Frequently asked questions

Absolutely. A domain name plus email hosting is enough to send mail with you@yourbusiness.com, even if there's no website on that domain. If you want a site later, you add it separately without touching your email.

Rarely, once you count everything. The server itself looks cheap, but the real cost is your time: installing, updating, securing, backups and monitoring your sending reputation. Hosted email has a fixed, predictable price per mailbox and takes that work off your hands.

Yes. With hosted email you simply send mail on your own domain, for example you@yourbusiness.com. You bring a domain you already have, or you have one registered. The difference with self-hosting isn't in the address, but in who manages the servers.

Because receiving servers distrust unknown or new senders. Your own server has to build and maintain its reputation entirely on its own, and a shared or tainted IP address makes that hard. An established host maintains that reputation continuously, so your messages arrive more reliably.

For email on your own domain you need an MX record to receive mail, and SPF, DKIM and DMARC to send as a trusted sender. The MX record is required to receive mail; the other three make sure your messages arrive instead of ending up in spam.

SPF says which servers are allowed to send on behalf of your domain. DKIM puts a digital signature on your messages. DMARC determines what happens when SPF or DKIM fails and sends you reports. They work together: SPF and DKIM prove, DMARC decides and reports.

If your MX record is wrong, you won't receive any mail. If SPF, DKIM and DMARC are missing or fail, recipients trust your messages less and they end up in spam more often, or don't arrive at all. Correct records increase the chances of clean delivery.

They complement each other. A personal address like firstname@ comes across as warmer and more credible in direct customer contact. info@ is handy as a general front door on your website. Most businesses use both: a personal address to send mail from, info@ to catch enquiries.

Yes. You can create new addresses and add aliases as long as they fall under your own domain. If you want to change your setup, you place the new address alongside the old one and use an alias to keep receiving messages at the old address.

As a starter, one mailbox with a personal address, supplemented by an info@ alias, is often enough. As your business grows or colleagues join, you create extra mailboxes or role addresses. Start small and expand when you need to.

Not necessarily. What matters more is that your domain is recognisably tied to your business and easy to spell. An abbreviated or shortened version of a long business name works fine, as long as customers immediately make the connection with you.

An alias is a forwarding address: mail for info@ arrives in an existing mailbox, but there's no separate inbox. A shared mailbox is its own inbox that several people can access, with its own folders and sent items. An alias is simpler; a shared mailbox offers more oversight and the ability to reply from the address.

Yes. With a true shared mailbox, several colleagues can have access and see the same messages. Do make arrangements about who handles what: using folders or labels you mark what's in progress or resolved, so no one duplicates work or overlooks a message.

Not as an alias: every Mailflux plan includes 20 free aliases, so addresses like info@ or board@ can be created at no extra charge. If you want a genuine, separate shared mailbox with its own storage, you pay for it as a mailbox. What suits you depends on how much you want to do with it.

Not as something you set up yourself. In webmail, sending is already handled for you; you simply click send. SMTP settings only come into play when you connect a mail program on your computer or phone. Then you fill in the outgoing server and the port once.

Your message first goes to an outgoing mail server, which looks up where the recipient's mail is received and delivers the message there. The receiving server checks it for spam and malware and places it in the mailbox. The recipient reads it when they open their mailbox.

No. Your mail travels via mail servers, just as post travels via post offices. Your outgoing server passes the message to the recipient's mail server, which places it in the right mailbox. That usually takes a few seconds.

Usually because of incorrect domain settings (MX, SPF, DKIM, DMARC), a wrong outgoing server setting, or a spam filter on the recipient's side. Correct domain records and a secure connection increase the chances of your mail landing neatly in the inbox.

Usually a few seconds. Your message goes via your outgoing server to the recipient's mail server, and that happens smoothly. Sometimes it takes longer, for example when a receiving server briefly delays it or runs extra checks. If mail fails to arrive entirely, you'll usually get an error message back.

An email address on a domain and an email hosting service that receives and sends your messages. To read and send, you use webmail in your browser or a mail program. That's all you need to arrange yourself; the servers run in the background.

A mailbox is a full inbox with its own storage and its own login. An alias is an extra address without its own storage that forwards mail to an existing mailbox. An alias is therefore lighter and included for free; an extra mailbox is a separate account.

Yes. In most mail environments you set it so that you reply as the alias address, so the recipient sees the alias address and not your underlying address. That way, for example, info@yourbusiness.com appears as the sender, while you work in a single mailbox.

With Mailflux, every plan includes 20 free aliases per mailbox. For most freelancers, associations and small businesses that's more than enough to set up all the necessary role and service addresses at no extra cost.

Not with Mailflux: the 20 aliases per mailbox are included for free in every plan. So you can create addresses like info@ or sales@ at no additional cost. Only when you need more full, separate inboxes with their own login does an extra mailbox come into play.

Without a correct MX record, the rest of the internet can't find where your domain's email should be delivered. Messages then don't arrive in your mailbox, often without the sender getting a clear error message. A correct MX record is therefore essential to receive mail.

The priority number determines the order in which mail servers are tried. A lower number means higher priority. This lets you set up a backup server: if the main server is temporarily unreachable, the mail goes to the next one in line and nothing is lost.

No. The MX record governs where your email arrives (receiving). SPF, DKIM and DMARC prove that you're a trustworthy sender (sending). They all live in your domain's DNS and work together, but each has a different task.

A change to your MX records isn't visible everywhere immediately. Expect a few hours before the new values are known worldwide. In the meantime, mail can arrive at both the old and the new server, so only remove old records once the new ones are active everywhere.

Yes. Several MX records with different priority numbers give you a backup route: if the main server briefly drops out, the mail goes to the next one in line. Just don't let two separate email services claim mail for the same domain at once, unless that's deliberately set up that way.

An alias is one specific extra address that you deliberately create and forward to a mailbox. A catch-all, on the other hand, captures all addresses on your domain that don't exist. An alias is targeted and safe; a catch-all is a broad safety net that also brings in more spam.

Usually more than without one. Spammers try random addresses on your domain, and a catch-all lets them all in instead of rejecting them. Good spam and malware filtering is therefore indispensable if you use a catch-all.

Often not. If you know which addresses you use, separate aliases are usually cleaner and safer. A catch-all is mainly handy as a safety net against typos or to temporarily see which addresses people use.

Yes. Existing mailboxes and aliases simply receive their own mail; the catch-all only kicks in for addresses that don't exist. That way you use fixed addresses for what you know, and keep the safety net on hand for the rest.

A catch-all brings in more mail, including spam and sometimes abuse attempts, so good filtering is important. With Mailflux that mail lands on servers in Europe, GDPR-compliant, with antivirus, antispam and antimalware in every plan. On top of that, turn on two-factor authentication for extra protection.

No, you don't. With webmail you simply log in through your browser and you're straight in your mailbox, on any device and without installation. If you'd rather have a fixed app on your computer or phone, that's possible too, but it's not required in order to send mail.

Yes. Thanks to the IMAP protocol they show the same, synchronised mailbox. You can use a mail program on your fixed computer and quickly log in to webmail on the go. What you read or move on one, you see on the other.

Both are secure as long as you use a secure connection and, where possible, turn on two-factor authentication. Webmail always runs the latest version, without you having to update anything. With a mail program you keep the app up to date yourself. The choice is therefore mainly a matter of convenience, not security.

Spam is unsolicited advertising or bulk mail: annoying, but usually not directly harmful. Phishing is targeted deception that wants to steal your data, money or access. A spam filter catches both, but phishing is more dangerous because it deliberately tries to trick you into taking an action.

Don't panic, but act quickly. If you haven't entered anything yet, there's usually little to worry about: close the page. If you did enter details, immediately change that password (and everywhere you reused it), turn on 2FA and alert your IT manager or the service involved.

No, no filter catches everything. A good, ML-driven filter blocks the lion's share, but targeted or new phishing sometimes slips through. That's why your own vigilance remains indispensable: check the sender and links, and be critical of unexpected or urgent requests.

Yes. Every plan includes automatic backups, from Basic to Premium. They run in the background, so your messages are safeguarded without you having to set anything up. If something needs to be restored, our support will help you with that. Feel free to get in touch.

No. Storage space is how much mail your mailbox can hold (8 GB with Basic, 25 GB with Pro, 50 GB with Premium). A backup is a separate reserve copy with which you can retrieve lost messages. You need both: space to work and a safety net.

It isn't required, since the automatic backups already run along. If you want extra certainty or a copy entirely under your own control, you can export mail yourself or keep a local copy via a mail program. For most users the automatic backup is sufficient.

That depends on your country, your sector and the type of message. For tax and accounting documents there are legal retention obligations; for other mail you decide on a sensible term yourself. Base yourself on the official source for your situation and consult a specialist if in doubt.

No. An archive is an organised, long-term store of messages that you deliberately keep and want to find again. A backup is a reserve copy that saves you when something goes wrong, such as a deletion or outage. For good management you need both, each with its own purpose.

No. The GDPR requires that you don't keep personal data longer than necessary for the purpose. So you have to weigh things up: legal retention obligations on the one hand, timely clean-up on the other. Record your choices and, if in doubt, seek advice from a specialist.

Because offers are structured differently: one shows an introductory price, another the renewal price; one charges for email only, another for a full office suite. Break the items apart and calculate with the renewal price, and you compare fairly.

Not always. If you start fresh, setting up is usually done in no time and without any extra cost. If you migrate your existing mail and contacts, a one-off setup or migration fee may apply. If you're unsure about your situation, feel free to ask us.

Yes. The fields are the same everywhere; only the menu names sometimes differ slightly. When adding an account, choose the manual or IMAP setting and enter the incoming server with port 993 and the outgoing server with port 465, each with SSL/TLS.

You simply need the Gmail app as your mail program; you add your Mailflux mailbox via Other → Personal (IMAP). You log in with your Mailflux address and password, not with another account. Your messages remain entirely on the Mailflux server.

IMAP for incoming mail uses port 993 with SSL/TLS, and SMTP for outgoing mail uses port 465 with SSL/TLS. If you prefer to work with POP, that's port 995 with SSL/TLS. Your username is always your full email address.

You'll find the incoming and outgoing server name in your Mailflux account, under the details of your mailbox. The hostname differs per domain, so copy it exactly. Can't figure it out? Then we'll gladly provide you with the correct values.

With your own domain, Outlook can't always look up the servers by itself. So choose IMAP as the account type and enter the incoming and outgoing server manually with the values above. Once your details are correct, Outlook connects right away and retrieves your messages.

Yes. Repeat the steps for each mailbox via Outlook → Settings → Accounts → +. Each mailbox gets its own folder list, while your messages stay on the server thanks to IMAP and stay in sync across all your devices.

No. You can read and send your Mailflux mail directly via [webmail.mailflux.eu](https://webmail.mailflux.eu), without linking anything. Linking it in Outlook on the web is handy if you prefer to bring your existing addresses together in one familiar screen.

Yes. Repeat the steps per address via the gear → Email → Email accounts → Add account. Each mailbox keeps its own folders, while your messages stay on the server thanks to IMAP and stay in sync across all your devices.

With your own domain, Mail can't always look up the servers by itself, and then that message appears. Enter the incoming and outgoing server manually with the values above and click Sign In. As soon as your details are correct, Mail connects.

No. Because you use IMAP, your messages are stored on the server, not only on your Mac. If you remove the account, your emails remain visible in the webmail and on your other devices. So you lose nothing.

Usually you set up SMTP together with your account: your mail program asks for both the incoming (IMAP) and the outgoing (SMTP) server. If sending fails, you only adjust the Outgoing server (SMTP) part with port 465, SSL/TLS and your full email address as the username.

Authentication on the outgoing server prevents someone else from sending via your address. That's why Mailflux also asks for your full email address and password for SMTP. Without that sign-in, the server refuses your message, and you'll often see a "sending failed" notice in your mail program.

In the Mail app, click the gear → Manage accounts → Add account. Scroll all the way down in that window: Advanced setup is at the bottom. There, choose Internet email to set up your Mailflux mailbox manually with the server details above.

Windows Mail doesn't always show the ports separately. If you tick the SSL boxes, the app automatically uses the secure default ports: 993 for incoming and 465 for outgoing. If the server name is correct and the boxes are ticked, the app connects.

An alias is one specific extra address that you create yourself and point to a mailbox. A catch-all, on the other hand, captures all addresses on your domain, even addresses you never created. Aliases give more control; a catch-all is a broad safety net for anything else that comes in.

Yes, that works fine side by side. You create aliases for the addresses you really use, and the catch-all picks up the rest. That way you never miss a message due to a typo, while keeping your important addresses neatly separated. If in doubt, we'll gladly help you with the right setup.

A role address as an alias costs nothing extra: you get 20 free aliases with every plan. If you want a separate shared mailbox with its own storage, that's an additional mailbox in your subscription. So you decide for yourself between a simple free alias and a full shared mailbox, depending on how you collaborate.

Yes, that's exactly the point. With a shared mailbox, everyone involved sees the same incoming and sent mail, so nothing falls through the cracks when someone is away. With an alias, the mail arrives in the mailbox of the person behind the address, who then manages or forwards it themselves.

We advise against that, because the filter also protects you against phishing and malware, not just advertising. Better than turning it off is fine-tuning: whitelist trusted senders and flag whatever still slips through. That way you keep your protection, while the mail you consider important still arrives.

The filter continuously learns from what you flag, so you usually notice a difference after just a few days. The more consistently you mark spam as spam and good mail as not spam, the faster and more accurate it becomes. Regular senders on the whitelist work immediately, with no waiting time.

That depends on how many attachments you keep. If you mainly receive text emails, 8 GB will last you for years. If you send and store lots of photos, PDFs or large files, then 25 or 50 GB is more comfortable. Look at your current usage in the webmail and choose with some margin, so you won't have to expand again soon.

No. With an upgrade, all your existing mail simply stays; you only get more space added. Nothing is deleted or moved. You'll only notice that your storage limit goes up, so that new messages and attachments fit again without any problem.

No, you don't do that yourself. You can retrieve deleted mail yourself from your trash, but restoring from an automatic backup is done carefully via our support. This prevents wrong or outdated data from overwriting your mailbox. Contact us with the details, and we'll arrange it together with you.

Indicate which mailbox it concerns, which folder the message was in, roughly what date you lost it, and who the sender was or what the subject was. The more precise that information, the faster we find the right message. Also report it as soon as possible, as that gives the best chance of a smooth recovery.

Yes. Your current mailbox keeps receiving and sending until you change the MX records. You copy your messages first and test your new mailbox, and only once everything is correct do you switch the mail over. After the switch, you keep the old mailbox open a while longer to catch any late messages.

Yes, as long as you use the same domain. At Mailflux you create the same addresses as with your old host, for example you@yourbusiness.com. After the MX switch, your mail arrives at exactly the same address, now in your new mailbox. Your contacts notice nothing of the move.

No. A sending server that doesn't yet see your new address automatically tries again, often for hours. And because your old mailbox is still open, late mail is caught there and you copy it over afterwards. By lowering the TTL beforehand, you keep the transition window short.

Usually it's done within a few hours, sometimes up to about a day, depending on the TTL that was set on your records. If you lower the TTL a day beforehand, it goes faster. Until then, keep your old mailbox open, so you're sure not to miss any messages during the transition.

Yes. Put your contacts in a shared address book, and the colleagues you share with work with the same information. If someone changes a number or address, it's immediately correct for everyone. That way you avoid loose, outdated lists on everyone's own device.

Yes. A shared address book synchronises to your phone or contacts app via CardDAV. That way you always have the team contacts at hand, even on the go. Read how to set that up in synchronising your contacts via CardDAV.

Yes. The task list is in the webmail, and that works directly in the browser of your phone or tablet, without installation. You log in at webmail.mailflux.eu and see the same tasks as on your computer. That way you work everywhere with one up-to-date list.

No. The task list belongs to the Pro and Premium plans, together with the calendar and CardDAV/CalDAV. The Basic plan doesn't have these features. If you want to keep track of tasks in your webmail, choose a Pro or Premium mailbox.

For each address you choose between an alias and a real shared mailbox. An alias forwards mail to an existing mailbox; a shared mailbox lets several colleagues work together in the same inbox. Both run under your own company domain.

Yes. You manage all addresses under your own domain in one place, and with bulk account management you create or change several mailboxes at once. That keeps administration clear, even as colleagues join or leave.

No. You choose per mailbox between Basic (€4.99), Pro (€6.99) and Premium (€9.99). That way you give whoever needs a shared calendar a more extensive plan, while other colleagues stay on a lighter one.

Yes, that's the core of it. An address on your own domain, such as firstname@yourbusiness.be, looks more professional than a free address and stays yours. If you don't have a domain yet, Mailflux registers and manages one for you.

You pay per mailbox per month, billed annually: Basic €4.99, Pro €6.99 or Premium €9.99. You only pay for email, not for a full office suite. The domain name and any setup come separately on top of that.

Yes. If you start on your own and hire someone later, you simply add an extra mailbox under the same domain. You don't have to migrate anything or set things up again; your new colleague emails from your own domain right away.

With bulk account management you create several mailboxes at once under your own domain, instead of setting up each mailbox separately. After that you manage them centrally: adding, adjusting or revoking addresses as the team changes.

Yes. Every mailbox includes 20 free aliases, ideal for role addresses like info@, sales@ and support@. That way several colleagues can follow along on a shared address and nothing is left unattended when someone is away.

You close the mailbox neatly or convert it temporarily, so ongoing customer contacts aren't lost. Because role addresses aren't tied to one person, info@ and support@ simply keep working while you arrange the handover.

Usually because the sender isn't properly authenticated. Without correct SPF, DKIM and DMARC, receiving mail servers doubt whether your message is genuine. Mailflux manages those settings and watches the IP reputation, so your transactional mail arrives more reliably.

Handy ones are orders@ for orders, support@ for customer questions and returns@ for returns and complaints. With 20 free aliases per mailbox you set up those addresses at no extra cost, while everything stays neatly under your own domain.

No. Mailflux manages SPF, DKIM and DMARC and watches the IP reputation for you. You focus on your shop and your customers; we handle your email deliverability in the background.

Mailflux offers European, GDPR-compliant hosting, with filtering against phishing and malware, automatic backups and optional two-step verification. That's a solid basis for confidential communication. In addition, always limit what you share by email to what's necessary, and consult a specialist if in doubt.

In Europe. Mailflux hosts in a GDPR-compliant way, so client data falls under European rules and isn't just stored outside the EU. For corporate clients who ask how you handle their data, that's a clear and reassuring starting point.

Yes. You start with one mailbox and add more later under the same domain; for larger numbers there's bulk account management. Your image towards clients stays consistent, because everyone emails from your own domain.

Yes. You email via webmail in the browser on any device, so also on your phone or tablet at the site, without installing anything. You log in and read or send your messages right away, wherever you are.

Yes. A quote from yourname@yourbusiness.be looks more serious and trustworthy than one from a free address. For private customers comparing different tradespeople, that adds to the professional impression you make.

No. You connect your domain or let Mailflux register and manage one, and after that your email simply works in the browser. If you do get stuck, we'll personally help you on your way, no technical background needed.

An address on your own domain, such as hello@yourpractice.be, fits your brand and your website and looks more personal and professional than a free address. For coaches and trainers, where the contact itself is the service, that strengthens the trust of clients and course participants.

For the occasional larger mailing it helps that Mailflux manages SPF, DKIM and DMARC and watches the IP reputation, so your messages arrive reliably. For larger sends we're happy to look together at what fits; feel free to get in touch.

With Pro and Premium you get a calendar, task list and central contact management. That way you keep appointments with clients, course sessions and participants' contact details in one place, alongside your email under the same own domain.

The filtering against spam, phishing and malware works with machine learning and catches many such fake messages. No complete guarantee exists, so stay alert with unexpected invoices or payment requests. If you doubt a message, just call your lab or supplier.

Only securely and limited to what's necessary. A treatment report contains health data and is therefore given extra protection under the GDPR. Ensure encryption and check that you're reaching the doctor's correct address. Consult your professional body about the appropriate channels if in doubt.

Both are fine: in the Netherlands the profession is called fysiotherapeut, in Belgium kinesist (kinesitherapist). The information on this page applies to both. The privacy rules around treatment reports and referrals are essentially the same; the competent regulator and professional association differ by country.

Yes. With bulk account management you create mailboxes at once under your own practice domain: one address per therapist plus shared addresses like appointments@. That way the practice keeps administration central and everything stays under one recognizable domain.

Because the content is exceptionally sensitive and covered by your professional confidentiality. Even a client's name in your mailbox already reveals that someone is in treatment with you. An intercepted or misdirected message can break trust and is immediately a data breach under the GDPR.

Keep substantive session reports out of ordinary email as much as possible. For appointment confirmations and practical messages, a short email without details about the treatment is often enough. Share no more than necessary, and for reports follow the channels your professional body recommends. Consult a specialist if in doubt.

Yes. Webmail works in the browser on any device, without installation, and connections run encrypted via TLS. Turn on two-step verification and lock your device, and your mailbox stays protected, even on the go between two client appointments.

Only securely and limited to what's necessary. Prescriptions and medication data are health data and therefore given extra protection under the GDPR. Ensure encryption and check whether the doctor, insurer or patient is allowed to receive the data. Consult your professional body about the appropriate channels if in doubt.

The ML-driven filtering against spam, phishing and malware keeps a lot of noise and fake messages out of your inbox, which makes a difference with heavy routine traffic. With colored labels and shared addresses like orders@ you keep an overview, and bulk account management lets you manage mailboxes for the whole team centrally.

Yes. With bulk account management you create mailboxes at once under your own pharmacy domain: one address per employee plus shared addresses like info@. That way the pharmacy keeps administration central and all communication stays under one recognizable domain.

Because the addresses belong to the role and not the person, they move to the new board member, including the earlier correspondence. You grant the successor access and revoke the leaver's. The organization's history is preserved this way.

No, and that's precisely the point. Each board member has their own access to the role addresses that belong to their role. That way you always know who has access and can revoke it neatly when someone leaves, without one weak password opening everything.

Yes. Your members' names, addresses and contact details are personal data and you must secure them appropriately. Don't keep them in a private mailbox and limit access to those who need it. Consult a specialist if in doubt about your obligations.

You use your own domain for the HOA and create a role address under it, such as board@yourhoa.nl. That way the email belongs to the HOA and not to a board member's private mailbox, and all communication keeps arriving in one fixed place.

Because the address belongs to the HOA, you only transfer access to the new board. The mailbox itself stays put, with all the minutes, quotes and earlier correspondence in it. The departing board members lose their access.

Yes. With a shared mailbox, several people work in the same inbox without using the same account or password. Each has their own access, which you can adjust or revoke individually when there's a change.

Usually not. The content plays a part, but authentication (SPF, DKIM, DMARC) and the reputation of the sending server carry the most weight. If those are not right, even a tidy email lands in spam. Fix those signals and the problem generally resolves itself.

You can set up SPF, DKIM and DMARC yourself if you have access to your DNS. The IP reputation of the sending server is not in your hands: that belongs to your hosting party. If you opt for managed email hosting, that part is taken care of for you.

Deliverability is the chance that your message actually arrives in the inbox instead of in spam or nowhere. It mainly depends on authentication (SPF, DKIM, DMARC) and the reputation of the sending server, rather than on the content of your text.

Usually because of the technology behind the scenes. Missing or incorrect authentication, or a sending server with a weak IP reputation, give the recipient too little confidence. Fix those signals and your mail generally just gets through.

Partly. You write personal emails and only send to those who expect them. But authentication and IP reputation lie with your provider. If it makes good choices there, that takes the hardest part off your hands.

It is the reputation of the IP address you send from, built up from how that address behaved in the past. Receiving servers use that reputation to decide whether your message reaches the inbox, goes to spam or is rejected.

On cheap, shared hosting you share an IP address with many other customers. If one of them behaves like a spammer, the whole address gets a bad name and you inherit it. Your mail is then blocked or treated as spam, through no fault of your own.

There are free checking services where you can look up an IP address on known block lists. If you are on one, it is often hard to fix yourself on shared hosting. A provider that manages the sending servers keeps an eye on this for you.

Bulk mail is judged more strictly than one-to-one messages. With a large send, filters look extra closely at authentication, list quality and engagement. If correct SPF, DKIM and DMARC are missing, or if there are unsolicited addresses in your list, the mailing disappears into spam faster than a single email.

Yes. A clear, working unsubscribe link ensures that whoever no longer wants to receive your mail unsubscribes instead of pressing "this is spam". Those spam complaints seriously damage your reputation. Making unsubscribing easy is therefore not only courteous, but also protects the deliverability of your next mailings.

Yes. Since 2024 the requirements around authentication weigh more heavily with large mail providers, including for smaller senders who send bulk mail. Correct SPF, DKIM and DMARC are the foundation for coming across as trustworthy at all. Without that foundation, your mailing stumbles before the content is even looked at.

SPF determines which servers may send on your behalf, DKIM signs your message so tampering stands out, and DMARC ties those two together: it links the check to the visible sender and determines what happens when a check fails. DMARC also adds reporting on who mails on your behalf.

That is your DMARC policy. none changes nothing about delivery and only lets you observe through reports. quarantine sends failed mail to spam. reject refuses it entirely. You build up from none to reject once you are certain legitimate mail won't be lost.

The reports show which servers mail on behalf of your domain, including improper use. You use them to check whether all your legitimate sources pass SPF and DKIM, and to detect abuse. Only once that is right do you tighten your policy step by step.

Always SPF first, then DKIM, then DMARC. SPF and DKIM are the building blocks; DMARC relies on them and determines what happens when a check fails. If you set up DMARC before the other two are correct, you risk having your own legitimate mail rejected.

Together they force a forger to clear three hurdles at once: send from an allowed server (SPF), place a valid signature (DKIM) and match the visible sender (DMARC alignment). A fraudster without access to your domain and keys can't do that, so their mail is stopped.

The DNS records themselves are published quickly, but changes can take up to a day to take effect due to caching. DMARC then requires patience: you first leave the policy on none for a few weeks to collect reports, before moving up to quarantine and reject.

Not by law, but in practice yes. Since 2024 the major mail providers require senders to authenticate with SPF, DKIM and DMARC. If you don't comply, your mail is rejected or treated as spam, so the effect is the same as an obligation.

Yes. Stricter rules apply to large sends, but the basic signals are checked for everyone. Even a handful of business emails a day arrive better with correct SPF, DKIM and DMARC. It is a one-time setup and after that you have peace of mind.

Usually not from your ordinary DNS management. A PTR record belongs to the IP address and is managed by the party that owns the server. With your own hosting you request it from your hosting party; with hosted email the provider arranges it for you.

An MX record tells the world which server mail for your domain should go to. A PTR record does the opposite: it links the IP address of the sending server back to a name, so the recipient can verify the sender. Both are needed for reliable delivery.

That can play a part. If a proper PTR record is missing or is generic, strict recipients reject your mail or put it in spam. It is rarely the only cause, but it is a basic requirement that is often forgotten on cheap hosting.

Just reading a message is generally safe. The risk lies in what you do next: opening an attachment, clicking a link or "enabling macros". As long as you don't touch suspicious attachments and links, nothing happens, even if the mail is in your inbox.

Executable files and scripts are the riskiest, but so are ordinary documents with macros and zip files that hide such files. Be especially wary of unexpected invoices, package notifications and job applications, as those are the classic wrappings for malware.

Disconnect your device from the internet and network, have it checked with up-to-date security software, and change your passwords from a clean device. Report it to your provider or IT lead and, if necessary, restore from a recent backup. The faster you react, the more limited the damage.

Passwords leak in data breaches, get reused or are stolen through phishing. Once one is out there, your account is exposed. Two-step verification adds a second proof (a code you have), so that a stolen password on its own is no longer enough to get in.

A code from an authenticator app is generally safer than a code by SMS, because SMS can be intercepted or redirected. Physical security keys are stronger still. For most users an authenticator app is the best balance between security and convenience.

That is what the recovery codes you received during setup are for: keep them in a safe, separate place. If you lose both your phone and your codes, you go through your provider's recovery procedure. Set up 2FA again on your new device straight afterwards.

No. Forced TLS encrypts the connection over which your mail travels, so no one can read along the way. End-to-end encryption encrypts the content itself, so only the final recipient can read it, including on the server. TLS is transport security; for the most sensitive content an extra layer is needed.

For basic personal data an encrypted connection is an important baseline measure. The GDPR requires appropriate security, and that depends on the sensitivity of the data. For special categories, such as health data, more may be needed. When in doubt, consult a specialist.

Usually not as a user. TLS and enforcing it are part of a well-configured mail environment and are managed by your provider. In practice you notice little of it, except that your messages are only sent and received over secure connections.

Ordinary email is not automatically suitable for special categories of personal data such as health data; stricter requirements apply to those. With encrypted connections, 2FA and European hosting you lay a good foundation, but the assessment remains case-by-case. Consult a specialist when in doubt.

Turning on two-step verification and using a unique, strong password. Most accounts are taken over via stolen or reused passwords, so this one habit delivers relatively the greatest protection. See securing email with 2FA.

Encrypted connections protect messages in transit between server and device, which is an important layer. Full protection doesn't exist: the recipient, your password and your own care count too. See forced TLS and encrypted connections.

Watch for unexpected urgency, senders that are just slightly off, and links that point to a strange address when you hover over them. If you are asked to log in or pay via a link, be extra alert. When in doubt, check via another channel.

Yes. The GDPR applies to anyone who processes personal data, regardless of size. For a small business or association the practical burden is usually limited, but the basic rules on care and security apply in full. Consult a specialist when in doubt.

Often yes, provided you do it carefully and securely. Stricter requirements apply to sensitive or special categories of personal data, and ordinary email is far from always suitable. Weigh up, per message, what you send and via which channel.

That depends on your situation. If an external party processes personal data on your behalf, the GDPR may require a data processing agreement. What exactly is needed differs per case; consult a specialist when in doubt.

The GDPR requires that you don't keep personal data longer than necessary for the purpose for which you collected it. The law gives no fixed retention periods for email; it depends on your situation and any sector rules. Clear out what you no longer need and consult a specialist when in doubt.

Not always. It depends on the roles and on what exactly is processed. If an external party processes personal data on your behalf, the GDPR may require an agreement. What applies in your case is a matter of tailoring; consult a specialist when in doubt.

The GDPR (Article 28) mentions, among other things, the subject and purpose of the processing, the types of data, the security measures, confidentiality, arrangements about sub-processors and what happens at the end of the collaboration. The precise details depend on your situation.

Get in touch with Mailflux for that, and we will look together at what is possible for your situation. The foundation, European GDPR-compliant hosting with encrypted connections, is there in any case. What is required beyond that is a matter of tailoring; consult a specialist when in doubt.

The controller determines why and how personal data is processed; that is you, for your own customers or members. A processor processes that data on your behalf, according to your instructions. Who holds which role determines whether, and which, agreements the GDPR expects.

In the name of the association or organisation itself, never in a board member's personal name. That way control stays with the organisation, even if someone leaves. Also record who manages the domain and who can transfer access at a board change.

Then your email address stops working, and after a grace period someone else can register the domain. Prevent this by renewing your domain on time, enabling automatic renewal and noting the expiry date. Also keep your contact details at the registrar up to date.

Yes, if it's on your own domain. You move the mailboxes to the new provider and point your domain there; the address stays the same. Only with a free address or a provider-bound address is that not possible.

Not if you take them with you. When switching you usually migrate your messages along, and a backup protects you against loss. The domain determines your address; the mailbox holds your messages. See switching from your current hosting provider.

At serious providers your message usually travels over an encrypted connection (TLS), so it's protected in transit. That's transport encryption, not end-to-end. On the servers and at the recipient the message is in principle readable to the systems involved.

TLS protects your message in transit between servers and devices; on the servers it's readable. End-to-end encrypts the message from sender to recipient, so even the intermediate servers can't read it. End-to-end offers more, but requires both sides to take part.

For ordinary correspondence usually not: transport encryption with a reliable, European provider is a solid foundation. For highly sensitive content an extra layer can be wise. If in doubt, get in touch so you make a fitting choice.

Look in the terms or privacy policy of your current provider, or simply ask. If you don't get a clear answer about the data location and jurisdiction, that in itself is a signal. In where is my email you read how to work this out step by step.

Indirectly it can. If you use a provider that falls under US law, the CLOUD Act can play a role in requests from US authorities, even if your data is in Europe. At a provider that falls entirely under European law, that risk is smaller. Consult a specialist if in doubt.

The location helps, but it isn't the whole story. What also counts is which jurisdiction the provider falls under. A European server location at a provider under US law offers less certainty than a provider operating entirely under European law.

Data sovereignty means your data falls under the law of the jurisdiction you choose, instead of foreign legislation. For European organisations that comes down to the GDPR, with the accompanying safeguards on how personal data is handled.