3 Options To Set Up A Professional Email Address

How many times a month do you think someone asks you for your email address?

Over the last 25 years, email has gone from a fringe technology to a benchmark standard in electronic communications.

If you’re an entrepreneur doing business online, your email address says a lot about you.

We all have several email addresses with webmail services like Gmail and Yahoo!

However, when a supplier asks you to send over a proposal for your 3PL solution, they don’t expect it to come from lilfan12344@aol.com or stuckin2005@gmail.com.

Your customers and prospects want your communications to come through official channels they can trust.

Your-name@your-websiteaddress.com is the ideal way to present yourself and your company.

In this post, we’ll unpack three options for a professional, personalized email address.

If you’re looking for the next step in your journey and are ready to start email marketing, you can check out our guide on email marketing services where we evaluate 3 different providers.

 

1. Self-Hosted Professional Email

When purchasing the hosting for your site, many hosting providers offer email hosting included in your domain package.

Some have it available to you at an affordable additional cost.

When hosting your email yourself, the webserver for “your-name.com” will also accept emails to user@your-name.com.

You then have the option of retrieving your email from the webserver.

A self-hosted option lets you create multiple email addresses, with some providers offering unlimited addresses as part of your package.

Send or receive your emails through applications like Apple Mail or Microsoft Outlook, or access them through a simplistic webmail interface.

We recommend using a desktop email client, running the IMAP email protocol.

Remember to back up your email as often as you backup your site to avoid critical data loss.

 

What are the Pros of Self-Hosted Professional Email?

  • Usually comes with your hosting plan at no additional charge
  • Create unlimited personalized email accounts
  • Easy setup with linking to other webmail services
  • Runs with IMAP protocol for desktop setups

 

What are the Cons of Self-Hosted Professional Email?

  • You have to backup your emails
  • Your email experiences problems if your website goes down
  • Email inboxes account for a significant amount of disk space on hosting accounts
  • Webmail accounts are basic without many features
  • Support is usually basic

 
The Verdict
Self-hosted email is an affordable, effective email client solution.

It integrates with other clients, offering excellent versatility.

However, it’s not a feature-rich platform, and you’ll have to back up your inbox.

 

2. Redirect to a Webmail Account

Our next option is to forward your emails to your webmail account through your web host.

In this case, your web host account forwards your emails to your Gmail or Outlook account.

You have the option of configuring your webmail account to send emails from your web host.

With this feature, the recipient receives the email from your business address, instead of the webmail address.

This option is a good choice if you only have a few email addresses to manage.

It’s a convenient setup, and you don’t need multiple logins to manage the process.

This option is a great choice for users that do most of their emails through their mobile devices, allowing seamless integration of all their email clients through one device.

 

What are the Pros of Redirecting to a Webmail Account?

  • Use your preferred webmail service to manage your business inbox
  • Save on disk space and never worry about backups
  • Convenient integration across all inboxes to your business address
  • Mobile-friendly email management

 

What are the Cons of Redirecting to a Webmail Account?

  • Suitable for small users
  • If your hosting server crashes, you won’t receive emails
  • You need to set up your email to ensure you send emails from your business address
  • Not suitable for scaling your team

It’s important to note that Gmail can fetch emails from external accounts.

However, this is a less than optimal solution, due to Gmail only checking for emails every 15-minutes.

There are solutions to help you avoid this problem, but may require advanced setup.

 
The Verdict
This option offers you a viable email solution if you’re a small business owner working with one or two people.

It’s a convenient way to use your webmail service as your business email address.

However, it doesn’t scale well, and you’ll need a dedicated solution if you want to expand your team.

 

3. Third-Party Providers

Our last option is to use a dedicated email host.

Dedicated email hosting provides you with improved features and better support over the other options.

Many third-party providers offer collaborative features for your email account to improve your workflows and communications.

You get access to apps like calendars, and some even have full office suites.

Examples of these services would be G Suite or Outlook 365.

With a third-party solution, your email never lands on the server hosting your website.

To get complicated, the MX record on the DNS instructs the emails to route directly to your email provider’s server.

This email solution can serve a single email box or you can also create as many as you want for your teammates or employees.

This email solution is the preferred option for your mailbox.

It’s possible to set up your account to send and receive emails from multiple domains to any inbox you like.

Therefore, with a single account, you can access me@mycorewebsite.com and me@myothersite.com.

The most significant advantage of running this option is that you don’t have to worry about downtime, and you get your emails instantly, enhancing your speed of communication.

That’s an important feature for most businesses in the digital age.

However, this email option is a third-party solution, and you can expect to pay a monthly or annual fee for the service.

 

What are the Pros of third-party Providers?

  • You receive emails instantly, with no delays
  • Server downtime doesn’t affect the delivery of your emails
  • A variety of choice for third-party providers
  • Manage multiple inboxes
  • Suitable for large teams or single mailboxes

 

What are the Cons of third-party Providers?

  • Third-party solutions come with additional costs
  • They require a somewhat challenging setup

 
The Verdict
A dedicated email service is the best option.

If your business relies on fast communications, then you can’t afford to have delays in your inbox.

With a dedicated solution, you stray on top of customer issues and vital business communications.

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