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    How to create a business email for free

    Business Email Communication

    Every business uses multiple mediums of communication, including email. Based on the communication type and the message that needs to be conveyed, one can choose the medium of communication. Though there are multiple modes of communication available, the most trusted and reliable source is email.

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

    Some business emails are one-to-many and some are one-on-one. Either way, it is essential that they are sent using a professional email address, which is based on your domain 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.

    Business Email Basics

    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 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 or 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.

    In case you do not own a domain, you can buy a new domain from Zoho and create your own business email.

    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 Webhosting provider to your domain. This ensures that whenever someone types in the browser, the correct pages from the Webhost get displayed and the readers will be able to access the relevant information from your website.

    What is a business email address?

    Business email addresses are those that use your company's domain name, like Since they resonate with your business, your customers will be able to identify you easily. Thus, having addresses like these helps establish your identity and enhance credibility with your customers.

    To set up your domain email, you will use your DNS Manager to map your domain with your email provider, by updating the MX records recommended by your email provider.

    Why do you need 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 will also be taken seriously by your customers, as they are 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 will identify you even before opening your content. This will help them build their 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 are promoting your brand with every email you send. This way, you're sure to stay in their memory for a long time.

    Be consistent

    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.

    Keep away from getting spammed

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

    Best practices while creating business email addresses

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

    1. Find a domain name that can be quickly related to your business and easily identified by customers.
    2. Having a standard format of email addresses across your organization is important. For example, you can choose a professional email address with as your standard format for all employees.
    3. Create group email addresses like by the department name so you can manage all the department emails from one place.&
    4. Make sure that you secure your business email address against phishing and spamming by authenticating your domain with SPF and DKIM configurations.

    How to choose the best email service provider?

    There are multiple factors that are to be considered 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, keep in check 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 with efficiency all your emails, contacts and other data from your previous provider. Migration cannot be compromised at any cost because one can't afford 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 have shared with the service also should be kept private—privacy compliance should be of its 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 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 policy and do more. The service should also assure you a good percentage of uptime. 

    Collaboration and other business tools 

    It will be best if the provider has means for internal team collaboration and built-in tools like calendar, notes, contact management etc.  

    Why choose to create your business email with Zoho  

    Zoho Mail is a secure, private, ad-free platform to host your custom domain email and gives you the best of all the factors mentioned above. Zoho Mail has customizable plans, with a free plan for small companies.

    Features under the free plan of Zoho Mail are as follows: 

    • 5 user accounts 
    • 5GB storage/user
    • Email attachments up to 25MB
    • Email hosting for a single domain
    • Two-factor authentication 

    Select the pricing plan of your choice and sign up for business email. You can also refer to our deployment guides to get an overview of the steps.

    Creating a business email address with Zoho Mail 

    If you already have a domain of your own:

    1. After you've chosen your plan, you will be asked to set up your account. Select Sign up with a domain I already own.
    2. Enter your domain and click Add.

      Domain email

    3. Enter the registration details as required. Click Proceed.
    4. Check if all your details are entered correctly and click Sign Up and fill in your information in the sign up form. 

    Once you've added your domain, you will have to Verify your domain. You can then add users and create email accounts for them. Once that is done, set up MX records to have all your emails delivered to your Zoho Mail account. If you are migrating from another provider, move your emails to Zoho Mail via POP or IMAP protocols. Finally, complete the SPF and DKIM configurations. Read in detail about these setups.

    If you already have an account with Zoho, go to Zoho Mail and click Enable Email Hosting from the top of your page and follow the above steps to set up your domain.

    If you want to buy a new domain: 

    If you don't have a domain of your own, you can buy one while signing up. Select Buy a new domain for my business and enter a domain name ideal for your business and check for its availability. If available, you can sign up for Zoho and purchase the domain. When you register a domain with Zoho Mail, your DNS settings will be pre-configured for email delivery. Read in detail about buying a new domain.