EMAIL SETUP GUIDE
Email forwarding vs email hosting
A custom email address can forward incoming messages to an inbox you already use, or belong to a mailbox hosted by an email provider. Choose based on whether you need a routing address or a complete email account.
What is email forwarding?
Email forwarding routes incoming messages for an address on your domain to another inbox. For example, hello@yourdomain.com can forward mail to an existing Gmail or Outlook inbox, depending on the provider and configuration.
Forwarding does not usually create a separate mailbox with its own storage or sign-in. Sending a reply from the custom address may require a separate send-as feature from your email provider. Forwarding by itself handles incoming mail.
What is hosted email?
Hosted email gives an address a mailbox managed by an email provider. A mailbox typically has its own login, message storage, folders, and sending capability. The exact features, storage, collaboration tools, and price depend on the provider and plan.
Compare the options
| Need | Email forwarding | Hosted email |
|---|---|---|
| Receive mail at a custom address | Routes messages to another inbox | Delivers messages to a hosted mailbox |
| Separate mailbox and sign-in | Usually no | Usually yes |
| Send from the custom address | Needs separate provider setup or feature | Commonly included; confirm with provider |
| Storage and mailbox tools | Uses the destination inbox | Provided by the hosting service |
| Team access | Depends on destination and routing setup | May include shared mailbox tools |
Provider features differ, so check current documentation and plan details before choosing either setup.
When forwarding may be enough
Forwarding can suit a simple setup when you want a few domain addresses to arrive in an inbox you already monitor, and you do not need a new login or separate mailbox for each address. A solo consultant, for example, might route hello@ and billing@ to one existing account.
Confirm that the destination is monitored, test delivery, and decide how you will reply from the custom address. For multiple people, check whether your destination provider offers a shared inbox that fits your workflow.
When hosted email is a better fit
Choose hosted email when you need a complete mailbox, separate user accounts, provider-managed storage, or consistent sending from your domain address. It can also be a better fit for team workflows that need shared access, retention controls, or administration features from an email host.
Some businesses use both: hosted mailboxes for employees and forwarding aliases for public addresses or simple routing. The right arrangement depends on your provider, security needs, and who is responsible for each address.
Review DNS before changing mail service
Both options may involve domain DNS, but the required records differ by provider and setup. MX records determine where incoming mail is delivered. Changing them without checking the existing configuration can interrupt current mail service. Follow your chosen provider’s instructions and understand the current records before making changes.
Frequently asked questions
Is email forwarding the same as an email alias?
Providers use these terms differently. An alias may mean an alternate address for a mailbox, while forwarding describes routing incoming messages to another destination. Check what a provider means by each term and what its feature actually does.
Can I send mail from a forwarded address?
Forwarding alone handles incoming messages. Sending from that address requires a separate send-as or mailbox feature configured with your email provider.
Does CyanDB currently host or forward real email?
No. The current development preview uses a mock provider. It does not deliver or forward real messages, provision hosted mailboxes, or change DNS records.