3 min readUpdated:
Start with ownership and workflow
Corporate email such as name@company.ge uses your business domain. The decision goes beyond appearance: the company needs control over accounts, access and the handover of work correspondence. Before choosing a product, document who administers the service and what should happen when a colleague joins or leaves.
Count users, not just addresses
List people who need individual mailboxes separately from shared addresses such as info@, sales@ and support@. An alias, a group and a shared mailbox serve different purposes. Decide who answers each address, who needs access to its history and how responsibility is assigned. Avoid assuming that every address needs its own user account or that several people should share one password.
Compare the working environment
Consider Google Workspace, suitable Microsoft 365 email plans and specialist or hosting-based email services. Compare the tools your team uses, calendars, devices, administration and available support. A mailbox included with hosting does not automatically provide the same management features as a business suite. Confirm the current plan features and licence terms before ordering; the cheapest headline price is not a complete comparison.
Define the technical setup
Implementation involves verifying domain control, preparing accounts and configuring the relevant DNS records. MX records direct incoming mail. SPF, DKIM and DMARC support sender authentication. Values depend on the provider and every system that sends on your behalf, including a CRM or website forms. Do not copy DNS values blindly. Correct authentication is useful but does not guarantee inbox placement for every message.
Plan migration before switching
Inventory accounts, addresses and the data to move. Clarify whether the scope covers mail only or also contacts and calendars. Agree backups, a test account, a transition window and acceptance checks. Prepare destination mailboxes before changing incoming mail routing. Keep the old service until receiving, sending and the required history have been checked, with a documented contingency plan for problems.
Separate recurring and one-off costs
Compare provider subscriptions, initial configuration, migration and ongoing support as separate items. Scope depends on user count, historical data, domains, devices and integrations. The proposal should state who pays for licences and how additional users are handled. INFINITY prepares an individual estimate based on the actual work rather than a fixed starting price.
Questions to settle before handover
Must the website move as well? Email and web hosting can use different providers, provided DNS changes are planned carefully. Can existing addresses remain? Usually yes, subject to domain control and correct configuration. Is email storage a backup? Retention and recovery provisions need a separate review. Who owns the admin account? The business should know who controls it and how access is recovered.
Prepare a useful brief
Send your domain, approximate number of users, current provider, the types of data to migrate and desired timing. Do not send passwords in the initial enquiry. Agree a secure access method when implementation begins. INFINITY has worked with businesses since 2015 and can help define the setup and migration scope.
Request an individual scope-based estimate
Technical references: Google Workspace MX · Google sender guidelines · Microsoft shared mailboxes.
