How to create a business email

Why every organization needs a business email address

Your email address is your business card

Every business uses multiple mediums of communication. While there are multiple communication channels available, the most trusted and reliable source is email.

Think about it. You wouldn't show up to a client meeting in pajamas. Your email address is your digital first impression and you're actually sending it 40+ times per day.

In the world of business communication, emails are inevitable, trustworthy and legal. It's important that you send business-critical communications only via email. It not only provides valid proof for communication but also ensures that the required security and privacy of the crucial information that is being delivered.

The trust factor (why it matters more than you think)

Some business emails are one-to-many and some are one-on-one. Either way, it's essential that they're sent using a professional email address, which is based on your domain name rather than a generic email address. This kind of professional email address that is attached to your domain, adds credibility to the message, builds trust in the relationship and helps your customers recognize your brand better.

Having an email address that matches your brand shows that you're serious and professional about your business. When you or your employees send emails using an address that includes your business name, your customers can know for sure that the email is from an authentic source. They’ll identify you even before opening your content.

Here's the psychology: Professional email addresses trigger what behavioral economists call "social proof." Your brain sees patricia@acmeconsulting.com and immediately categorizes it as "legitimate business" because:

• You invested in a domain.
• You took the time to set it up professionally.
• You're planning to be around for the long term.
• You care about details.

This kind of professional email address—attached to your domain—adds credibility to the message, builds trust in the relationship and helps your customers recognize your brand better.

The free marketing engine built into every email

With your business name in your email address, you’re promoting your brand with every email you send. This way, you're sure to stay in the recipient's memory for a long time.

Do the math. You send 30 emails per day, that's 30 brand impressions. Over a year, that's 10,950 times someone sees your company name without you having to spend a cent on advertising. Multiply that by every employee, and you've got a marketing engine that runs 24/7.

The spam filter reality

When customers recognize you by your brand name, they’re less likely to mark you as spam. If you use generic email accounts, your emails may not receive the recognition they deserve and could end up being marked as spam.

That important proposal you sent? It probably landed in the "Promotions" tab. Or worse, the spam folder. Not because your content was bad, but because your email address triggered an algorithm.

The email mistake costing you clients every single day

Let's begin with an example. Rebecca just launched her consulting business. She's got the skills, the portfolio, and an amazing website. She sends her first proposal to a Fortune 500 client.

Her email signature reads: rebecca.sparkles.2024@xyz.com.

Meanwhile, her competitor, with half her experience, sends an email from rebecca@strategicgrowth.com and lands the contract.

What just happened? Rebecca didn't lose because she wasn't qualified. She lost before anyone even read her proposal. That email address screamed "side hustle" when she needed to project "serious business partner."

This scenario plays out thousands of times daily across every industry, across the world. The numbers don't lie: Emails from professional domains get opened three times more often and are five times less likely to land in spam folders. That's real money left on the table every single day.

The basics of setting up your business email (the simple way)

Let's forget the technical jargon for a moment. Here are the three building blocks you actually need to understand.

What is a website?

A website is a set of internet pages that provide information or details about your business. You will use your DNS manager to map the IP address of your web hosting provider to your domain. This ensures that whenever someone types www.yourdomain.com in the browser, the correct pages from the web host are displayed and the readers will be able to access the relevant information from your website.

What is a business email address?

Business email addresses use your company's domain name, like patricia@yourcompany.com. Because they resonate with your business, your customers will be able to identify you easily. Having addresses like these not only helps establish your identity but also enhances your credibility among customers.

To set up your domain email, you'll use your DNS manager to map your domain with your email provider-by updating the MX records recommended by your email provider.

What is a domain name?

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 typically formed by combining your business/organization name with a standard internet suffix called TLD (.com, .net, .info and so on). The domain names look like yourdomain.com or yourcompany.info. Think of it like your digital street address: yourbusiness.com. That's where people find you online.

What is an email hosting service? 

This is the engine that makes your email actually work. In general, a domain cannot do anything on its own. When you register a domain, the registrar provides a DNS manager, which holds critical details like the IP address of your website, MX records to deliver your email, and so on.

You'll use your DNS manager to map your domain with your email provider, by updating the MX records recommended by your email provider. In case you don’t own a domain, you can buy a new domain from Zoho and create your own business email.

Proper setup (so you don't get marked as spam) 

Make sure that you secure your business email address against phishing and spamming by authenticating your domain with SPF and DKIM configurations. This may sound a bit scary but it's basically telling the internet "yes, I'm allowed to send emails from this domain."

The benefits of creating a business email address

Though the primary reason 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're serious and professional about your business. This way, you'll also be taken seriously by your customers, because they're most likely to choose and trust an email from a business with a professional email address than one with a generic address.

Show your authenticity and earn customer trust

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

Promote your brand

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

Consistency is key

When you create individual and group email addresses with your domain, you ensure that every email that goes out has a standard format and maintains consistency.

Prevent getting spammed

When customers recognize you by your brand name, they're less likely to mark your emails as spam. If you use generic email accounts, your emails may not receive the recognition they deserve and end up being marked as spam.

Best practices while creating business email addresses

Here are a few things that are to be kept in mind when you create your business email. 

Choose a domain name that won't haunt you. 

Find a domain name that can be quickly related to your business and easily identified by customers. Keep it short, spell-able, and professional. "SmithConsulting.com" will age better than "SmithRocks2024.com" (trust us on this one).

Pick a format and stick to it. 

Having a standard format for email addresses across your organization is important. Choose one style for everyone.

• firstname@company.com (clean, simple)

• firstname.lastname@company.com (professional, scalable)

• firstinitial.lastname@company.com (space-saver)

Nothing looks more disorganized than mike@company.com, s.jones@company.com, and annmarie.wilson2@company.com when they’re all in the same company. 

Secure your business email. 

Make sure that you secure your business email address against phishing and spamming by authenticating your domain with SPF and DKIM configurations.

Your security checklist:

• Set up SPF records (Sender Policy Framework).

• Configure DKIM (DomainKeys Identified Mail).

• Implement DMARC (Domain-based Message Authentication).

• Enable two-factor authentication (2FA).

• Use strong password policies

How do you choose the best business email service?

There are multiple factors you'll need to consider when you select an email service provider. Some of the most important factors include: 

Easy setup  

The first aspect to look for in an email provider is whether the steps provided to set up your domain with them are simple and uncomplicated. Even while keeping the process simple, make sure that your service provider does not want you to skip the necessary authentication steps. 

Efficient migration 

Make sure that the service provider you select lets you migrate all your emails, contacts and other data from your previous provider with efficiency. Migration cannot be compromised at any cost because you simply can't afford any data loss.  

Secure and private  

Choose a service that assures you of data security and privacy. There should be multiple layers of authentication for your account and end-to-end encryption for your messages. Personal information that you've shared with the service also should be kept private—privacy compliance should be the utmost priority. 

A custom domain that matches your business

Your email domain should be relevant to your business, so make sure that the email service you select allows you to provide a domain of your preference and let you use it if it's available. A custom domain email address helps your customer identify your brand better and builds trust.

Robust control panel 

Choose a service provider with a powerful control panel, that lets you take control of all your domain-related settings, manage users and group addresses, set up restrictions and spam policies and more. The service should also assure you a good percentage of uptime. 

Collaboration and other business tools 

Look for a provider that has means for internal team collaboration and built-in tools like calendar, notes, and contact management.  

Creating a business email address with Zoho Mail

1. Visit the Zoho Mail homepage, fill in the required details, and click SIGN UP FOR FREE to create your account. Enter your domain and click Add.

2. Enter the seven-digit verification code sent to your registered mobile number in the provided text box and click Verify.

3. Then, choose the appropriate plan for your organization from the hosting page and click Buy Now to continue with the domain setup.

If you already have a domain: 

1. Click Add now under the Add an existing domain section on the Domain Addition page.

2. Provide your domain address (i.e., yourcompanyname.com) and the name of your organization in the pop-up. The organization name that you provide here will be used for all future references. You can also edit it later in the Admin Console.

3. Click Add now to proceed.

4. Complete your payment with business details.

5. Verify domain ownership by adding a TXT record to your DNS (Zoho provides exact instructions).

6. Create email accounts for yourself and your team.

7. Configure MX records to route email to Zoho (copy-paste the records they provide).

8. Set up SPF and DKIM for email authentication and security.

9. Migrate existing emails if you're switching from another provider. Timeline: Most businesses complete setup in 30 to 60 minutes. DNS changes can take up to 48 hours to fully propagate, but often work within a few hours.

If you need a new domain:

1. Click the Buy now option under Buy a new domain section. 

2. Type in your preferred domain name in the text box provided and click the Search icon or press Enter. (Try variations of your business name with .com, .net, or industry-specific extensions.) 

3. All of the available domains based on your search parameters will be listed in the Buy Domain section. Click the Confirm icon next to your preferred domain. Purchase your domain and email service together (DNS auto-configures).

4. Click Proceed once you’ve finalized your domain name for your business.

5. Enter the requested details on the Domain Registration page.

6. Agree to Zoho’s and the domain registrar’s terms and conditions click Continue.

7. Complete payment with your business details.

8. Create your email accounts immediately.

9. Set up two-factor authentication for security.

10. Start sending professional emails right away. 

Bonus: When you buy a domain through Zoho, all DNS settings configure automatically. You can start using your professional email address within minutes.

Why Zoho Mail works for businesses like yours

Zoho Mail is a secure, private, ad-free platform to host your custom domain email and gives you the best of all the factors we've talked about. Zoho Mail has customizable plans, with a free plan for small companies. It's designed specifically for businesses that want professional email without complexity or excessive costs.

Features under the free plan of Zoho Mail include: 

• 5 user accounts 

• 5GB storage/user

• Email attachments up to 25MB

• Email hosting for a single domain

• Two-factor authentication 

Please note that the free plan may not be available in certain regions. In that case, select the pricing plan of your choice and sign up for business email. You can also refer to our deployment guides for detailed walkthroughs, video tutorials, and troubleshooting help.

Why do businesses choose Zoho?

• Simple setup process: 

  Most businesses are up and running in under 30 minutes. The interface guides you through domain verification, MX record setup, and security configuration with clear, step-by-step instructions.

• Enterprise-grade security: 

  Your emails are protected with industry-standard encryption, two-factor authentication, and advanced spam filtering. Zoho complies with major data privacy regulations including GDPR, ensuring that your business communications stay private.

• Built for growing teams: 

  Start with one email address, scale to hundreds. Add team members, create department aliases (like sales@, support@, or info@), and manage permissions from a single control panel.

• Migration made easy: 

  Moving from your current email provider? Zoho's migration tools let you transfer all of your existing emails, contacts, and calendar events. Use POP or IMAP protocols to ensure that nothing gets left behind.

• Collaboration tools included: 

  Beyond email, you get shared calendars, contact management, notes, tasks, and file storage. Your team can collaborate without juggling multiple platforms.

• Real uptime guarantee: 

  Zoho maintains a 99.9% uptime guarantee, meaning your email stays accessible when you need it most. That's less than 9 hours of downtime per year.

Ready to make the switch?

If you already have a domain, set it up with Zoho Mail today. You'll be sending professional emails by tomorrow. If you need a domain, buy one while signing up for Zoho Mail—your DNS settings will auto-configure. Start using your professional email address within minutes.

Still on the fence? Think about the last time you received an important email from a free email provider. Did it feel professional? Did you trust it immediately?

Now think about how your clients see your emails.

That's all the convincing you need.

Take action now

The difference between rebecca.sparkles.2024@xyz.com and rebecca@strategicgrowth.com is one hour of setup and a few dollars per month.

The difference in how clients perceive you? Priceless.

Your next steps:

1. Choose whether you need a new domain or use the one you already have.
2. Sign up for professional email hosting with Zoho Mail.
3. Follow the setup guide (15 to 60 minutes).
4. Start sending emails that get taken seriously. 

Pro tip: Set up your email on a Friday afternoon. By Monday morning, you'll be sending emails from yourname@yourbusiness.com and watching your credibility soar.

If you don’t own a domain, you can buy a new domain from Zoho and create your own business email. If you already have a domain, read in detail about setting up your domain with Zoho Mail.