Why is a professional email address essential in business?

Posted by Viola Eva on August 21, 2018

Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 21, 2018

First impressions matter, especially in business when your end goal is to attract clients and customers. This statement is even more accurate when it comes to email business communication, as people are becoming more and more selective when it comes to their inbox. Spam emails and promotional offers from unwanted sources tend to make people wary of opening a new message, and this is where your professional email address comes into play.


For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!


We are going to give you a few elementary examples about the importance of a professional email address that we’re sure have already happened to you in one form or another. Imagine looking for the perfect wedding photographer, and of course, you want a professional, who is affordable, but still good at his job. While you’re searching through the web and getting irritated because you have already seen way too many people on Craigslist that don’t quite fit the criteria, a struck of luck hits you, and you find “the one”.


You’re browsing the online catalogue of finished projects with wedding photographs, and they look great. Also, the price list is within your range, and you’re ready to hire this person — until you check the info and it says contact: mike.huhuh.@hotmail.com. Do you still want to hire him?


Now let’s move on to a more professional setting, for example, a workshop or a seminar for startups. You came here to find collaborators for your new project and do some light networking. However, you can’t seem to find the right person that shares your vision.


But then you meet Emily, who’s a very committed graphical engineer and understands your ideas perfectly. You start talking with her, the conversation is following, and you even brainstorm a little before she hands you her card with an email: ema_xoxo_16@yahoo.com. Do you still want to work with her?


A professional email address matters because it’s an extension of your business. As we said in the beginning, the appearance can make a difference, and if you want to build a brand and a reputation in your field, then you should have a professional business email account.


GoDaddy surveyed their customers, and 75 percent declared that a professional email address is a key to building trust with a business. As a business owner, you must address this issue before it starts damaging your company. You can’t make a brand if you’re not willing to invest in it.



How to create a professional email account  


In this section of the article, we are going to answer the question of how to create a professional email account. Google Apps will be our example for this step-by-step guide as the most commonly used option and a reliable provider. Since Mailbird is a fully integrated Windows desktop client, no matter which provider you choose, you are still going to be able to incorporate it with the other accounts.


This is what you will get with a Google Apps professional email account:


  • A professional email address with your domain name
  • Good security
  • Blocked spam
  • 30 GB of space for each team member that uses your professional account
  • Approximately 30 email pseudonyms
  • A Gmail app that is compatible with your mobile phone and all other devices
  • Integration and sync with Outlook and Mailbird
  • Access to multiple apps (Google Hangouts, Google Calendar, Google Drive and others),  although Mailbird also syncs all of your other productivity apps
  • 24/7 support
  • No downtime
  • Excellent performance


Now let’s move on to the step-by-step process:


   Step 1 – You sign up for a Google Apps work account


When you go to their website, you will see that they offer a 30-day free trial so that you can get comfortable with their service and see if they can fulfill your business needs. The regular monthly cost after the trial period ends is $5, although you will see that Google offers various options and packages regarding the price. You click on the “Get Started” button, and you’re on your way!


   Get started


A page that requires you to enter your first and last name, a valid email address and phone number, and then your business details will pop up. After you fill in the form, you click next to “move on to the domain page.”


Now, here you have to be a bit careful because you have to pick one of two options:

  • Pick a new domain for $8 a year.
  • Put in your domain name if you already purchased one (enter the URL).


     The administrative user


The first email address you’re going to put in the following field becomes your administrative user for the Google Apps account. This means that from here, you can create more email addresses or pseudonyms, but this remains the primary one from which you control all others.


In this step, you also need to create your username and password and click on the “Accept” and “Sign Up” button for the Google Apps for Work agreement.


  Step 2 – Add people to your Google Apps account


This is the part where you need to add a first and last name, username and email of the people on your team in the Google work account. Once you fill out the form, you click on the “Add” button. You need to add everyone, and only after that, you should click the “Next” button.


As we said above in the previous step, in the administrative user section, the first account (yours) is the main one and with that account you manage all the others.


   Step 3 – Verify your domain and set up email


Step 3 is the last one, and here you’ll need to verify the ownership of your domain. This can be a little tricky because there are several methods for you to confirm a domain, as adding a meta tag to your website’s header, uploading the file to your web server or adding a CNAME record. You need to choose one. We recommend you go with the most straightforward technique, and that’s adding a meta tag to your website’s header.


You need to copy the meta tag code from the Google Apps setup screen and then paste it into your website’s header. When you’re done, you need to go back to the work setup and click on the box that says: “I added the meta tag to my homepage”.


You’ll see that there is a list of additional things you need to do to complete this step. This is how that list will look:

  • I added the meta tag to my homepage
  • I have opened the control panel for my domain
  • I have deleted existing MX records
  • I have created the nex MX records
  • I saved the MX records


To delete the MX records and add new ones, you have to log into your cPanel and select your domain. Once logged in, you will click on the “MX records shortcut” and hit “delete” on the files shown in there. After that, you paste your Google details in the add new section. When all of that is done, you go back to your Google dashboard, click “Next” and wait for an hour or so for your professional email to create.


Congratulations, you have created your branded business email address!



How to make a professional email address


Now that you know how to create a business email account, we can focus on the more delicate details on how to make a professional email address that can impress your clients. The first thing you need to stick to is simplicity and accuracy!


Don’t use any nicknames or numbers. Instead, the best way is to use your full name and surname or at least your first name in combination with the domain. You can choose the name or surname option with initials, but in all conscience, don’t use nicknames because they look very unprofessional.


Put your full name and surname as your email display name when you’re communicating with your regular clients that know your employees. However, if you want to launch a marketing outreach campaign or send out promotional materials, then you should display just the name of the company.


Create a separate email address for your website with a generic name like contact@coolnewstartup.com or info@awesomewebsite.com where people who want to reach out can contact you.


Managing the account after you created the professional email address



If you started out as a single-person powerhouse, and now you have more than 10 employees working full-time for you, it’s time to upgrade some aspects of your company. As your business grows, so will the team, and the need for an upgraded business account will become more apparent.


After the email account is created and you picked the perfect professional email address, it’s time to manage it. Let’s say you have multiple email addresses and you’re starting to lose track of everything that comes through your inboxes, using an efficient email client can help you select and sort things out more easily. Finding the right email management tool can make your work easier, which is why you should give desktop email clients a try. We would recommend Mailbird for the Windows users and Airmail for Mac users.  



What you’ll get with Mailbird is unlimited accounts with a unified inbox, and this is very important if you want to have a complete overview of everything that goes in and out in the name of your company. You won’t have to waste time managing and syncing the contacts from your Google and Outlook accounts (also Google Apps and Office 365), because the Mailbird client service will do that for you when you set it up.


All of your productivity apps like Asana, Moo.do, Todoist and Dropbox files also will be integrated, so you won’t have to waste time opening and closing every app a couple of times every hour. Finding what you need at the exact moment when you need it can save you time and anxiety, which is why the attachment search feature was included.


Everyone’s favourite new feature is the Contacts Manager, which allows you to copy, edit and sync all the contacts from all the business email accounts you have been using. You can have the contact information of all your partners and clients in the email client itself, and then use it or edit it whenever necessary.


Mailbird, as a Windows-based email client, provides you with the in-line reply feature and the undo-send option for up to 30 seconds after you click on send. However, the most exciting and useful features in Mailbird are the snooze button and the tagging feature. Why?


The snooze option gives you the freedom to organise your working day according to the highest priorities without forgetting about the not-so-important emails. The snooze feature allows you to send an email into a “snooze folder”, which is not visible in the email client and set a time for it to come back to your inbox.


The auto tag feature, on the other hand, enables you to add new associates in conversations quickly and easily. All you have to do is type “@” in the compose window and add the contact. After this action is taken, this person will be automatically added to the list of recipients. It’s one of the favourite Mailbird’s features for businesses because it allows for a fast “catch-up” with everyone involved.



Airmail is a very elegant and fast Mac email client with a stylish interface and fantastic design. This email client allows full integration with your iCloud email account, Outlook, Google, Yahoo, and any POP3/IMAP email accounts you might use. You can opt for a unified inbox option or separate your email accounts within the email client, depending on preference.


As we said above, the interface is smart and simple, and that’s one of the reasons companies love working with Airmail. All of the modification options are carefully placed within their relevant categories, which gives the user control (to some extent) on how the email client will look and work.


Similar to Mailbird, it has a built-in snooze option, and it integrates with some of the most used social business applications today. To name a few so you’ll get the idea, Google Drive, Dropbox, OneDrive, Droplr, Todoist, Box, Evernote, Things 3, BusyCal, Fantastical, Bear, and it’s also synced with Mac’s built-in Reminder and Calendar.


Making a professional email address inspires confidence


Similar to any business that wants to grow and prosper on the market, you need to take the confidence of your clients very seriously and making a professional email will take you a step further towards that goal. Everyone is talking about marketing management because that is how you succeed in the market, and things that might not look that important can completely change the way your company is perceived. Opening a professional email and choosing the right enterprise email solutions is one of those small details that can make all the difference.


You need to see your business email as a natural recognition of your company. The layout and the signature should be professional and intuitive, and they should convey all the necessary basic information to your clients. This is how you can build brand awareness and trust with your customers.


A professional email that can be recognisable for your consumers is equivalent to word-of-mouth marketing on the web!


For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!

Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on August 21, 2018


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