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How to Set Up a Company Email Address

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Every company needs an official email address for effective communication with business contacts and customers. There are two ways of creating a company email address. You could use a free service provider like AOL, Bing, Google Mail or Yahoo. Alternatively, you could create a branded extension like sales@companyname.com.

Though you can run a company using a non-branded email address, it is advisable to use a custom domain extension. Using such an extension not only gives company a professional image, but also advertises your business to all your email recipients. In addition, it might come with extra features such as multiple email accounts and virus protection.

Before creating a company email address, there are two things you need to do:

Make sure you choose a domain name which matches your business name. For instance, if your business name is Floral Designs, you can have floraldesigns.com as your domain name.

After registering a domain name, you can set up your company email address in one of the following ways.

1. Google Apps for Business

Google Apps for Businessis a great tool for creating your company email address. The best thing about using this application is that you are not tied to any domain provider. This means that you can move to a different registrar without interfering with your email account. Besides, Google Apps for Businesscomes with a wide range of online tools such as Google Calendar, Google Talk and Google Docs. The main disadvantage of using this application is it can be quite expensive, especially for small businesses. For instance, the lowest monthly plan costs $5 per user per month. For more details about, visit Google Apps for Business.

2. Email forwarding with a domain registrar

This option allows you to create a company email address with your domain registrar. However, unlike regular email services, you are not provided with an interface for checking your messages. Email forwarding only allows you to forward your business emails to a different designated address. The main advantage of this option is that you don’t have to create a website or pay for web hosting services. The downside is that your email account is tied to your domain, thus making it difficult to switch to a different registrar. Most domain registrars offer free forwarding services when you pay for a domain name.

3. Creating an account via a hosting service

If already have a site or are planning to build one, it would be advisable create a company email address with your hosting service. Besides being more convenient, it is also relatively affordable compared with services like Google Apps for Business. Hosting services such as Dreamhost and Hostgator allow you to create multiple email addresses with your hosting plan. You can also set up email forwarding, thus enabling you to check your mail from a different address.

Conclusion

If you decide to create multiple email addresses for your staff, be sure to use a consistent structure like firstname.secondname@companyname.com. This will make it much easier to remember. It would also be advisable to create different addresses for different departments e.g. sales@companyname.com and hr@companyname.com.   

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