You have a solid plan to take your business online and boost your web presence. You understand what you need when it comes to websites and web hosting. Now, you’re ready to learn how to create a business email and connect directly with your customers.
- Requirements for a Business Email
- How to Create a Business Email
- Why you should use Gmail for Business Email
Requirements for a Business Email
Your business email should convey professionalism and show off your brand. The most important aspect of this is the email’s domain. An email address ending in a generic mail provider is fine for personal use, but the formality and professionalism of a business email with your domain on the end counts for a lot.
Domains come included free with many web hosting plans; you can also register a domain by itself. You will need web hosting for your business as well. While it’s possible to create a business email without getting your own hosting, this will limit your ability to create a business website and build your online presence later on.
Lastly, make sure that your business email is easy to manage. This requirement is more about preparing you — or your email administrator — for the job. Basic tasks like creating, deleting, and resetting email addresses are standardized and work similarly across most software platforms. Make sure to familiarize yourself with the particulars of your chosen platform.
How to Create a Business Email
Once you’ve registered a domain and have a hosting plan or email service like Google Workspace, you’ve already completed the most important steps in the setup process. How much additional work you have will depend on where you are managing your business email.
When hosting your own email on a cPanel based hosting account, simply create an email in cPanel and start using your new business email. If you are using an email service like Google Workspace, you have a few more simple steps ahead of you. First, verify your domain with Google Workspace to link your Google Workspace account to your domain. Then, activate Gmail in Google Workspace so that emails sent from and received by your domain go to the right place.
With those prerequisites out of the way, all you need to do is create new user accounts. This will create your new business emails, which you can continue to manage via Google Workspace.
Why you should use Gmail for Business Email
Your hosting plan includes the ability to create email addresses and manage them from cPanel. You may wonder why it’s worth adding Google Workspace for email when cPanel can do the task already. There are numerous advantages to managing your email from a separate server, especially when using the extra tools Google Workspace provides.
First is the simple matter of storage space and bandwidth. Emails can take up a lot of space — and if your account has a limit on disk space, keeping your emails stored somewhere else is a great way to free up that disk space. If you have a large enough business, offloading email to another server can help with bandwidth as well.
Maintaining reliable backups of your data is important. One benefit of keeping your emails stored on a service like Google Workspace is that not only does Google take care of email backups for you, but your emails are entirely separated from your server. If you ever need to perform maintenance on your site, migrate your site to another server, or deal with a security issue, your emails will remain completely unaffected.
The fundamental tasks of email administration are simplified and streamlined in Google Workspace. If you’ve spent most of your life using email managed by other companies, you may not know just how much work is required to prevent spam from overwhelming your inbox and keep your reputation as a sender intact. Google Workspace sets excellent, well-configured defaults and provides an entire suite of tools to help you resolves any problems you run into. Other tasks, like user management and password troubleshooting, are also streamlined for your convenience.
Use a business email to show how professional and well organized your business is; use Google Workspace to make that business email as easy to manage and maintain as possible.
Are there free email hosting options available?
While there are various ways to create a business email address, one popular option is to use free email hosting with a custom domain. This allows you to have a professional-looking email address that matches your business domain, giving your communication a more polished and credible appearance. However, it’s important to note that relying solely on free email hosting may have its limitations and drawbacks. Here are a few things to consider before opting for a free email hosting solution:
- Limited Features:
Free email hosting services often come with limited features compared to paid options. Advanced functionalities such as robust spam filters, email encryption, and customer support may not be available or may be limited in the free plans.
- Storage and Scalability:
Free email hosting typically offers a limited amount of storage space for your emails and attachments. If your business requires substantial storage or anticipates rapid growth, you may quickly outgrow the capacity provided by free hosting.
- Reliability and Uptime:
Free email hosting services may not provide the same level of reliability and uptime as paid solutions. Downtimes and service disruptions could potentially impact your business communication, leading to missed opportunities or inconveniences.
- Branding and Customization:
Free email hosting often includes branding from the hosting provider in the email interface or footer, which may not align with your professional image. Additionally, customization options such as branding, personalized signatures, or email templates may be limited or non-existent.
It’s worth considering these factors when choosing an email hosting solution for your business. While free options can be appealing for their cost-saving benefits, they may not offer the same level of reliability, security, and customization options as paid alternatives.