Each company’s reputation and professional image can benefit from having an email address. A large number of people find it difficult to trust products and services from generic domains such as gmail.com and outlook.com.
When communicating with a potential customer or sending a professional email, using a custom email domain (such as firstname.lastname@example.org) helps to build your brand. The question is, how can one be created? Setting up your custom email domain is simple if you know what tools you need and where to get them.
Why is it important to create an email with a custom domain?
Likely, you’ll frequently be emailing both new and existing customers. It’s the first step in many internet networking and relationship-building processes. This means that your email address is an important element of your brand or business that you should carefully safeguard and enhance.
It’s not worth the bad first impression an email address like “email@example.com” would make if you’re a freelancer or business owner.
First, it is not always obvious from a glance which sent the email. Second, even if you choose a formal business email address like “firstname.lastname@example.org,” your recipients won’t be able to verify your business identity easily.
Any name can be used to create a Gmail or Outlook account. Potential customers cannot know who you say you are unless your email address verifies your identity. So for brands and businesses, one should use an address like email@example.com or firstname.lastname@example.org.
Get a Domain
Get a domain name to create a company-specific email address (e.g., yourbusinessname.com). Domain names are easily accessible, as registration is a simple process. It’s cheap, with plans starting at just $1/month. Many companies, like GoDaddy, Namecheap, and Bluehost, act as domain registrars, where customers can register their unique domain names.
While selecting a domain name, it is essential to consider the following factors:
You will need to select a domain name that can be purchased. All the domain name registrars provide search tools to help you find an available domain name. You can try different characters like hyphen, dot, or underscore other than letters to get a domain name with your name.
Consider your brand or company name while selecting a domain name. For instance, if you’re a blogger, you might want your domain name to reflect either your identity or the subject matter you write about.
A domain name should be as short as possible so that it is simple to remember and enter. It’s preferable to have a short domain name.
TLD (Top-Level Domain)
The top-level domain (TLD) is the letters and numbers that follow the final dot in a domain name. The top-level domain (TLD) you pick should reflect the nature of your company or group.
Choose an email hosting provider
You will need an email hosting service to send and receive an email after registering a domain name. To put it simply, an email hosting provider is an organization that stores your email and gives you access to email management software. Google Workspace (formally G-suit), Zoho Mail, and ProtonMail are examples of the many companies that host emails online.
It is essential to consider the features, price, and quality of customer service offered by a potential email hosting provider before signing up.
Set up your email account
Now, you must set up an email account at your new domain and configure your email client.
1. Create an email address
Simply establish an account in the admin panel of your email hosting provider and enter your domain name when prompted. Your email address can be email@example.com if your domain name is example.com.
2. Configure email settings
You’ll need to adjust certain settings before you can start using email regularly. The specifics are going to change based on who you host your email with, but generally, you’ll be asked to submit the following data:
- Incoming server: The “incoming server” is the one that accepts emails from other servers. There will be a prompt for the host, port, and protocol, all of which you must input (usually POP3 or IMAP).
- Outgoing server: This server is responsible for sending emails to other servers. The server’s address, port number, and protocol must be entered (usually SMTP).
- Username and password: Logging into your email account requires a username and password.
3. Test your email account
After setting up your email account, you should test it to ensure it functions correctly. To ensure you can send and receive emails without any problems, send a test message to another email account. Similarly, ask someone to send you an email at the new address, or you can do it with your general email.
4. Add your custom email to Gmail or other hosts
If you use Google, for instance, here’s what you’ll need to do to set up your own unique email address:
- Open your Gmail account and click the gear button in the upper right. Choose “See all settings.”
- Select the “Accounts and Import” tab. Choose “Add a mail account” in the “Check mail from other accounts” subsection.
- A new window will pop up. Click “Next” after you’ve entered your preferred email address.
- Add your email account by filling in the required fields (incoming server, outgoing server, username, and password). Make sure to tick all the boxes except the last one (Archive incoming messages).
- Next, you’ll be asked if you want to send emails using your custom email address. If you want to do so, check the first option and click on “Next”
- Here you’ll need to enter the details of your SMTP server and re-enter your password. It is recommended you use an email hosting client that also offers a secured connection using SSL.
- Afterward, Gmail will send a verification code to your provided address. To complete the procedure, open the email, go to the URL provided, and select Confirm.
Understand POP3 and SMTP
Common email protocols include Simple Mail Transfer Protocol (SMTP) and Post Office Protocol (POP3). Email can be retrieved from the server using POP3 and returned using SMTP. If you want your email to function effectively, you must ensure these protocols are set up properly.
Create an Email Signature (Optional)
Now that your company’s email address is set up in your preferred email client, you should create a polished email signature to attach to all outgoing and incoming messages. Using a cost-free email signature generator, such as HubSpot‘s, is the quickest and easiest approach to making one.
Emails with personalized signatures increase trust in your business and can lead to more purchases and clicks on your website. See our collection of over a dozen professional email signature examples for ideas and insights.
How to make your custom email address and domain on Google itself
You can get a domain name and site hosting from Google Workspaces that points to your Gmail.com account. The cheapest package is $6 monthly per user.
- Go to https://workspace.google.com/ and open the tab labeled “Pricing.”
- Choose the web hosting plan you desire (select the $6 starter plan if you only require a custom email address) and click the Get Started button.
- Provide the required details about your company and click “Next.”
- Now add your contact info and click “Next.”
- A prompt asks, “Does your business have a domain?” Choose “No, I need one” and create an account.
- You can search for your favorite domain name and see if it is available.
Once you find your desired domain name, click on it and follow the on-screen instructions to set up an account and make payment.
Getting your custom email domain is easy and cheap and can improve your company’s credibility and reputation. Take the time to register a domain, select an email hosting provider, and set up your email account. You can give potential clients and consumers a professional image with an email address that reflects your company’s name and goal.