this post was submitted on 16 Sep 2023
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For those thinking of moving away from Gmail... I strongly recommend buying your own domain name so you actually own your address and can switch e-mail services whenever you want without needing a new e-mail address. Hell, I'd recommend this even if you're planning on staying with Gmail for a while.
Honestly, aside from having to point people at your new e-mail address... Gmail is not particularly hard to move away from, especially if you already use an external mail client. I don't really miss it, anyway. The only pain point I experience is that if somebody sends you a Google Doc / Sheet you need a Google account to edit it, but that's not a huge concern for me personally.
I'm self hosting my personal e-mail right now, and it's pretty great if you know how to do that stuff. Super cheap to host, and I can have as many aliases and send as many e-mails as I want. It's not for the faint of heart, but it's very doable if you already host your own stuff. Otherwise there's a bunch of e-mail services like Proton (kind of expensive, and a little annoying in that it's not just IMAP), Tutanota (dunno much about it), Fastmail, etc... But it's also worth mentioning that if you have a domain / VPS already your VPS provider and your registrar may both provide e-mail services that you can use... And if you just want to get out of Google and you have an iCloud+ account already (which is very possible if you have an iPhone and wanted more iCloud storage, but otherwise it's $0.99/mo) you can also use iCloud+ for e-mail with a custom domain.
How do you deal with your custom domain emails being flagged as spam? I did all the requirements (SPF, DKIM, DMARC) and there still are some (e.g. old-fart gov or finantial institutions) that need a gmail address to communicate with.
Often times when people complain about this there is some misconfiguration somewhere, which is admittedly hard to notice a lot of the time. One big gotcha with DKIM, for instance, is that TXT records have a limited size in DNS, so if you have a large key you likely cannot fit it within a single TXT record (an RSA 2048 key is too big, unfortunately). In theory you can split the key in DNS, but I'm not sure if every mail server will handle this correctly. Anyway, people will make an RSA 2048 key (or larger) and try to stuff it into a single TXT record and they might not notice that it doesn't fit (e.g., their DNS provider's interface may truncate the record silently). So, it's good to confirm after the fact that the records are good and working (there's a number of free services that will do that, e.g., https://www.learndmarc.com/).
The other thing that's a bigger deal than I think it should be is rDNS. The rDNS on the mail server really needs to be the same as the MX record or certain spam detectors flip out. If your MX record is mail.example.com, it seems like the spam detectors really want the rDNS to be mail.example.com and not example.com, for instance. You'll see some advice online that suggests that the rDNS record just has to exist and doesn't have to match exactly, but this has not been my experience.
Beyond that I have also registered for Outlook's SNDS and Google's Postmaster services, and I've also added myself to the whitelist here: dnswl.org/. I'm not sure how much of difference that makes, but it's something else you can try.