How to create a business email address

Over 75 percent of customers agree that a professional email address looks more trustworthy to them. These numbers alone should be a nudge in the right direction when it comes to the subject of using a corporate email address for your company. Because of that, in this section of the B2B communication guide, we are going to focus on answering the question of how to create a business email address.
   

You will have to pick a reliable email provider, hosting and domain. The Google G Suite offers all those services in one bundle, and during the setup phase, you can purchase a domain from Google. The Google G Suite has the most straightforward starting procedure, and you just need to fill out the forms and follow the suggestions on the screen. To give you a quick preview, these are the steps for creating a business email address with Google:
 
  1. Pick a business plan and click on “get started”
  2. Fill out the basic profile information
  3. Choose a custom domain name
  4. Select a good password
  5. Agree to the terms
When you’re using a business email address, the most prudent way to go is to buy your domain. Using a custom domain is a mark of professionalism, and the first step towards branding your company in the B2B communication world. Your business will be taken more seriously on the market if you use a proper email address. There are great hosting providers on the market today like Bluehost ( 5 email accounts for $2.95 per month ) and GoDaddy ( $12 per year + $3.49 per month for each email account) that you can use for your company.
 
Furthermore, using an email client for email management, like Mailbird or Airmail, can be your next step for boosting productivity, once you set up the email account.  
 

Why getting an email address for your business is essential

 
If the numbers we talked about above are not a reason enough for getting an email address for your business, then we will discuss the advantages of a branded address in B2B communication.
 
Create the right first impression – A professional email address shows to your peers that your company is established and well-recognised on the market. Since there is only one chance for a first impression, you should strive to make it a good one and to choose a business email address that reflects your company is the safest bet.
 
Build credibility and trust – Customers and clients will see you as a more reliable option for doing business when you have a branded email account, then a company with a generic email account. A professional email address will give your customers and clients a sense of security, which a generic email never could.
 
Promote your brand – Every email you send is a form of business promotion, and besides the content, the structure of the email itself is also essential. If you want your business to be taken seriously, you have to present it as a brand on the market. A professional email address is like a free advertisement every time your email pops in someone else’s inbox.

How to find a business email address that suits your company

 
If you want to find a business email address that best suits your company, always choose the full name of the business or an abbreviation of the name if it’s too long. The best alternative is to pick the shortest name possible that still reflects your company because it will be easier for branding. For example [email protected], and that’s the first part of the address.
 
The second part of your email address is the Top Level Domain or the letters that come after the name of your company. The most common TLDs are .com, .gov, .edu etc. Since you are a commercial entity, your address should end with .com, although if you want to target a specific geographical area or if you want to show your location more publicly, you can add that, too. For example, if your company is located in the United Kingdom, the email address can end in com.uk to signalise that to your audience.
 
The last bullet point for creating the perfect professional email address is the naming structure you should be using. Now when we have everything else figured out, all you have to do is pick a scheme and stick to it. Consistency is extremely important in B2B communication. The most logical options are the following:
 
  1. First and last name – [email protected]
  2. First name  – [email protected]
  3. Last name – [email protected]
  4. First name initial and last name – [email protected]
  5. First name and last name initial – [email protected]
There is one thing, however when it comes to naming schemes, and that is that you need to avoid numbers, nicknames or symbols at all costs. They look very unprofessional, and that will not paint a good picture of your business. Simplicity and accuracy are the winning points here!
 

How to change your local business email addresses

 
We are going to end this chapter of the B2B communication guide by letting you know the easiest way to change your local business email addresses. If you decided that it’s time to move on to a paid business plan or a branded email account, but you don’t want to lose your old contacts and emails, then you need to migrate your account.
 
The process is rather simple, but it does have a few more steps than just opening a new email account:
 
  1. Setup a new email account with your new email provider
  2. Import old emails, contacts and email folders to the new email account
  3. Forward the email from your old provider to your new provider
  4. Set up an automatic reply from your old email address
  5. Add the new email address as the forwarding address in your old account
 
 

Now you know how to create a business email address, and how to migrate from the old one to the new one without losing precious data. Let’s move on to the next chapter of the guide, which focuses on email archiving.