When choosing a website-hosting provider for your church, you may assume that email hosting is automatically included. However, that is not always the case.
Virginia, who happens to reside in Virginia Beach, Virginia asks, “Do web hosting companies also provide email hosting services?”
Email hosting may be included with website hosting, offered as a separate add-on, or not provided at all.
Before selecting a hosting plan, check whether it allows you to create professional email addresses using your church’s domain, such as pa****@********ch.org or of****@********ch.org.
Understanding the difference between website hosting and email hosting will help your church choose the right services and avoid interruptions later.
What Is the Difference Between Website Hosting and Email Hosting?
Website hosting and email hosting are related, but they are separate services.
Website hosting stores the files, images, databases, and other information that make your website available online.
Email hosting provides the mailboxes and servers needed to send, receive, and store email using your domain name.
For example, suppose your church owns the domain ParkChurch.org:
Your website and email can be managed by the same provider, but they do not have to be. Some churches host their website with one company and use another provider for email.
Is Email Usually Included with Website Hosting?
Years ago, most website-hosting plans included at least a few email accounts. Today, providers handle email in different ways.
Some website hosts include email accounts with their plans. Others charge an additional fee based on the number of accounts or amount of storage needed. Website-building platforms may require customers to use a separate email provider.
This is why it is important to ask about email before purchasing website hosting. Do not assume that buying a domain name or hosting a website automatically gives your church access to domain-based email.
Why Should Churches Use Domain-Based Email Addresses?
A professional email address uses your church’s domain instead of a free personal email service.
For example:
These addresses clearly identify the church sending the message.
A message sent from of****@********ch.org is more immediately recognizable than one sent from a personal address that church members or visitors may not know. Domain-based email can also help your church maintain consistency when staff members and volunteers change.
Instead of publishing a staff member’s personal address, the church can use a role-based address such as yo***@********ch.org. When a new youth director begins serving, the church can transfer access to the new person without changing the public email address everywhere it appears.
Bottom line…
Custom email addresses look professional and are good for branding.
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Three Email Options for Churches
Churches generally have three options for managing email.
1. Free Personal Email Accounts
A small church may use free Gmail, Yahoo, Outlook.com, or similar personal accounts.
This option is inexpensive and familiar, but the address does not use the church’s domain. It may also create problems when an account is personally owned by a pastor, employee, or volunteer rather than controlled by the church.
Free personal accounts may be suitable for a new or very small ministry, but they are usually not the best long-term solution for an established organization.
2. Google Workspace or Microsoft 365
Google Workspace and Microsoft 365 allow churches to create professional email addresses using their domains.
These services also provide collaboration tools such as shared calendars, online documents, cloud storage, video meetings, and centralized account administration.
They can be a good choice for churches that:
- Have several staff members
- Need shared documents and calendars
- Want centralized control over user accounts
- Need advanced security and administrative tools
- Already use Google or Microsoft applications regularly
Eligible nonprofit organizations may qualify for special programs, but churches should verify current eligibility requirements, features, and costs directly with the provider.
3. Email Hosting Through Your Website Provider
Some website-hosting companies also provide email hosting. This allows the church to manage its website and email services through one provider.
Depending on the plan, email hosting may include:
- Domain-based email accounts
- Webmail access
- Spam filtering
- Email forwarding
- Autoresponders
- Support for email applications such as Outlook
- Assistance with email settings and DNS records
This option can be helpful for churches that prefer simplicity and want one company to assist with their website, domain, hosting, and email.
Comparing Church Email Options
Email option
Uses your domain
Typical difficulty
Best suited for
Free personal email
No
Easy
New or very small ministries
Google Workspace or Microsoft 365
Yes
Moderate
Churches needing collaboration and centralized administration
Email through a website host
Yes
Easy to moderate
Churches wanting website and email support from one provider
The best option is not necessarily the one with the most features. It is the one your church can manage securely, consistently, and affordably.
What We Have Learned from Supporting Church Email
OurChurch.Com has helped Christian churches, ministries, schools, and businesses with websites and online communication since 1996.
Over the years, we have learned that email problems are some of the most complicated to diagnose and resolve because there are so many different systems involved, each with its own potential issues. Some of these include:
- Incorrect passwords or email application settings
- Changes to domain or DNS records
- Full mailboxes
- Aggressive spam filtering
- Blacklisting by 3rd party spam filters
- Outdated computers and mobile devices
- A lack of documentation about who manages the accounts
Churches should document where their email is hosted, who has administrative access, how accounts are created, and what should happen when a staff member or volunteer leaves.
At least two trusted church leaders should know how the email service is managed. If a church is small or lacks people with email expertise, a trusted IT/email partner can fill this role.
Email Security and Deliverability
Professional email is about more than having an address that looks trustworthy. The accounts also need to be secured and configured properly.
Churches should:
- Use strong, unique passwords
- Enable multifactor authentication when available
- Remove access promptly when staff members leave
- Avoid sharing administrator passwords by email or text
- Keep account recovery information current
- Train staff and volunteers to recognize phishing attempts
- Regularly review active accounts and forwarding rules
Your email provider should also support proper domain authentication, including SPF, DKIM, and DMARC.
These DNS records help receiving mail systems determine whether a message was authorized by your church’s domain. Correct configuration can reduce the risk of spoofing and improve email deliverability, although no configuration can guarantee that every message will avoid a recipient’s spam folder.
Questions to Ask an Email-Hosting Provider
Before choosing an email service, ask:
- Is email included with website hosting or sold separately?
- How many email accounts are included?
- How much storage does each mailbox receive?
- Can we add more accounts later?
- Does the service include webmail?
- Can we use Outlook, Apple Mail, or mobile email applications?
- Are spam and malware filters included?
- Does the provider support SPF, DKIM, and DMARC?
- Is multifactor authentication available?
- Is assistance with email migration included?
- What support is available if email stops working?
- What happens to our email if we move the website elsewhere?
- Can we keep our email service if we cancel website hosting?
The answers can help your church understand the true cost and avoid unexpected complications.
Which Email Option Is Best for Your Church?
A free personal account may be sufficient for a very small or newly established ministry, but it offers limited branding and can make organizational ownership more difficult.
Google Workspace or Microsoft 365 may be the best choice when your church needs extensive collaboration, advanced administration, shared calendars, and cloud-based productivity tools.
Email through a website-hosting provider may be a good fit when your church wants a simpler solution and prefers to receive website, domain, and email assistance from the same support team.
Consider your church’s size, budget, technical experience, security needs, and number of staff members before deciding.
Does OurChurch.Com Provide Email Hosting?
Yes. OurChurch.com provides professional church email hosting as an add-on service.
Churches can create email addresses using their own domains while receiving support from a company experienced in serving Christian organizations. This can make it easier to manage your website, domain, hosting, and email services in one place.
Because plans, account limits, and features may change, review the current email-hosting options or contact OurChurch.com before placing an order.
Frequently Asked Questions About Email Hosting
Is email included with every website-hosting plan?
No. Some providers include email, some offer it as an add-on, and others require customers to use a separate email provider.
Does purchasing a domain include an email account?
Usually not. Registering a domain gives you control of the domain name, but email hosting is a separate service unless the provider specifically includes it.
Can my website and email be hosted by different companies?
Yes. Your domain’s DNS records can direct website traffic to one provider and email to another.
Do I need a website to use email with my domain?
No. You can use professional email with a registered domain even when you do not have an active website.
Is Google Workspace the same as website hosting?
No. Google Workspace provides email and collaboration tools. It does not replace the hosting needed for a traditional church website.
What happens to our email when we change website hosts?
It depends on where the email is hosted. If your email is connected to your old website-hosting account, the mailboxes may need to be migrated before the hosting service is canceled. Complete the migration and test the new accounts before closing the old service.
Should churches use role-based email addresses?
Yes. Addresses such as of****@********ch.org and pa****@********ch.org provide continuity when staff members change. Churches should still control access carefully and avoid sharing passwords unnecessarily.
Check Before Choosing a Hosting Provider
Before purchasing church website hosting, find out whether email is included, available as an add-on, or managed through a separate company.
The right email service should provide more than professional-looking addresses. It should also give your church reliable access, appropriate security, clear account ownership, and support when problems arise.
OurChurch.com – a Trusted Email and Web Hosting Provider
OurChurch.Com offers church email hosting as an add-on service in blocks of 3, 15 or 50 email accounts.
If you’re looking for church website hosting with an easy-to-use website builder, provides all the other services you need, and is supported by a team that shares your faith…
Getting started with OurChurch.com’s church website hosting is simple:
- Go to OurChurch.com
- Select your web hosting package
- Complete your order
Comment and Discuss…
- Are you using custom @YourDomain email addresses for a more professional look and better branding? Why or why not?
See more Church Web Hosting FAQs videos and articles
Co-founder & CEO, OurChurch.Com
Paul has been the CEO of OurChurch.Com since its founding in 1996, combining his passion for faith and technology to lead the organization.
An accomplished writer, Paul has authored over 2,000 articles on faith and technology, featured on platforms like ChurchLeaders.com, The JoyFM, and his personal blog, LiveIntentionally.org.
Beyond his professional achievements, Paul serves as an elder at Journey Community Church and is deeply engaged in his community through his involvement with the Florida Sheriffs Youth Ranch and the Safety Harbor Chamber of Commerce. He is a contributing author of the book Outspoken! Conversations on Church Communication.
