Your email and website are two separate things. Even though they’re both online and related to your company, email is not the same as your website. They serve completely different functions.
The only thing that connects your email and website is your domain, which is sort of like a street. Your email and website live on the same street, but they’re two different houses. You wouldn’t adjoin their houses just because they’re neighbors, would you?
Keep your email and website separate because:
- Email and websites serve completely separate functions. They require their own programs, their own expertise, and have their own set of variables. A service should be really good at one of them. I don’t know any providers that are really good at both.
- Security risks multiply. When your email lives on the same server as your website, you’re putting all your eggs in one basket. If someone gets into your website, they have access to your email too.
- You care about your business. You wouldn’t let your accountant do your marketing, right? Keep these two functions separate as well.
Understanding your domain and DNS
Your domain (yourbusiness.com) is registered somewhere—that’s your domain registrar.
Your DNS (Domain Name System) is possibly at your register, but could be with your web host, a third-party service like Cloudflare, or elsewhere. Your DNS is like a directory that tells the internet where to find your website and where to deliver your email.
- Your DNS has records that point to your website server (so people can see your website)
- Your DNS has different records that point to your email server (so emails get delivered)
These records all live in your DNS, but it doesn’t store your website or email; it just tells the internet where to find them.
My hosting and email recommendation:
- For WordPress hosting, I use SiteGround as my webhost and DNS provider. They offer email, but I still prefer:
- For email, I use Google Workspace and think it’s great for most businesses. You can’t beat the spam prevention. Many businesses I work with use Microsoft 365. If you like Outlook, you may prefer that setup.
Who should manage what?
Your IT person should handle email integration and management. They understand the technical side and can set things up properly.
As a WordPress designer and developer, I can help you with your website and usually with the DNS part when needed. But if someone doesn’t understand DNS records, they can absolutely break things and make people’s email stop working. IT professionals are protective of DNS access for good reason!
If you’re currently hosting email on your web server…make the switch to a proper email hosting service today. Move your email to Google Workspace or Microsoft 365, and ensure your website is hosted with a quality web host. Your future self with thank you.
