How does one set up company emails?
It’s a crucial thing for small businesses, but many business owners don’t know how to set one up and there’s no one to turn to for advice. It doesn’t help that the internet doesn’t have much information either.
So they just take whatever that’s convenient, and more often than not, they’re overpaying for stuff that they don’t even need.
Sometimes, they go the cheap (well, free) route and use gmail, but that brings about a whole different set of problems (lack of control, spam, unprofessional image, etc, you get the idea).
Today, we’re going to bring you through some of the best email providers out there, the pros and cons, and show you some options for you to consider as well.
But before we go there, we need to talk about why you should get an email address in your domain name.
A professional email address shows people that you mean business. As a matter of fact, they expect it. People are too polite to say anything, but go around flaunting your Gmail address and most of the time, they won’t take you or your business seriously.
When your business’s name is reflected in your email address, it helps remind your customers that your business exists, and it’s legit. Actually, this works for everything. Seeing your business’s name anywhere at all really helps with branding.
Trust is a rare commodity these days. With all the horror stories regarding scams going on, we’re not surprised. A professional email address tells people that you operate an established business.
Spammers usually use free email services to send out their spam & malware, so emails that you send from free email service might go straight to your customer’s spam folder. A professional email address is absolutely critical if you want to ensure that your emails reach your clients.
First things first, you’ll need a domain name. It acts as an address for your email storage (Domain and email storage are two separate services, more on that later).
So head on over to GoDaddy or NameCheap to purchase your domain name. Make sure to give it some thought! You don’t want a domain name as unfortunate as the one Pen Island Pens has for themselves.
Once you’ve purchased your domain name, you’ll need to pick an email hosting provider so your email has a physical storage location (yes, we know it’s called “electronic mail”, but it still consists of data that needs to be stored on a physical disk somewhere).
Depending on your budget, you’ll have 2 options.
You can kill 2 birds with 1 stone by opting to host your email address with your web hosting service, provided they have the option for you to do so. By doing this, you’ll be sharing your storage space between your website files and your emails.
If your budget allows it, you might want to go for a premium email service provider that comes with more features, such as enhanced security, cross device access, and superior backup services.
Premium email service comes with their own storage space too, which helps with reliability (if you exceed your allocated storage space while hosting your email with your web host, your website AND your email might go down, and that’s something you never want happening).
When you’re done purchasing your email service, you’ll need to point your domain name to your hosting company / update your mx record to the email provider.
How we go about doing that differs depending on the type of service provider you’ve picked. A reputable email service provider should have a good support or comprehensive knowledge base to help with setting up your email.
You’ll also need to go ahead and create your email address, i.e. firstname.lastname@example.org in your email hosting’s system. Again, check your service provider’s knowledge base to set this up. If you’re using SiteGround, here’s a little tutorial to show you how it’s done.
There are 2 ways to access your email:
Just access your web hosting’s cPanel and click on webmail to access your email. You could also type yourdomain.com/webmail. (In our case, its bitcatcha.com/webmail).
Using a mail client
Using a mail client is usually more convenient. You can use an email client like Outlook and set it up so that it’ll automatically download your emails for you.
Now each email provider has a different configuration for email clients. Here’s how you can set up your email according to SiteGround. If you’re using other providers, don’t fret – they should have clear step by step tutorials on creating and setting up your email for your mail client!
There are a few things you’ll need to keep in mind that’ll help you decide on an email service provider.
If you do, you might as well opt for a good web host that provides email hosting as well. Our current favourite is SiteGround. Slide over to their site and check them out!
This directly correlates to how many staff you have. If you have 50 staff, but only 5 key people need email, then you won’t need to worry too much about space. If all 50 of your staff needs email, then it’s best to choose a host that can provide enough storage for all everyone!
Some email hosting providers might charge you on the amount of space used, some charge you per user. Make sure you go with a plan that is best suited for your needs!
If you’re a photographer or advertising agency, your visuals will probably be a sizeable amount, which will quickly eat up your web hosting storage space. Attachment size and storage space limitations might be an issue for you.
You want to make sure that your emails actually reach your customers, and not automatically sorted into the spam folder. You’ll need a dedicated IP for that.
You might want an email service that comes with extra security measures. Check out the anti-virus and anti-spam software your email hosting uses.
While it’s really tempting to go for the cheapest or free option, you may not want to do that because you’re putting your business on the line. You’ll want to spring for an email service that has a history of being reliable. Consider whether or not they have backup services!
Customer support for an email service provider functions pretty much like a couple’s therapist. When there’s a communication breakdown between you and your customers (in this case, if your emails aren’t going through) you’ll want a support team that is efficient and skilled enough to fix whatever’s broken.