | Host | Value |
|---|
| cPanel webmail only | TXT | @ | v=spf1 +a +mx ~all |
| Google Workspace | TXT | @ | v=spf1 include:_spf.google.com ~all |
| Microsoft 365 | TXT | @ | v=spf1 include:spf.protection.outlook.com -all |
| Titan Mail | TXT | @ | v=spf1 include:spf.titan.email ~all |
Important Only one SPF record per domain. If you send from multiple services (e.g. Google + Mailgun), combine them: v=spf1 include:_spf.google.com include:mailgun.org ~all
DKIM (cPanel auto-fills)
Step 1cPanel → Email Deliverability → click Manage.
Step 2Click Install Suggested Record for DKIM.
DMARC
Full DNS guide →
09 IMAP / POP / SMTP — full port reference
cPanel mail (ServerBD shared hosting)
| Protocol | Server | Port (SSL) | Port (non-SSL) | Auth |
|---|
| IMAP | mail.yourdomain.com | 993 (SSL/TLS) | 143 (STARTTLS) | Password |
| POP3 | mail.yourdomain.com | 995 (SSL/TLS) | 110 (STARTTLS) | Password |
| SMTP | mail.yourdomain.com | 465 (SSL/TLS) | 587 (STARTTLS) | Password |
Google Workspace (Gmail)
| Protocol | Server | Port | Encryption |
|---|
| IMAP | imap.gmail.com | 993 | SSL/TLS |
| POP3 | pop.gmail.com | 995 | SSL/TLS |
| SMTP | smtp.gmail.com | 465 / 587 | SSL / STARTTLS |
Microsoft 365
| Protocol | Server | Port | Encryption |
|---|
| IMAP | outlook.office365.com | 993 | SSL/TLS |
| POP3 | outlook.office365.com | 995 | SSL/TLS |
| SMTP | smtp.office365.com | 587 | STARTTLS |
Titan Mail
| Protocol | Server | Port | Encryption |
|---|
| IMAP | imap.titan.email | 993 | SSL/TLS |
| POP3 | pop.titan.email | 995 | SSL/TLS |
| SMTP | smtp.titan.email | 465 / 587 | SSL / STARTTLS |
Tip When given a choice — pick IMAP over POP3. IMAP keeps mail in sync across devices.
10 Add cPanel email to Outlook (Windows)
Step 1Open Outlook → File → Add Account.
Step 2Enter your full email address → Advanced options → tick Let me set up my account manually.
Step 3Choose IMAP.
Step 4Fill in the IMAP/SMTP details (Tutorial #9):
Incoming server: mail.yourdomain.com Port 993 SSL/TLS
Outgoing server: mail.yourdomain.com Port 465 SSL/TLS
User: full email address (
[email protected])
Password: your mailbox password
Step 5Click Connect. Done.
11 Add cPanel email to Apple Mail / iPhone
iPhone / iPad
Step 1Settings → Mail → Accounts → Add Account → Other.
Step 2Tap Add Mail Account, enter Name, Email, Password.
Step 3Choose IMAP. Use these settings:
Incoming Mail Server
Host: mail.yourdomain.com
User:
[email protected]
Pass: your mailbox password
Outgoing Mail Server
Host: mail.yourdomain.com
User:
[email protected]
Pass: your mailbox password
Step 4Tap Save. iOS auto-detects SSL and ports.
12 Fixing "email going to spam" issues
If your business mail keeps landing in recipients' spam folders, work through this checklist:
- Set up SPF, DKIM, DMARC (Tutorial #8)
- Use a real From name ("ServerBD Sales", not "noreply")
- Avoid spammy words in subject — "FREE", "100% guaranteed", "URGENT"
- Keep your HTML / image ratio healthy (don't send image-only emails)
- Always include a clear unsubscribe link in marketing emails
- Check your IP at mxtoolbox.com/blacklists
- Use a transactional sender (Mailgun, Postmark, SendGrid) for bulk mail