How To Set Up A Professional Email Address (examples)

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what is a professional email address?

With everything happening online and in the cloud, each of us has our own email account and uses our email address for all of our communications. In addition, our email address has become our online identity and the basis for all the personal and work services we use. therefore, it is essential that we have different email accounts or, at a minimum, different email addresses for personal and professional communication purposes. our business email address should be used for work-related communications and professional relationships only.

A business email address is the one you primarily use to communicate with your business associates, your colleagues, your customers, and your partners. Only if the business email address includes the custom domain you’ve registered for your business is it a professional email address. A business email address is the email address used for business communications, which is based on your custom domain. In other words, a professional email address is one that has your company name on it, in the form of a domain name.

what are the benefits of a professional email address?

When you create an email account from popular email service providers with a generic domain, you can even choose a fancy name or a fun acronym for your personal email address. however, when it comes to business communications, your email address and the email address of your employees should not be coincidental. Following the rules of email etiquette, in addition to having a professional email address, helps you write an effective email, project your professionalism, and promote your brand.

Your email address should be based on your domain and should also have a professional touch. A professional email address gives you the following benefits:

brand
builds trust
authenticity
reliability
rememberability
better deliverability and reputation

how to choose a professional email address?

In order to maintain consistency while creating the email accounts, and to ensure that every employee has a professional email address, you need to plan and determine the format in which you want the email addresses of users.

some of the most popular and used email address formats are:

firstname.middlename@domain.com

example: peter.parker@zylker.com

This is one of the most widely used email formats around the world. This type of email address sounds professional as it involves both the first and last name. in an organization, even if there are multiple people with the same first names, the chance of the same last name is much smaller and therefore makes the connection between the user and the email address less ambiguous. this format is suitable for organizations of all sizes. Even in the case of startups or small businesses, this will aid in long-term planning and help avoid conflict if the organization grows large.

initial.name@domain.com

example: peter.p@zylker.com

This is another popular format used by organizations around the world. This email address format is preferred because it is personal and easy to remember, as it is short and includes the user’s first name. however, there can be conflicts when people have last names that begin with the same initials. most administrators prefer this format and use the short form of the middle name or two letters of the middle name to avoid conflicts.

example: peter.pk@zylker.com,

peter.pa@zylker.com when there are two other peter parkers in the same organization.

name@domain.com

example: peter@zylker.com

Customers and business contacts will be able to easily identify the person who sent the email and connect with them. this is ideal and well suited for startups and small businesses with 10 users or less. however, as the company/organization grows, there can be conflicts based on usernames and this confusion becomes even more complex, when both have customer-facing roles. it also causes confusion in internal emails when there are multiple people with the same name. this format is very popular just because the addresses are easy to remember.

For larger organizations, instead of assigning email addresses in this format to all users, email addresses in this format can be assigned as email aliases to prominent individuals in the organization. having an email address as an alias will help them keep their primary email address private and therefore easily differentiate internal and important emails from the spam emails they receive.

how to create a professional email address for all users using zoho mail?

To create a professional email address with your domain, you must first set up your domain with Zoho. once you finish verifying your domain with zoho mail, you need to add users to create their email accounts. In case you don’t have a domain yet, you can buy a domain from Zoho. domains registered through zoho are already fully configured and can be used instantly. you can start adding users directly.

zoho mail supports several ways to create and choose professional email addresses for your users

You can add the users one by one providing their first name, last name, and the email address to be created for them along with the password that should be used for them to log in. This method is better and well-preferred when you have to create 10 users or less.
However even if there are 5+ user accounts to be created, it is recommended to use ‘Import from CSV’ to create users from the details uploaded from a CSV file.
You can use the ‘Import’ options available to import users from CRM or other Zoho Services or directly import from GSuite.

group email addresses: professional email addresses based on function/purpose

Another important aspect that is often overlooked when creating an email address is the purpose-based email address. as the organization grows, it is recommended to use generic or purpose-based email addresses, such as contact@domain.com, support@domain.com, info@domain.com, etc., to suit specific purposes . this will ensure that even if employees leave the organization, important purpose email addresses like contact@ will continue to work. in the initial stages of an organization, the responsibility for support, sales, etc. it is at the individual level, and the communication goes from the client or the leader to the person directly. however, for the most standard and professional communication, it is best to ensure that such email addresses are generic group addresses managed by a team rather than individuals.

Common practice for group emails:

To have a professional communication practice, it is recommended to have generic email accounts based on various functional groups of the organization, according to their nature of work. The following are some of the standard generic email accounts, which every organization uses for various organizational functions.

public – external group email accounts:

Public or external email addresses are typically used to provide options for organizations’ external contacts to communicate with different functions of the organization. When setting up these accounts, administrators must ensure that the email accounts in the group have permission to receive email from external accounts. furthermore, emails to the group should be appropriately channeled to the team in question.

examples:

support@domain.com
sales@domain.com
info@domain.com
careers@domain.com</li
queries@domain.com
news@domain.com

organization: internal group email accounts:

Organization or internal group email addresses are used for internal organization employees to reach internal groups and internal functions intended for employees. these accounts can be sparingly configured to receive email only from employees within the organization.