A professional business email is essential for building trust with your customers. Let’s be real—using a generic email like Gmail or Yahoo can make your brand look, well, generic. It’s not exactly the impression you want to make, right?
Your email is often the first impression people get, and it sets the tone for your entire business relationship. Using a custom email address, like [yourname]@[yourbusinessname].com, instantly boosts your credibility and helps your brand stand out.
So, how do you get started? This article will help you navigate the simple steps of creating a custom business email that strengthens your brand image.
What is a business email?
A business email represents a work-specific address that uses the domain name of your company, designed for professional communications.
Unlike a generic email address, a business email address shows your customers that your business is legitimate and that you’re worthy of their trust. So, any business-related communication that goes right through it is considered genuine and official.
Why is a business email important?
A business email address enhances credibility and brand consistency. It also gives your company a single communication system that presents your company as cohesive and trustworthy.
In fact, most consumers trust emails from businesses with a branded domain. That’s why you need a professional email address to give yourself a leg up in the marketplace.
Methods for creating a business email address
Below, we’ll explore the different methods and tools for setting up a business email address. Understanding these options will help you choose the best one for your company.
Create a business email with email hosting providers
Using an email hosting provider is one of the most effective ways to set up a business email address. These providers offer the tools you need to send, receive, and store emails securely.
When selecting an email hosting provider, look for key features such as robust security measures, user-friendly interfaces, and reliable customer support. Many services also feature additional tools, like calendar integration and file sharing, which can streamline your workflow and improve team collaboration.
Here are some email hosting providers to consider, along with the steps to create a business email with them.
Microsoft 365
Microsoft 365 offers a custom business email address through MS Outlook. It comes packed with a suite of collaboration tools like MS Teams, OneDrive, SharePoint, and Exchange. A subscription gives you access to these. However, the platform also includes a 30-day free trial, which is great if you want to test and explore the service before committing.
How to set up a dedicated business email with Microsoft 365
Step 1. Go to the Microsoft 365 website and click the “Try for Free” button on the upper right.
Step 2. Log in with your Microsoft account or create one if you haven’t already done so.
Step 3. Enter your existing domain or register a new one through Microsoft.
Step 4. Set up a professional email like [email protected]
Step 5. Enable security settings like two-factor authentication.
Step 6. Add shared mailboxes or aliases if you need them.
Step 7. Review and complete the setup to activate your email.
Step 8: Log in via Outlook or connect your email to another app, like Gmail or Apple Mail.
Google Workspace
For a comparable alternative, Google Workspace combines professional email with a comprehensive suite of productivity tools as well. It’s perfect for businesses of any size.
As for a free trial? Yes, you can try it for 14 days.
How to set up custom business email addresses with Google Workspace
Step 1. Head over to the Google Workspace website.
Step 2. Tap the “Start Free Trial” prompt in the top-right corner to direct you to the signup page.
Step 3. Fill out the necessary fields with your name and contact information, then click “Next.”
Step 4. Decide on a hosting plan that best suits your business and click “Continue with this method” once you’ve made a choice.
Step 5. Enter or create your business domain name, click “Next”, and then “Continue.”
Step 6. Review the order summary and tap “Subscribe” to complete the process.
Alternatively, Web.com offers Google Workspace integration for easy management of business emails and domains.
Web.com combines domain registration, web hosting, and Google Workspace for email hosting. This setup offers an easy approach to manage business emails in one place. The platform also offers 99.9% uptime and SSL security, which supports efficient communication across platforms.
How to set up a domain-based business email with Web.com as your email service provider
Step 1. Go to Web.com.
Step 2: In the “Marketing & Email” menu, select “Google Workspace” under “Email”.
Step 3: Choose a plan that fits your business needs.
Step 4: Select the number of user seats you need and continue.
Note: A “mailbox” is what you get when you purchase a “user” seat. This mailbox is linked to this user’s email address. For example, [email protected] is the user account. Emails sent to this account will be stored in its corresponding mailbox.
General email addresses mentioned in the steps are email aliases, not users. If [email protected] is the user, this user can create alias email addresses like [email protected] or [email protected]. Emails sent to these aliases will be forwarded to John’s mailbox ([email protected]). The owner of this account will be the one to handle all those emails without needing an extra user seat.
Step 5: Enter your domain or register a new one.
Step 6: Confirm its availability. If available, click “Add to Cart.” If not, select “Search Again.”
Step 7: Review your cart and complete the purchase.
Step 8: Enter contact information, review the order, log in if needed, and click “Submit Payment.”
Set up a business email with web hosting providers
Another solid option for registering a business email is through web hosting providers. Many web hosting providers offer integrated email service solutions when setting up a business domain name. This lets you create a business email account linked to your domain. This way, you can streamline website and email management within one provider. Also, a web hosting service gives you seamless control over multiple company email accounts.
How to create a business email with a web hosting provider
Step 1. Choose a web hosting provider that offers professional email as part of their plans
When deciding on a web hosting provider, think about the storage limits, the number of email accounts you’ll need, and how user-friendly the setup process is. A good web hosting plan can provide not just a platform for your website, but also a professional email system that aligns with your brand and improves client interactions.
Step 2. Set up your business email based on the instructions provided by your host
Instructions can vary, but here’s the general guide:
- Log into the platform where your email was registered. Access your host’s dashboard and navigate to the “Email” section, where you’ll see an option that says, “Add New Email Account.”
- Set up your desired email address. Choose a professional format. You can go by the combination of a first name and last name, or your company position followed by your domain name. Once you’ve figured out which business email address to use, secure it with a password.
- Create aliases. Remember the email aliases mentioned earlier? Aliases can prevent mailbox boxes from clutter. Setting up an alias like [email protected] gives you the idea that the email you receive or send through this channel must only be related to sales.
- Customize options and link your email account with your preferred tools and features. You have the option to include services such as email forwarding, calendars and scheduling, and a specific storage limit you think can add value to your business email.
- Add a custom email signature. An email signature is a critical aspect of professional communication. It serves as your digital business card with your name, position, and phone number with it. It adds credibility and builds trust, so remember to incorporate it.
Step 3: Link your email client like Gmail, MS Outlook, and Apple Mail
Business emails are accessible through webmail, but you must set up your email client first. Get this configured so you can easily manage your business emails within the browser-based email platform of your choice. Once you’re done, you’re all set, and you’ll have an easy way to manage business emails.
Create a business email with domain registrars
A domain registrar is another valuable option for setting up your business email. If you’re starting from scratch, domain registration services can help you put your business email address in place. Domain registrars often provide email hosting that lets you link your email directly to your domain and manage both in one place.
How to set up a branded email with domain registrar
Step 1. Choose a domain name that reflects your brand identity
A strong domain name is essential for linking to your business email address and establishing your online presence. If you’re struggling to decide on the right name, our AI-powered domain name generator can help. This tool offers creative suggestions based on your brand’s mission and values.
Once you have a potential name, consider the best top-level domains (TLDs) for your business, such as .com or a .store.
Step 2. Select a trusted domain registrar for reliable email
Look for a reputable domain registrar with a proven infrastructure to ensure consistent email availability. Make sure it also guarantees extensive storage for your email accounts.
Step 3. Check domain availability and register it
Once you get your domain name and registrar figured out, verify its availability and complete the registration process.
Step 4. Choose a hosting plan with essential email features
When done registering, select a good hosting plan to set up for your business email addresses. Consider plans that come with numerous tools and features, such as advanced spam filtering, real-time email syncing, and generous storage allocation.
Step 5. Set up your business email
Here’s how you do it.
- Go to your chosen registrar’s control panel.
- Log in and go to the Email section.
- Look for an option or tab that says Create New Account or Add Email Account.
- Enter your preferred new email address and then secure it with a password.
Step 6. Set up email aliases to streamline your communications.
An email alias is beneficial not only for large companies but also for small businesses. It projects a professional image and enhances email organization. And since email aliases don’t require mailbox additions, this approach saves you money.
Step 7. Enhance professionalism with a personalized email signature
Create a personalized email signature for a professional touch. Business emails appear more credible when you have penned them with a well-crafted signature.
Give your business an edge with a professional email address
A professional email address builds trust and improves business communication. By following the steps outlined above, you can establish a professional business email address that accurately represents your brand. Consider options like Web.com’s Google Workspace package, which offers additional tools to strengthen your brand image.
Ready to start building trust with a professional email? Check out providers like Web.com to create one today.
Frequently asked questions (FAQs)
Business emails aren’t typically free. However, if your domain hosting service provider offers this as part of a service package, then it is. Unlike a personal email account, a business email address is linked to a company domain. Business email accounts need more features. So, you won’t find a free plan.
You can get a free trial for a maximum of 30 days, depending on the host, though.
Highly impactful business email addresses incorporate your business name or company domain. They will help you appear professional and credible. For example, [email protected]. This structure not only makes your emails look credible but also reassures customers that they’re communicating with your business directly.
When choosing a business email, focus on simplicity, professionalism, and brand relevance. The best format for you and your team members is the [email protected]. It helps create a clear and trustworthy identity that recipients easily recognize. Avoid using nicknames or numbers, as these can diminish credibility.
