business email setup

Business Email Set Up 101

One of the most creative tasks you’ll ever do as an entrepreneur is to set up a business email. It’s a bold step into the world of direct marketing, and a vital one. 

But like all things to do with ‘business’ and making money, there’s an art to creating a business email. Once you start to set it up, there are a few steps to take before you can say you’ve truly ‘arrived’. This article is going to help you launch this essential marketing tool easily and simply. Soon, every message you send will be ready to convert customers into clients.

We’ll show you:

  • Why your business will benefit from custom domain email
  • Three ways branded email helps create customer trust
  • How to choose the best business email provider
  • How to set up a custom domain branded email address
  • How to set up email forwarding to anywhere you want
  • How to set up a different email client (like Gmail) so you can send domain branded emails from any system you like.
  • And just for Namecheap users, how to create a Namecheap Private Email mailbox.

So, let’s get you set up!


Why Do You Need Business Email?

It’s a basic question. And so is the answer. Using business email, you’ll make more sales—pure and simple. Ultimately, using email messaging, you’ll create commerce using countless ways to try and increase sales conversions. According to Campaign Monitor, once you are up and running, for every dollar spent on an email marketing campaign, the average return on investment (ROI) is $44. 

It’s time to get professional email if you want your email messages to bring home that ROI. 

For everyone sending emails in business, there comes a ‘lightbulb moment’. You realize professional business email is now a necessity so you can do the following: 

  1. Welcome new customers to your brand.
  2. Get feedback from your clients
  3. Provoke additional engagement for new products and company events
  4. Upsell related services and products.
  5. Increase reach for your promo campaigns.

Email’s collaboration tools provide more options when working in teams or groups to:

  1. Use office tools, docs, and software to share, manage, and organize your work.
  2. Segment contact lists by customer, suppliers, and employee groups, for messaging process automation.
  3. Collect and analyze data on the engagement and performance of specific customer groups or marketing campaigns.

Why is this true? It’s all about trust, of course. When your business creates the right first impression with email, customers recognize your company name from your website. This makes it more likely they’ll open your email marketing communications.

And that’s just for starters.


Three ways your brand gains trust using a custom domain email

A funny thing about your customers is they’re far more likely to do business with you if all your online communications look professional and consistent. This really matters. They will start with your personal address. And guess what? If you conduct business correspondence through free @gmail.com mail, you are unlikely to be viewed as a representative of a particular business. People are more likely to trust a sender who they can see has invested in their digital presence and a brand.

1. Because just any old name won’t do

Of course, the big reason to get a business email set up is to gain access to any email address you want. Most companies opt for a format like sendername@yourbusiness.com, but it really depends on what your goals are.

If you think about it, you'll need some good luck getting the exact name you want if you are still on something like Gmail, competing with those 1.5 billion other Gmail users. When you choose a private email service, the only limit to your name is your imagination (and some other wise-owl stuff I’ll mention a bit further down).
To reiterate, when you create a professional business email, you can have any name you want. Most importantly, you can choose your name combined with your business name.

2. You can mix it up with styles and interfaces and internal groups 

Create, edit , and save useful templates—from all the times you put your ‘word genius’ out there—and re-use them in combination with your sharpest marketing sales tactics. The best business email service lets you do all that you could do before with a personal account and then gives you:

  • Team collaboration tools to work within your professional documents. 
  • An intuitive calendar where you can manage schedules for personal use and your employees. 
  • The flexibility to add integrations, to add apps, plugins, and other email accounts to your internal email ecosystem.

You have full control and can even run your new private email inside another email client. Namecheap’s Private Email offers this function, too, known as a unified inbox. You can add all your email accounts (either from Namecheap or outside accounts) and manage them in one place. This article on sharing and unified mailboxes shows you how easy this is to do, and how to share your calendars and contacts. It’s simple to set up your business email inside any client you’d like to use.

3. The big security factor

You might not realize how vital email security is for your business. Suppose you’ve worked hard to establish your business and gather customer data, addresses, and other personal and identifiable information. In that case, a pivotal step to securing all of this information is ensuring you have a reputable provider.

When choosing email hosting, the most crucial decision is to decide who to go with. There are lots of cheap and expensive options, but the cost doesn’t equal service quality in this market. 

Today there are a number of necessary things that must be implemented on the side of your provider:

  • 2 Factor Authentication.
  • Spam Filters Control
  • Privacy Protection

The presence of the described technologies at a potential service provider will indicate a good level of protection and will minimize the risks of hacking or compromising your employees' emails.

With one in five small businesses suffering a cyber attack in 2019, it’s clear no amount of reputational loss can justify choosing a less secure hosting provider. Safeguard your privacy, and your customer’s with the right email provider.


How to create a business email

Getting a domain email address for your company name opens the door to more sales. So, let me repeat what you need for a domain name professional email address:

Get a domain name

In 99% of cases, your business email should be linked to your company's website. But this does not mean at all that you definitely need a website to have personalized hosting. All you need is to own a domain.

Of course, you can also register a new domain name or use any other domain to set up your custom name email server. It all depends on the tasks you are solving for your business.

To get your domain name, you can try our domain name generator for unique inspiration and look at our set of tools for domains here. 

Now, about the wise-owl stuff I mentioned earlier—the generator above will be able to tell you if your .com address is available or taken. If it is taken, you might consider other top-level domains (TLDs) or choose another TLD for your domain. 

For example, one recent e-commerce launch used a .org domain to make bookstore.org, a departure from the traditional .com. They probably went for the nearest alternative because the .com TLD was taken. 

Want more help choosing a name?This article shows you how to choose the best domain for business and get creative. While you are there, you might want to shop the latest TLDs here, too. 

Choose an email hosting provider

When you look for an email hosting provider, the main things to look for include how many mailboxes are included in your plan, storage space, additional tools and security features.

A business email provider should give you more than just email

When you choose a provider, it’s helpful to remember a professional email address defines your credibility. So you don’t want to put your business into the hands of just any email service.

It’s worth underscoring—there are several reasons you might choose Namecheap.

  • Advice on our website helps you decide what to do with domains, including transferring and migrating a website to us. 
  • If you did want everything all under one roof, using one account for your email and website hosting together comes with our Shared Hosting packages.
  • If you’ve not used us before, you can even try us free for the first two months with no obligation to stay.

Set up your custom email server

Now that you have everything you need, setting up the technical part is the next step on your path. By the way, this is also the final one during the initial setup. Often, any provider you choose will provide you with free setup instructions with screenshots or even a YouTube video as a guide. Here we describe the fundamental steps involved in setting up your server name (in some places we will pretend you have purchased a Namecheap product so the examples are relevant.)

I mentioned the most common format for creating a professional email was sendername@yourbusiness.com

1. Once you’ve decided to make an address, you need to add your newly purchased email hosting product to your domain. You will then receive a welcome email explaining the next steps for DNS, which will have arrived into the email account you connected to your Namecheap account.

2. If your domain is not with Namecheap, don’t worry. Namecheap will send you the exact DNS records you need to set up Private Email on your domain provider’s account panel. You will also receive a welcome email explaining the steps to take. Want to see how this works? Read about Namecheap Private Email DNS records for domains with third-party DNS.

3. Of course, if you are with Namecheap already, when you add Private Email to your Namecheap domain, your DNS records are set up automatically. Likewise, if you purchase a domain alongside a subscription to Private Email, the records are set for you. (You can skip the next section!).

Top tips for finding your MX records

If you are not sure who hosts your current email and you have a domain somewhere besides Namecheap, you can locate your mail exchange (MX) records with a free online tool such as  MXtoolbox. Just type in your domain name. You can also get your hosting email provider’s name from other free services such as Network Tools

To make life easier when you decide you’re going with Namecheap, we have these knowledge base articles detailing how to direct your MX records to us. 

Don’t see yours? Take a look at how to route MX from other providers

To containerize what’s next for Namecheap users—and you can also find this information in the ‘Welcome to Private Email’ message—after routing your MX records correctly, you’ll go on to create your mailbox and alias names. 

But first, read on for some mailbox advice.

A few mistakes to avoid during the mailbox setup stage

Some standard industry no no’s when making your email accounts include:

  • Do Not Use Nicknames – Imagine you got a business email with the address EmperorMike@financecity.com. Would you trust this address? Add this to the fact it was from a company that offered financial services, and it might raise your eyebrows a notch. In general, it’s good advice to avoid using nicknames that could potentially undermine the image of your business. It’s not worth the risk.
  • Avoid Using Numbers – Since you have the full freedom to create whatever email addresses you want, keep things simple. Using yourname@yourdomain.com is usually good enough and if using numbers, keep in mind many use these on their personal accounts, so you might give the wrong impression.
    If you have multiple employees with the same name, consider using their middle name in their email address for differentiation.
  • Avoid Long Addresses – Because your customers potentially have to type in your email address manually, the shorter you can keep it, the better. If you have a long surname, try using one letter only. For example, PaulB@icon.cars is better than PaulBartholemew@icon.cars because the domain ‘icon.cars’ tends to get lost in the noise. Try to avoid periods and other punctuation—to avoid confusing customers as well.

Ok now we’ve got the idea; let’s go set up a mailbox and learn some handy tips for organizing your new email server. To improve the visual part, we will show how it works in the case of using Namecheap Private Email.


How to create a Namecheap Private Email mailbox

To create a new Namecheap Private Email mailbox, follow the instructions below:

1. Sign in to your Namecheap account.

2. Go to Domain List menu on your left and select All Products in the upper right corner.

3. Look for for your Private Email subscription in the products list and click on Manage.

Or hover the mouse over the envelope icon to click on Manage.

4. Click on Create Mailbox tab.

PLEASE NOTE: At any time you wish to add another mailbox, you can easily order more here.


5. In the Create Mailbox window, enter the mailbox name which can be anything you like, and a password. Keep the default mailbox storage, unless you want to chang it, and  then click Save Changes below.

Look for this success message: Mailbox has been set up

Next time you enter the Private Email Create mailbox management area, you will see your new mailbox in the list.

You can now use the Open Webmail button in the drop box on the right, to access your mailbox web interface.

Congratulations! You have a new professional email address.

Connect your email with your devices and software

Your Namecheap Private Email can connect with devices such as mobile. You can save emails in the cloud, along with your settings, and you can integrate any software you already use with other clients. Various email clients, devices, and mobile settings can be found in this article


Business email management tips

Three of the best features of professional business email include email forwarding and filtering, alias addresses, and mailboxes. 

Smart ways to use Namecheap's email forwarding and filtering:

  • Single-use — set email forwarding when going on vacation or wanting someone else (or another account of yours) to receive all the emails that generally go to you.
  • Filtering — send a selection of emails to another email account when you create a filter e.g., when a title contains ‘new product name’, send these to an employee’s account.

Creating alias addresses

An alias address is a virtual email address that forwards emails to your mailbox. Alias names receive emails but cannot send them. Why would you use this? For example, you might want to invite people on a website contact form to contact you for info. To get them to register for updates or newsletters, you could create an alias for contact. All you need to do to change the names of the alias addresses to info and contact is click on ‘Manage Aliases’ (pictured above) and edit the names.

You can easily make named alias addresses for anything, perhaps employee groups too, like customerservice@nctutorials.com. You can make a minimum of 10 aliases per mailbox with the Namecheap Starter plan, 50 with Pro, and unlimited with the Ultimate plan.

Why you need more mailboxes

If you want your employees to be able to do more than just receive emails but also send emails out, you’ll need to create a mailbox for them. Known as dynamic mailboxes, these can be added for only $4.88/year to your existing plan account, or you can upgrade to the next level plan for three or five mailboxes with Pro and Ultimate.

You can add a mailbox to your Private Email account, which has the benefit of still using the same business domain name. Now you might have yourname@yourbusiness.com, in addition to employee1@yourbusiness.com

And yes, you guessed right, ‘employee1’ can also make a few useful alias accounts. How would an employee’s new mailbox alias be useful? One example is when you want to protect your employees from spam and email hacking. 

For example, under their profile name linked to a success story on your website, you might want something written like:

 ‘for more information, contact JCrawford@yourbusiness.com’. 

Now mail is forwarded to John’s dynamic account, employee1@yourbusiness.com. In this case, John knows inquiries are from the Internet, and to be more aware of phishing, and the alias contact name ‘JCrawford’ looks personal without giving away his dynamic ‘employee1’ inbox address.

Bite-sized video help with signatures and more

You’ll wish to add your logo, job titles, and signatures to your various mailboxes, and you can do this for each address as you please. Our bite-sized set of video explainers provides the details on how to use the system to set up signatures. You can also find out how to use all the additional features, including calendar, document sharing, display, collaboration, and productivity tools.

Your business email setup is done!

Now you are ready to write your first business email and impress your customers with your domain business name.

To make things even easier, here’s a handy list of all the links you need to set everything up and get going with your Namecheap business email account.

If you want to work through which email plan is best for you, or even try us for free for the first two months, you can view our Private Email page, or read a review, or ask our friendly Customer Service Support to help you decide, anytime.



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