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How to Set Up an Email for Your Business

Setting up a dedicated email address for your business or brand is one simple way to optimize your customer outreach and, ultimately, their customer experience. Read on to learn more about the basics of a business email address, and how to create a cohesive, professional brand with your own business email address. 

Definition of a business email address

A business email address is one that ends in your website’s unique domain name, creating customized addresses for you and your team that match your brand with ease. For example, if you were a floral business, your email structure would look something like this: yourchosentext@allfloral.net.

Many companies choose to set up a business email address for each person on their team, plus two additional addresses — one for general inquiries, and one for customer support. These might look like hello@yourdomainname.com and support@yourdomainname.com.

Since your business’ email address is based off of your overarching website URL, it’s worth taking time and intentionally choosing a domain name that will help you make a name for yourself. 

Why a company email address matters

Recognizable businesses have two core elements in common — intentional professionalism and strong brand consistency. When each element of a company fully aligns with the rest of their bespoke brand, there’s a level of authority and legitimacy communicated to potential customers. These are the unspoken markers of trust in your business that encourage new sales and service appointment bookings

While your core branding ultimately stems from your vision, mission, and values, it’s important to translate your brand into every touchpoint of your site. From your company name and custom logo to the domain name you choose, every interaction with your business is another opportunity for a potential customer to decide to purchase.

This is why making a business email address is so important for the future growth of your company. They’re often one of the first touchpoints customers encounter, whether you’re sending them email campaigns, or automated order confirmations and shipping notifications from your ecommerce store

Benefits of a business email address

In addition to increasing the legitimacy and professionalism of your company, a business email address has logistical benefits for your internal operations. Every email host offers different features, and which host you choose depends on the needs of your business, along with your personal preference. 

The different benefits vary depending on which business email host you use, but in general, you can expect:

  • Increased security

Business communication contains sensitive information and potential nondisclosure agreements that require a reliable level of security. Whether you’re emailing with customers, clients, or colleagues, many professional email hosts help increase the level of your security. 

  • Simplified organization

When you make your business email address, you’re able to centrally manage all company email accounts and aliases across devices. For example, both your personal business address and customer support email address could come directly to your inbox, allowing you to reply or route the email to the right team member, all from one place.

  • Comprehensive records

With most business email hosts, your emails and files can be stored in the cloud and accessed from any device. This means you’ll have a clear record of customer and client communication, so you never have to worry about saving or backing up your messages for later review.

  • Connected collaboration tools

As previously mentioned, benefits of a business email address vary based on the host you choose, although some offer unique collaboration tools that can strengthen your internal operations and sense of teamwork.

For example, when you use Google Workspace, there are additional collaboration features to organize your start up business, or begin to grow your team. Google Docs, Sheets, and Presentations enable you to edit in real time with contributors to reach your final product even faster.

How to make an email address for your business

Before you choose where to set up a professional email account, compare and contrast each host to decide which works best for you.

If you opt for an email host that’s different from your website domain host, you’ll likely need to transfer your website domain to the same host as your email, unless the two platforms intentionally integrate. This is part of the security authentication where the host providers and domain registrar need to match. 

When your website domain and email address host are the same or integrate, it’s simply a matter of setting up each necessary email address. For example, if you buy your domain on Squarespace and use Google Workspaces for your business email address, there’s no need to worry about domain transfers. Instead, you can focus on what matters — serving your customers at the highest level. 

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