Learn more about how to use emails for your business

Posted by Viola Eva on 15 сентября, 2020

Comprehensive guide to creating a business email account
Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on 15 сентября, 2020

Email is one of the most popular communication tools you can find on the internet, whether in corporate or private sectors. It is mostly used as the tool for communication between businesses, customers, and clients. To make the use of email more effective for your company, you can create a separate business email account for your organization as a whole or for different departments.

This guide is about creating an email account for businesses, companies, or organizations, why you should, and the best type of email.

What Is a Business Email Account? 

Business emails are created for a specific company, rather than using the general mail accounts. The address usually includes the name of the company; for instance, sullivan@tcincorporation.com.

Small companies or novices usually go for the free business email address, like sullivan@gmail.com or sullivantcincorporation@outlook.com, without having a domain name. This doesn’t appear as professional as a workplace email.

Not all customers and companies trust those who have a generic account rather than company email accounts, since anyone can make the former, but only businesses need the latter.

Reasons to Have a Business Email Account

Reasons to have an email for business

There are numerous reasons to have a business email address for a company, whether a branded one for communicating with customers or for internal company communication. Here, let’s focus on five of the advantages of having a business email.

Exude professionalism

When you use a business email account, it makes you seem professional and serious about your company, no matter how small it is. Since it matches your brand, your company will look more put together in the eyes of other businesses and customers.

Earn customers’ trust

With professional mail, you can show that your company is authentic and quickly gain customers’ trust. Once they see an email from you, they know it is from a trusted source because it matches your company name.

Brand promotion

Having your brand name in your email is also a form of promotion. Whenever you send emails to people or give out your email address, they see your brand name.

Allows for uniformity

Whether you’re sending a group or an individual email, it always goes in the same format with a business email account, creating a consistent look. This allows your company to be more organized in sending emails throughout all the departments. For example, HR will always send emails in the same format as the accounting department.

Prevents spam folders

You don’t have to worry about landing in the spam folder when you use company emails. Customers will most likely recognize your electronic mail because of your brand name rather than ignore it.

How to Set Up a Business Email Account

Specialized email accounts for a business are essential, but with so many tools and email providers, how should you make the decision? Let’s go over the top email providers and features you should take into account while you set up a business account.

Step 1. Choose an email service provider


Create email for business with Gmail

Gmail can be considered the most popular email service provider, as it has over 1.5 billion active users worldwide. With a Google business email, company owners get mobile apps, 15GB of storage space, a refined user interface, and smooth integration with the Google ecosystem.


  • A storage space that can fit 15GB of your docs, spreadsheets, and images
  • A minimalistic and sleek mobile application with comparable functionality
  • Protection against malware and spam
  • Excellent uptime


  • Target advertising can be annoying.
  • Most domain names are taken.

Price: Gmail for business costs $6/month. Additionally, since most domain names have been taken for the free business email addresses, you can make a custom one for $5 per user, monthly.

GMX Mail

How to create a business email

This is a free email service with unlimited storage space and different features that improve productivity. It’s also an ideal email for businesses that want to register several accounts, as it allows a user to register ten business email addresses.


  • Unlimited email storage space to keep all your business correspondence
  • Support of large attachment files
  • Reliable protection against spam


  • No two-factor authentication
  • Unreliable customer service
  • Accounts are deactivated after six months of inactivity

Price: There are fewer active users on GMX, so anyone can create a business address for free.

Zoho Mail

Create company emails in Zoho

This is another one of the email service providers for online businesses and land-based companies too. Zoho Mail is a free business service. It offers a set of cloud applications that small businesses can use, is entirely ad-free, and provides custom domain names. It is also free for up to 25 users.


  • A seamless experience with no ads
  • Supports cloud storage to access files on the go
  • Can be integrated with the Office suite
  • Provides mobile apps and communication tools

Cons: The free storage space is only 5GB, and to get better features, you have to upgrade to a paid plan.

Price: You can use Zoho for free, but it’s better to upgrade to the paid plan for $2 monthly per user.


Email providers for online business

ProtonMail offers an encrypted and free company account that allows owners to protect their businesses and clients’ privacy. It uses end-to-end encryption and provides privacy and anonymity. You don’t have to use your name, phone number, or other personal data to create a domain name.


  • Can boast of topnotch security to protect your privacy
  • Can be used on iOS and Android if you prefer mobile access


  • Only allows 150 free messages per day
  • Storage space is limited when using the free account

Price: You can use ProtonMail for free and get one address, 500MB of space, and 150 messages per day. There are other paid plans, which are Plus, Professional, and Visionary, and they cost €5, €8, and €30 monthly, respectively.

Step 2. Create a business address

When considering how to create a business email, it is also important to know how to create a business address and choose a service provider. Here are some tips on doing so.

Tips for Creating a Business Email Address

  • For one, your domain name should be easily identified by customers and anyone who sees it, and it should seamlessly relate to your business.
  • Ensure that all your employees use a standard format for addresses. For instance, everyone in your company can use first name initial + middle name initial + last name. position@your company.com. For example, ftsullivan.hr@tcincorporation.com.
  • It would also be best if you have group addresses into departments so you can manage all the department emails in one place. 

Tips for Choosing a Service Provider

  • Ease of setup. For one, you should check if it’s easy to set up, use, and configure your account with this email provider. The steps should be comfortable and uncomplicated.
  • Security. Security is also critical so you can keep the dealings between your employees and clients private. End-to-end encryption is essential, and so are different authentication steps.
  • Custom domain availability. It’s also best to go for service providers that allow you to create custom domain names. As long as the name is available, the service should allow you to use the name you want so it will be relevant to your brand name.
  • Collaboration with other business tools. If the provider has other professional and management tools like notes, calendars, contacts, and more, this is a plus. 

Step 3. Set up your business email address in an email client

Once you have chosen your email provider and domain name, you should then set up the business email address. The best email client that you should use for any company is Mailbird. This client allows for better and more advanced functionality for managing business accounts than any other.

Advantages of Mailbird for Business

  • Support of multiple email accounts
    With Mailbird, users can easily manage multiple accounts with a unified inbox. With this, you don’t have to open your different accounts on different tabs when you have all of them in one place. With unified color indicators, you can quickly know with one glance which email comes from which account.
  • Different business integrations
    Mailbird also offers different professional integrations you can use inside the app. For one, there are various instant messaging services inside the app you can use to communicate with employees when there’s no need for long emails. These integrations include Slack and WhatsApp. There are also all the essential Google app integrations in your Mailbird app, making it easy to manage your work and increase productivity. These integrations include Google Drive, Calendar, Docs, and Hangouts.
  • Offline use
    Mailbird works offline, so you don’t need the internet to deal with emails. So, if you’re in a place where you don’t have access to the internet, you can still look through work emails.
  • Productivity features
    When you subscribe to the Mailbird business plan, you get access to more advanced productivity features. This includes Google integration, productivity and collaboration apps, undo-send, speed reader, attachment search, priority support, business contacts manager, snooze, in-line reply, video conferencing, and quick attachment review.

Get Mailbird, the Best Email Client for Business

Try Mailbird for Free

How to Set Up Mailbird

  1. Download Mailbird.
  2. Add your account (your address + password). You can also add multiple accounts in the Accounts tab.
  3. Configure your account settings such as the theme you want to use IMAP or POP settings, and notifications in the Settings options. 
  4. Create folders for your different types of emails. You can also do this in the Settings after clicking on the hamburger menu.
  5. Add the integrations you want to use. Some of the integrations are for personal use only, while others are for company use. There are almost 30 integrations you can use.

Wrap Up

Now that you know all about setting up your business email account, you can do so and improve the professional look of your company. Remember to consider uniformity and consistency when choosing your domain name and use an email service provider that enhances productivity and management.

From above, the email client that can do this and more is Mailbird. It’s an ideal client tailored specifically for all businesses, making communication between employees and clients more comfortable. It is also suitable for managing remote workers.

Download Mailbird today and give it a try to manage all your business email accounts.

How do I create a business email address?

You should start by choosing an email provider that suits your preferences with its features and is within your budget. Some of the best business email service providers are Gmail, GMX, Zoho, and ProtonMail.

Which email is best for business?

This mostly depends on your business needs. For example, Gmail is one of the top-rated email services. However, its free storage space runs only up to 15GB. On the other hand, GMX has unlimited storage, but no two-factor authentication. All these factors can be important decisions for a small business or a start-up.

How do I create a Gmail business email?

You can create a Gmail business email by going to the GSuite official page and clicking the “Get Started” button. This will take you to the registration page where you can add information about your company and generate an email address.

How much is Gmail for Business?

Gmail offers a custom domain name for $5 per user. Otherwise, it is free.

Viola Eva

Viola Eva

SEO Consultant from Flow SEO

Published on 15 сентября, 2020