How to create a company email?
When you start your business, you start creating your logo and brand support. You need also to look professional and established when you are communicating with your clients. The first online images your contacts will have to your company are through your website and your emails.
Company emails are what make the emails you have with your contacts look professional and established. You have different options to get those professional emails addresses.
Having an email with Gmail
Email with Gmail.com
The cheapest option would be to create a Gmail email account on the name of your business. It is free and it can be a good option if you don’t want to have a website soon.
The presentation of your email will be email@example.com
To do so, go on https://support.google.com/mail/answer/56256?hl=en and follow the procedure. It is a simple way to have a what would you like the closest from a professional email address for a first start.
Email with G suite
A second option that could be done too, is creating an email address with the service G suite of Gmail. That address will look like : firstname.lastname@example.org
It is a paid service and cost around 6$/month/email.
If you need only 1 email address and do not have a professional website, that could be a great option allowing you to have more space in your google drive for on the go documents following you everywhere.
Having an email with your website
How does it work?
If you are planning to have a website for your business, then the best option is to get your professional email address with your hosting and domain name.
With your hosting account you often (but not always) have an email service. It is often including in your hosting package.
Depending on your plans, you will have up to 10 or even 100 free business email addresses. Those emails will look like email@example.com. You can choose whatever name you would like to use. The end of your email address will be based on your domain name.
To choose the name you would like to appear will depend on where you want to show this email address and who is going to use it. If the email will be the one showing on your website, and that you and your collaborators might use it, a good option is to use firstname.lastname@example.org or email@example.com. If you would like to segment the different services of your business for a better organization, you could create firstname.lastname@example.org or email@example.com for example.
If you would like an email address that is only for your use and would be communicated on your business card, then firstname.lastname@example.org. Keep in mind that email address is often communicated over the phone and the easiest it is to write an email, the fewer chance people will miss-write it.
Setting up your email address with your website
Creating a business email in the hosting companies, if your plan has the option of free business email accounts, can be done easily if you know a bit your hosting website.
You would need to connect to your hosting account and having a domain registered with that account. Then look for “create a professional email address”. Many wordpress hosting and hosting company in general have support to help you finding where those options could be on their website.
You will need to create a username (email address) and password for each of the email addresses you are creating. It is highly recommended to create a unique password, created by a generator of passwords such as :
A safe password should have 12 digit, with capital and small letters, as well as numbers and special characters. Those generators of password have the options to exclude Similar or Ambiguous Characters.
To read or send messages, you will be able to access your email, with the email platform of your hosting company (often called Webmail). The link should be on the hosting website as well as on the email confirming the creation of your new address.
You can also receive and send your email from your mail application on your computer and cellphone.
To do so, you will need a few pieces of information. When you will create an account on your hosting company, you should receive an email with your account information, including your SMTP, POP, and IMAP. Those pieces of information will be required when you will add an account to your applications.
For your cellphone iPhone, you would need to go to Settings, then Passwords and Accounts. Then click on “Add an account”. Select Other, and “ Add an email account”. Then follow the requirements that ask you to enter your name, your address (email address), password and description of your new account, such as Professional emails. The next step will be to enter your POP, SMTP and IMAP information.
You should be set to send and receive your professional emails.
In conclusion, the first question you should ask yourself is “Will I have my website”. If you do not see the need to have a website for your business, then I will suggest going for Gmail options. If you are planning to have your website done, then the best option will be to have your professional email address done with your hosting.
If you are not sure about what a website would bring to your business, read the article “why having a company website?”