Quick Setup Guide:

Create an email address using your own domain

Here is our quick guide to help you set up a new email address using your own domain. This guide applies for both Basic or Enhanced email hosting services.

Follow these steps to create a new email address using your own domain that you already have purchased.  

This quick guide applies to both Basic and Enhanced mailboxes and includes steps on how to: update the DNS for your domain to include our email servers, how to access the Webmail, send your first email and set up the email account to your other devices.

If you don’t have a domain yet, you can purchase one from a domain registrar; or you can use one of our free domains and follow this special setup guide.





The first step is to sign up for a PolarisMail email hosting service and add the necessary number of accounts, Basic or Enhanced to your subscription, using the Billing Panel.

You don’t have an account yet? See the benefits of a professional email service and sign up for a free trial.



STEP 1: Login to the Admin Panel


Login to the Admin Control Panel with your Admin username (the one you used at Step 0, when you signed up).


STEP 2: Add your Domain


 1. In the Admin Panel, in the left side menu, click on Domains tab.

2. Click on the New button. 

Admin Panel - domain tab - how to add a new domain

3. A new pop-up window will show and you should fill in:


  • New Domain: you own domain name, in the form of mydomain.com. Make sure you don’t add http://, https://, or www before your domain name.
Admin Panel - domain tab - add a new domain pop-up

STEP 3: create a new Email address

1. In the Admin Panel, in the left side menu, click on the Users tab.

2. On the Users tab select the domain you just added from the Select Domain drop-down and click the New button.

Admin Panel - users tab - how to add a new user

3. In the new pop-up window fill in the details for your new email address:

  • Account Type: choose Basic or Enhanced, depending on what type of mailbox you have added to your subscription at Step 0.
  • User name : your desired email address (before “@” sign). You can use letters, numbers and dots; special characters are not accepted.
  • Domain: choose the domain you just added from the drop-down.
  • Password : must be a strong password; minimum 8 characters and must include at least one lower case, one upper case character, one number and one symbol. You can generate a random password by clicking on the New button under the Password text – don’t forget to Copy you new password to clipboard.
  • Name of User : your full name
  • Quota : the size of the mailbox, in GB; you can type in any value between 0.1 and 100. The size must be lower than the available storage space.




You can also add optional settings for your new email address by clicking on More Options link.

  • Language: the default is English.
  • 2Factor Auth: if you allow a second layer of authentication, called Two Factor Authentication, for this email account – the default is Allowed.
  • Localization: the default timezone for this email account.
  • Date Format: the default format for dates.


    4. Finish adding this new email account by clicking the Add User button.

      Admin Panel - users tab - how to create a new email address using your own domain

      That’s it, you’re new e-mail address is ready to use!

      STEP 4: Setup the dNS for your domain

      View DNS settings

      If you are an experienced user, click here to view the DNS settings.

      The next step is to specify to the Internet how to process the email for your domain name – on which servers the mailbox is located and which servers are allowed to send emails on behalf of your domain name.

      To change the DNS you should login to your domain registrar or your domain hosting provider, as they are the ones who manage your nameservers. You will only add or change the records that are necessary for the email to work properly; this means you can host your website with another provider.

      These are the DNS records you need in order to have a functional email service:

      1. MX records 

      These are the DNS records that tells the Internet on which servers your mailbox resides. You will need to point them to our servers and you should first remove all other MX records and then add the following, with the specified preference:









      Below is an example of DNS setup for MX records on GoDaddy. Bear in mind your provider might have a slightly different form.

      DNS setup for email address - MX records


      2. SPF – a TXT record in the DNS that tells the Internet which servers you allow to send email on behalf of your domain. You need to add our server name to the list; you can allow multiple servers to send emails for your domain, especially if you use a third party newsletter service. This is necessary because otherwise, your sent emails will be marked as Spam. 


      To add a new SPF record, create a TXT record with the value: v=spf1 include:emailarray.com -all


      If you have an existing SPF record, you need to edit it and add include:emailarray.com before the -all tag


      Below is an example of DNS setup for MX records on GoDaddy. Bear in mind your provider might have a slightly different form:

      DNS setup for email address - spf records

      3. Webmail – a CNAME record that will link the URL webmail.mydomain.com to the Webmail on our servers. Do this and you will be able to login to check your email from any browser (Chrome, Safari, Firefox, etc.), from any device.

      Below is an example of DNS setup for MX records on GoDaddy. Bear in mind your provider might have a slightly different form:

      DNS setup for email address - webmail records

      Other DNS records that are optional:

      • Autodiscover and Autoconfig – for a faster setup of email on other devices
      • DKIM – it validates the authenticity of a sent email.

      Follow the details in our wiki to setup these DNS records.

      Allow a few minutes for the DNS to update

      DNS records might take from a few minutes to a few hours to update and propagate over the Internet. Once this is completed, you can access your Webmail by going to webmail.mydomain.com (make sure you replace mydomain.com with the name of your domain).

      What’s next?

      Set up your email client with your new email address

      Basic email addresses can be setup as IMAP accounts: follow this guide.

      Enhanced email addresses can be setup as ActiveSync accounts: follow this guide.


      Switching to a new e-mail provider can be intimidating. That’s why our Support Team is here to answer your questions.

      To setup your new mailbox you can browse our FAQs and Wiki guide or you can talk to our Support Team through chat or ticketing system. Also, our Support Team can help you move your previous mailbox, contacts and calendar to your new one.