How to create a free business email address 

business communications

all companies use multiple means of communication. communication can be b2b – communication with other companies or b2c – communication with customers/clients. some communications are one-to-many and some communications are one-to-one. Depending on the type of communication and the message to be conveyed, companies choose the means of communication. Although there are multiple modes of communication available, the most trusted and reliable source of communication is email.

In the world of business communication, emails are inevitable, reliable and legal. it is important that you send critical business communications only by email. not only does it provide a valid proof for communication, but it also ensures the required security and privacy of the crucial information being delivered.

It is also essential that such critical business messages are sent using an official email address, attached to your domain, rather than common or generic email addresses.

The official email address helps the customer to recognize your brand, adds credibility to the message and builds trust in the relationship. therefore, to create such a brand, each business must be associated with a domain that is connected to their brand.

what is a domain?

If you want to provide an internet or online presence for your business, the first step is to get your own domain. A domain name is usually formed by combining your business/organization name with a standard internet suffix called a tld (.com, .net, .info, etc.). domain names look like yourdomain.com or yourbusiness.info. a domain cannot do anything by itself. when you register a domain, the registrar provides a dns manager that contains the critical details, such as ip address of your website, mx records to send your email to, etc. .

In case you don’t have a domain, you can buy a new domain from zoho.

what is a website?

a website is a set of internet pages that provide information or details about your company. You will use your DNS manager to assign your web host’s IP address to your domain. this ensures that whenever someone types www.yourdomain.com in the browser, the correct web server pages are displayed and readers can access the relevant information on your website.

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what is a business email address?

Business email addresses are those that use your company’s domain name, such as patricia@yourcompany.com. Since they resonate with your business, your customers will be able to easily identify you. therefore, having addresses like these help establish your identity and improve credibility with your customers.

will use your dns manager to map your domain to your email provider, using the mx records recommended by your email provider.

why do you need a business email address?

Although the main reason for having a business email address is to help your customers identify you, there are many others that can be added to the list. A business email address helps you:

  • project your professionalism

    having an email address that matches your brand shows that you are serious and professional about your business. This way, your customers will also take your business seriously, as they are more likely to choose and trust a business with a professional email address.

    When you or your employees send email using the address that includes your company name, your customers can know for sure that the email is from an authentic source. they will identify you even before opening your content. this will help them build their trust with you and give them the confidence to respond to your emails or contact your support team.

    With your business name in your email address, you’re promoting your brand with every email you send. this way you are sure to stay in your memory for a long time.

    When you create individual and group email addresses with your domain, you ensure that every email that is sent is formatted in a standard way and therefore maintains consistency.

    When customers recognize you for your brand, they are less likely to mark you as spam. If you use generic email accounts, your emails may not get the recognition they deserve and may end up as spam.

    Watch this video to understand why your business needs a domain-based email address and how it can help you be more professional in your communications.

    best practices when creating business email addresses

    There are a few things to keep in mind when creating a business email address.

    1. Find a domain name that can be quickly associated with your business and easily identified by customers.
    2. It’s important to have a standard email address format throughout your organization. for example, you can choose a professional email address such as firstname.lastname@yourcompany.com as the standard format for all employees.
    3. Create group email addresses like support@yourcompany.com by departments so you can manage all department emails from one place.
    4. You should ensure that you protect your business email address from phishing and spam by authenticating your domain with spf and dkim settings.

    how to choose the best email service provider

    There are several factors to consider when selecting an email service provider. some of the most important factors include:

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