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From Inbox to Income: Upgrade Your Image with a Professional Email

If you are a small business owner, you might be wondering if you need a professional email address for your brand. After all, you already have a Gmail account that works fine, right?

Well, not exactly. While Gmail is a great free service, it is not the best choice for your business communication. A professional email address, on the other hand, can offer you many benefits that Gmail cannot.

In this article, we will explain what a professional email address is, why you should have one, and how to get one for your small business.

What is a Professional Email Address?

A professional email address is an email address that uses your own domain name, such as yourname@yourbusiness.com. It is different from a generic email address, such as yourname@gmail.com, which uses a third-party service provider.

A professional email address shows that you are serious about your business and that you have a credible online presence. It also helps you build trust and loyalty with your customers, partners, and suppliers.

Why You Should Have a Professional Email Address

There are many reasons why you should have a professional email address for your small business. Here are some of the main ones:

  • It enhances your brand image. A professional email address reflects your brand identity and makes you look more professional and trustworthy. It also helps you stand out from your competitors who may still be using generic email addresses.
  • It increases your deliverability. A professional email address reduces the chances of your emails being marked as spam or being blocked by email filters. This means that your emails are more likely to reach your intended recipients and get a response.
  • It protects your privacy and security. A professional email address gives you more control over your email security and privacy. You can choose a reliable email hosting service that offers features such as encryption, spam protection, virus scanning, and backup. You can also set up custom email policies and rules for your business.
  • It improves your customer service. A professional email address makes it easier for your customers to contact you and remember your brand. It also allows you to create different email addresses for different purposes, such as sales@yourbusiness.com, support@yourbusiness.com, or info@yourbusiness.com. This way, you can organize your email communication and provide faster and better service to your customers.

How to Get a Professional Email Address

Getting a professional email address for your small business is not difficult or expensive. Here are the steps you need to follow:

  • Register a domain name. A domain name is the web address of your business, such as yourbusiness.com. You can register a domain name from various domain registrars, such as IONOS, Bluehost, or [DreamHost]. The cost of a domain name varies depending on the extension.
  • Choose an email hosting service. An email hosting service is a company that provides the servers and software to store and send your emails. You can choose from various email hosting services, such as Google Workspace, Microsoft 365, Zoho Mail, or Proton Mail. The cost of an email hosting service varies depending on the features, storage, and number of users.
  • Create your email address. Once you have your domain name and email hosting service, you can create your email address using your domain name. For example, if your domain name is yourbusiness.com, you can create an email address like yourname@yourbusiness.com. You can also create multiple email addresses for different departments or functions of your business, such as sales@yourbusiness.com, support@yourbusiness.com, or info@yourbusiness.com.
  • Set up your email client. An email client is a software or app that you use to access and manage your emails. You can choose from various email clients, such as Gmail, Outlook, Canary Mail, or Fastmail. You can also use the webmail interface provided by your email hosting service. You will need to configure your email client with your email address and password, and the incoming and outgoing server settings provided by your email hosting service.

VWD Insights: Making the Switch

You should go pro. Ditch Gmail for a branded email address and elevate your business. Easy setup, big impact. Investing in a professional email address is a small step that can have a big impact.

Email basics:

  • Keep it simple: Choose an email address that is easy to remember and spell.
  • Use a consistent format: Create a standard email address format for all employees, such as [first name].[last name]@[your domain name].
  • Forward your old emails: Make sure you set up automatic forwarding from your old Gmail address to your new address to avoid missing any important messages.
  • Update your website and online profiles: Don’t forget to update your website, social media profiles, and other online listings with your new email address.

Let us help you set up your professional email today. By taking these steps, you can ensure that your business communication is professional, effective, and reflects the positive image you want to project to the world. 

FAQ’s

Q. How much does it cost to switch to a professional email address?

Ans. Email hosting plans are generally very affordable, often starting at just a few dollars per month. This investment pales in comparison to the potential benefits you can reap for your business.

Q. I’m not tech-savvy. Can I still switch to a professional email address?

Ans. Absolutely! Most domain registrars and web hosting providers offer user-friendly interfaces to set up your own email address. They often provide guides and support options to help you through the process, making it easy even for beginners.

Q: Is it necessary to have a website before setting up a professional email?

Ans. No, having a website isn’t a prerequisite for setting up a professional email. You can create a professional email using your domain without a website and gradually expand your online presence.

Q. Can I still use Gmail for my professional email?

Ans: Yes, you can use Gmail as your email client while using a custom domain. Google Workspace allows you to use Gmail’s interface with your custom domain.

Q. What happens if my business name changes after setting up a professional email?

Ans:  If your business undergoes a name change, you can usually change the email address associated with your domain. However, it’s advisable to communicate the change to your contacts and consider setting up forwarding from the old address to the new one.

Q: Can I migrate my existing emails to a new professional email address?

Ans: Yes, most email hosting services offer tools or guidance to migrate your existing emails from platforms like Gmail, Yahoo, or others to your new professional email address. They often provide step-by-step instructions or support to ensure a smooth transition without losing important data.