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Time to set-up a business email

In this blog post you will discover why you should have a custom business email address and learn how to create a custom email address for your company in simple (and affordable) steps.

Why is a business email important?

The problem is you spent time and money to build a business website to market your product or service to your target audience, but you rely on a Gmail, Outlook or (worse) Hotmail email address to communicate with new and existing clients.

Despite there being a huge variety of ways to connect with customers, email is still one of the most popular methods of communication. You might not realise, but your email address also forms part of your company’s branding. Think about it, where can you find your email address? It’s probably on your website, printed stationery, business cards, marketing material, company vehicles, and even your email signature (which you should definitely have set-up).

Basically, your email address features heavily in most of your comms and can be seen all over your business. It is therefore really important that you have an email address that represents your business, especially if you already have a website, and don’t just use a free email service like Gmail, Outlook, or Hotmail. This can make you company appear unprofessional and untrustworthy, which is definitely something you want to avoidwant avoid.

Luckily, getting your own custom business email address has never been easier or more affordable. If fact, there is a free method and a low cost method. We’ll point you in the right direction.

Setting up your business email address

Free method for setting up a business email address

Unless your website was created using a service like Wix or Squarespace, your website will be hosted by a web hosting company such as SiteGround, GoDaddy, or Bluehost. If your website was built using WordPress (our preferred platform), then your website is definitely being hosted by one of these companies.

Most web hosting providers offer email as part of your monthly or annual fees. All you need is an active account with a web hosting company and a domain name. As there are so many web hosting companies, each with a slightly different method for setting up a business email address, we’ve compiled a list of instructions for the most popular web hosts. If your web host isn’t listed, don’t panic, just give it a Google.

SiteGround – Create email accounts

GoDaddy – Workspace email help

Bluehost – Email account setup

InMotion – Email: Getting started guide

HostGator – Email – Getting started

Again, if your web host isn’t listed above, just do a quick Google search for something like ‘[insert web host name] set up email’. That should do the trick!

Low cost method for setting up a business email address

The second option for setting up your business email address is using a paid service like G Suite. G Suite from Google is a collection of productivity apps and collaboration tools. If you already have a Gmail account, you’ll already be familiar with the core products such as Docs, Sheets, Slides, and Drive. With a paid G Suite subscription, you’ll have larger online storage capacity, the ability to create a business email address, the option to add multiple alias email addresses, and much more. We pay for G Suite at Cloak&Map Digital and recommend all our clients use it.

Step 1 – Create G Suite account

If you don’t already have a G Suite account, you can sign-up for a 14 day free trial.

Step 2 – Set-up business email

You can then set-up your business email using the G Suite setup wizard.

Step 3 – Set-up email aliases

Finally, you can set-up email aliases to forward mail to a single inbox.

Step 4 – Update everything

Update your business email address wherever it currently appears, e.g. website, printed stationery, business cards, marketing material, company vehicles, email signature, etc.

Step 5 – Get sending

Now everything is set-up and ready to go, start using your new business email address as you normally would.

As previously mentioned, G Suite is a relatively inexpensive option for creating a business email address (and don’t forget all the other wonderful Google products). You can get started on G Suite with a basic account for just £4.60 per user per month. For full pricing and a list of features, check out the G Suite pricing page.

Helping Hints

Here are a few hints to help you get the most out of your business email:

  • Use the same domain name for your business email address as your website to keep branding consistent and avoid confusing potential customers. E.g. if your website domain name is example.com, your business email address should be something like name@example.com.
  • Consider adding your surname to the local-part of the email address (the bit before @). E.g. johnsmith@example.com or john.smith@example.com. This will help customers, colleagues and suppliers remember your full name and avoid issues with people having the same first name. This might not seem like a problem if there’s only a few people working in the business, but if you have any plans to expand, it’s best to set yourself up well from the start.
  • If you are a one-man band or very small team perhaps try sharing an inbox with multiple alias email addresses. An alias is just another email address people can contact you through. E.g. info@example.com, sales@example.com, and support@example.com would all send inbound emails to your shared inbox. This is a great way of looking bigger than you actually are and keeping costs down. Services like G Suite let you create multiple email aliases for no additional cost. Sharing an inbox also helps you keep an eye on all communications and makes it easier to pick up emails if someone is absent.
  • People will continue to send emails to your old email address for a time. To avoid missing important information and communications, consider regularly checking your old email address or having emails sent to your old email address forwarded to your new business email address.

Wrap Up

Hopefully, you now understand why having a business email address is important for your company’s credibility and, more importantly, how to set-up a business email address either for free through your web host or for a low monthly fee through G Suite. If you need help setting up a business email address, contact your IT department/contractors or drop us a message on our contact page.

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