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How To Set Up A Business Email

how to set up a business email

If you’re looking to set up any new business, having access to a business email account is essential because email is considered one of the best and most efficient ways to connect with your customers, partners and vendors, and helps to solidify your brand’s integrity.

Setting up a business email address isn’t difficult, it only takes a few minutes and with a suitable plan in place, you will soon be able to manage all your invoices, marketing campaigns and customer queries collectively from the same account.

This article will take you through the necessary steps to setting up your business email account, that will have you operating and promoting your brand in the most professional way possible.

What is a Business Email?

A business email account is essentially a communication hub which allows you to communicate with both external and internal users.

While you may already have access to a personal email account, a business email account doesn’t generally operate in the same way. There are plenty of extra features you can utilise through a business email account, such as advanced security screening, storage and organisation tools, as well as being able to share files and workspaces between multiple users simultaneously, in order to enable collaboration on certain projects.

The Importance of Having a Business Email

While we have already touched on a few benefits a business email account can bring to your business, there are still plenty more to be considered. Some of these benefits include:

  • Giving your business that all-important professional demeanour, contributing to your brand’s expertise and user-experience
  • Allowing your most important contacts to communicate with your securely and consistently
  • Giving your customers peace of mind, knowing they can trust inbound communication as reliable and credible
  • Allowing your clients to contact you easily, whenever, wherever.
  • Allows business owners and employees to record, store and reference communications sent by clients
  • Secure method of communication in comparison with other formats

In a world ever increasingly dominated by digital platforms, having access to a business email account is vital to any brand’s success.

What is an Email Hosting Provider?

To get started with a business email account, you will need to have access to an email hosting provider. This is a remote server where all your emails and attached files will be sent and stored securely.

Some of the most common email hosting providers are Gmail, Outlook, Mozilla Thunderbird and Zoho Mail, but there are also many more that you may want to consider researching.

These hosting providers will store your emails and files, but will also offer other beneficial features such as industry leading security and protection, authentication, email organisation and filtering management, as well as calendars to assist in tracking and prioritising workloads, and even design tools to help you craft the perfect eye-catching branded email.

Various email hosting providers will offer different perks, so it’s worth taking the time to weigh up the benefits of each provider, to ensure you start using the most suitable provider for your business needs.

Types Of Email Hosting Servers

As well as choosing your hosting provider, you also need to understand the pros and cons of the servers they use. You will need to understand the needs of your particular business, as the criteria will often vary business-to-business. Some of the most common choices include:

POP3 email hosting servers

POP3 is commonly chosen as the most preferential email server. POP3 servers will use your computer’s storage to securely store and grant access to your files and emails, even if you’re working offline. POP3 however does have its downsides, one of which is the inefficiency to manage large quantities of emails.

IMAP email hosting servers

Another of the most popular choices is an IMAP server. An IMAP server allows users to access emails from any device or computer on the go, including smartphones, tablets and laptops.

If you often change between devices and prefer to have access to your emails on-the-go, then an IMAP server is probably your best option. It’s worth noting however, that similar to the POP3 servers, the IMAP servers can often prove to be difficult when it comes to managing a large volume of emails.

Cloud email hosting servers

Cloud-based services are becoming commonplace in many industry leading businesses, and it’s easy to understand why. Files and emails that are stored in “the cloud”, can be accessed anywhere, on any device. The major downside to using a cloud email hosting server however, is the requirement to have an internet connection. No internet connection, no access.

ISP email hosting servers

If you fancy yourself as a bit of a tech guru, you might want to look into an ISP email hosting server. While these servers can be quite complex to set up initially, an ISP server will grant your business full access and control over its features and settings.

Each server type has its own pros and cons, and it’s worth understanding the needs of your business before you dive in and select one without fully understanding the capabilities and advantages they can offer to your specific business.

How To Set Up A Business Email

1) Choose an Email Provider

When it comes to setting up your business email account, the first step you need to take is to choose an email provider. There are quite a few to choose from, but the most common providers are: Gmail, Outlook and Zoho.

These are all great providers, but differ when it comes to features and security levels. Before you make your decision, it’s worth reading through some of the reviews online to make sure you choose the right provider for your needs.

2) Choose Your Domain Name

Now you have chosen the provider that’s right for your business, you will need to create a domain name. Your domain name is how your clients will identify you. This is the name that appears at the rear of your email address – as an example: [email protected]

You should always try and keep your business name as simple as possible. It needs to be something people can remember and spell easily. If your business name is simple, it’s harder for customers to send emails elsewhere by mistake.

 3) Set Up Your Account

Once you’ve decided on your email provider and domain name, you will need to finish setting up your account. This is a simple process, as most providers will give you access to guides that take you through a simple step by-step process. Once you have followed the right steps, your account will be set up successfully. Using the strongest possible passwords for users is vital. Email accounts are prone to malicious attacks and viruses, and many attacks can be avoided by simply taking a few extra seconds to create stronger passwords.

Enabling two-factor authentication is also highly recommended to reinforce the security of your email accounts. This process requires all users to enter a password, as well as another form of identification (usually in the form of a code sent to their phone via text message).

4) Start Sending Emails

Once the set up of your account is complete, it’s time to start using it. Always make sure your emails are professional and courteous – your customers will always appreciate high quality service and etiquette. Try to stick to formal language – avoid using slang terms and technical jargon that may confuse or scare away potential customers. If you do happen to make mistakes, don’t worry, they happen, just try to keep them minimal.

How Much Does Business Email Cost?

Creating a signature can be the perfect way to add finesse and professionalism to your emails. Simply log in to your email, go to the preferences or settings option, and select the option to create an email signature from the menu. A professional signature gives the reader a great first impression of your email.

Signatures are simple, but highly effective in portraying a more professional presence.

Can I Get a Business Email Without a Domain?

You will need to set up your business domain name before you can create a business email account. You can always start out with a personal account by using a provider like Gmail for example, such as [email protected], but you will need to set up an account that utilises your business name for the account to be considered a business account.

How to Set Up an Email Signature

Before you start sending out your first lot of emails, it’s important to create a signature to be placed at the bottom of your emails. This adds a professional touch, and to your businesses credibility.

Your signature should include the following details:

  • Your name
  • Job title or position held within the company
  • Important contact information, including phone number
  • Business website domain name or social media profiles
  • Your businesses logo

To create the perfect email signature, follow these steps:

  • Use a concise and clear subject line
  • Only ever use formal language
  • Make sure your emails are proofread before you hit “send”
  • Keep your emails clear and plain-spoken.

Following these steps will help ensure your emails are effective.

Final Thoughts

Setting up a business email account isn’t hard – it’s actually really simple and incredibly effective. Taking the time to set up a business email account can ensure that your emails will be dispatched with a professional appearance that reinforces your brand’s credibility and identity.

As well as establishing authority, it also opens up an easy channel of communication between your business and clients. As long as you choose the right provider, the right domain and the desire to learn about the features and security of your hosting platform, you’ll be sending professional emails in no time.

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