How to Create Custom Email Address for Your Business

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How to Create Custom Email Address for Your Business

Email is widely used as an effective communication tool and it is one of the leading marketing channels for building connections and increasing conversions in the world of business. Since it enables instantaneous sharing of information with high efficiency, email is being used by people in everyday communication. It also is an integral part of email marketing campaigns by many companies that realize its potential in communicating with their target markets.

1What Is Email?

Email (also written as e-mail) is a digital message. Instead of using a pen to write a letter on paper, you’re using your keyboard (or sometimes just your voice) to write an email message on an electronic device like a phone or computer.

Email addresses are written with a custom username at the beginning followed by the email service provider’s domain name, with an @ sign separating the two. Here’s an example: name@gmail.com.

Here are some other email basics:

Sending the email: When the email is finished and has been addressed to the recipient’s email address, sending it allows the message to reach the intended recipient, or recipients if you’re sending a group email.

Email transport: Email servers transmit messages from the sender to the recipient. SMTP is the name of the protocol used to send email messages, and POP or IMAP servers are needed to understand how to download electronic mail to the email client.

Fetching new mail: If you’ve got new mail in your mailbox, you simply have to tap it or click it to open and read the message, as well as to view any file attachments.

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2The Advantages and Disadvantages of Email

The Advantages of Email

  • An email is a free tool. Once you are online, there is no further expense that you need to spend on in order to send and receive messages.
  • Email is quick. Once you have finished composing a message, sending it is as simple as clicking a button. Email, especially if an email alert system is integrated into the network, is sent, delivered and read almost immediately.
  • Email is simple. It is easy to use. Once your account is set up, composing, sending and receiving messages is simple. Also, email allows for easy and quick access to information and contacts.
  • Email allows for easy referencing. Messages that have been sent and received can be stored, and searched through safely and easily. It is a lot easier to go through old email messages rather than old notes written on paper.
  • Email is accessible from anywhere – as long as you have an internet connection. Whether or not you are in the office or on the field, or even overseas, you can access your inbox and go through your messages.
  • Email is paperless, and therefore, beneficial for the planet. Not only can you reduce the costs of paper, you are actually reducing the damage paper usage does to the environment.
  • Email allows for mass sending of messages. An effective medium to utilize to get your message out there, you can send one particular message to several recipients all at once.
  • Email allows for instant access to information and files. You can opt to send yourself files and keep messages so that you have a paper trail of conversations and interactions you have online just in case you may need them in the future.
  • On the other hand, while email certainly has its advantages, it can also have disadvantages especially if an email alert system is not available in the workplace.

The Disadvantages of Email

  • The email could potentially cause information overload. Some messages may be dismissed or left unread, especially if there are a lot coming in and the network has not integrated some sort of email alert system into the computers at work.
  • Email lacks a personal touch. While some things are better off sent as written and typed messages, some things should be verbally relayed or written by hand in a note or letter.
  • Email can be disruptive. Going through each email can be disruptive to work as it does require a bit of time. This disruption is decreased through the utilization of an email alert system.
  • Email cannot be ignored for a long time. The thing with email is that it needs constant maintenance. If you ignore it, more and more messages will enter your inbox until it gets to the point that your inbox is no longer manageable.
  • Email can cause misunderstandings. Because email does not include nonverbal communication, recipients may misinterpret the sender’s message. This is particularly true of senders fail to go through their messages before they send them.
  • Email messages can contain viruses. It’s best to be aware of this possibility so that you are careful when opening messages from people you don’t know, or when downloading attachments.
  • An email should be kept short and brief. This is especially difficult if you are one to send messages that are too long.
  • Email requires timely responses. While some people tend to disregard messages, those that require responses should be replied to as soon as they are received and read. If not, urgent and important messages may be left untended.

3Why Do You Need a Custom Email Address?

It doesn’t matter if you’re a blogger or a business owner – a custom email address will set you apart from competitors. If you’re looking for a job, a custom email address will differentiate you from other prospects. If you’re a blogger, you’ll want to use networking to create a strong brand image and build a distinguished online reputation. Having a personalized email address will help you accomplish this, as it will help you stand out from other bloggers in your niche.

The same truism applies when establishing your brand. A custom email address gives you instant credibility and shows that you’re a professional. It’s a great way to stand out among others in your industry who create unforgettable first impressions.

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4How to Create a Custom Email Address

Register a domain name.

To register a domain name, you’ll first need to select a domain provider. Here are things to look for:

No unexpected renewal costs – Many registrars will advertise a very cheap initial registration of your domain, and then set the renewal cost for additional years for much higher.

Helpful customer support – To assist with setting up your domain and email address.

Included WHOIS Privacy – This keeps your contact information hidden from online databases for spammers and hackers to find.

Full control over your domain name – Some registrars will restrict your domain name for use with their own services and make it challenging to set it up with another email hosting service.

Sign up for an email hosting service.

Your email host will handle the backend for your email address, meaning that it will communicate with the rest of the Internet to send and receive your emails, as well as store your incoming emails and files.

Chances are that your domain provider will also offer email hosting services, but you do have the option to connect your domain elsewhere. Make sure that whoever you choose offers fair pricing, strong security, and plenty of storage.

You have two options available when creating custom email addresses: forwards and mailboxes. A forward will pass any incoming emails to your custom address along to another email address of yours, but will not let you send emails from your custom address. A mailbox, on the other hand, will let you both send and receive emails from your domain email address.

Create a mailbox name.

You can create as many mailbox names as you’d like with your domain name, regardless of whether it’s just for a more professional email address for yourself or a business email addresses for 10,000 employees.

Mailbox names are typically a person’s name (e.g. johnsmith@example.com) or a department (e.g. support@example.com), but you are certainly welcome to create whichever mailbox names make the most sense for your use case.

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Configure your email address with an email client.

Lastly, you’ll need some software to use your personalized email address with. Many email hosts will provide an email client to use, but you can choose whichever other programs you prefer to use.

The exact steps you’ll need to take will vary depending on the specific email client and hosting service you’re using, but will look something like this:

  • Go into your settings.
  • Add a new account.
  • Enter your name, domain, email address, password, and a description of the email account.
  • In both the Incoming and Outgoing Mail Server sections, enter your hostname (e.g. mail.hover.com), the user name (email address) and password. You’ll have the option of selecting either IMAP or POP. If supported, we recommend choosing IMAP because this will keep your messages in sync between all of the mail clients you use on all of your devices.

5Tips for Creating Your Custom Email Address

Start with a simple domain name. The shorter, the better. Make sure it’s easy to spell and pronounce. Decide on a naming convention for all the emails for your staff. Typically, companies use:

  • Firstname.lastname
  • First initial.lastname
  • Firstname
  • Role

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