When you want to present your business as a reliable, trustworthy company, having a professional email address is extremely important.
After all, your email address will be one of the first ways by which potential clients and customers interact with your business.
Creating a professional email address is easy, although there are a few important things to consider to make the best email addresses. I’ll walk you through how to make a professional email address in just a few simple steps:
- Step 1: Create a custom domain name with a hosting provider
- Step 2: Create a new email account at your domain
- Step 3: Connect your new account to your favorite email client
- Step 4: Set your profile picture, and email signature
- Step 5: Secure your email address
Step 1: Create a Custom Domain Name with a Hosting Provider
Creating a professional email requires buying a domain with a hosting provider that offers either free or paid email addresses at that domain.
If you already have a domain for your website, your provider may offer a set number of email addresses at that domain for free or you may have to pay a small fee for each email address you add to your account.
To walk you through the process of how to purchase a domain and how to make a professional email address with your hosting provider, I’ll use Hosting24 as an example. But don't worry - you can easily keep up with almost every major host. The process for creating a domain and email address is similar for many other providers, including Hostinger, GoDaddy, and Bluehost.
Start by signing up for a hosting plan and creating a domain. Be sure to check whether the hosting plan you choose offers a free professional email, or whether there is a limit to the number of email addresses you can create. On Hosting24, you can sign up for a plan simply by clicking ‘Get Started’ on the homepage.
Choosing your domain name is an important part of creating a professional email since this will be the ‘@yourwebsite.com’ portion of your email address.
Typically, if the domain is available, you should choose ‘yourbusinessname.com’ with no special characters. For more information on how to choose the best domain for your business, check out our tutorial on how to choose a domain name.
Step 2: Create a New Email Account at Your Domain
Once your domain is set up, log in to your host’s cPanel and find the section labeled ‘Email’. Then click on ‘Email Accounts’.
On the following screen, you will be prompted to give your new email account a new name which will be the ‘emailname’ portion of ‘[email protected]’.
The name of your professional email address should be something that is easy for customers to remember and that reflects the organized nature of your business. That’s why most of the best email addresses use a standardized naming structure that includes the name of the person to whom the email belongs. Some professional email address ideas follow the structures that I have outlined below:
- First Name Last Name ([email protected])
- First Name only ([email protected])
- First Initial Last Name ([email protected])
- First Name Last Initial ([email protected])
Deciding which of these formats is best depends on how big your business is and how many email addresses you are expecting to set up.
If you have only a few people to assign email addresses to, using first names only can be memorable and help to form a friendly bond with your customers.
On the other hand, if you have multiple employees named ‘John,’ for example, you’ll need to include the last initial or full last name as a way to differentiate them.
When using full names would create lengthy email addresses, it is possible to shorten either the first names or last names to the first several characters.
An email with a generic name is typically displayed on the ‘Contact’ or ‘Customer Support’ section of your website and forwarded to another email account on your domain.
Note that none of the example emails include special characters, such as underscores or periods, or numbers. This is because those characters make it harder for clients to remember your email address and make it easier to make a mistake typing it in.
When you are done naming your email and have created a password for your account, click ‘Create Account’.
Step 3: Connect Your New Account to Your Favorite Email Client
At this point, you have finished creating your professional email account. While you could access it to check and send emails through your host’s cPanel, or a separate webmail application, for most people, it's quite a hassle.
Instead, it is easy to connect your new professional email account to your favorite email client. I’ll use Gmail as an example to walk you through the process, but the steps are similar for any email client.
Login to your existing email or Gmail account and navigate to ‘Settings > Settings > Accounts and Imports’ and click on ‘Add Another Email Address’.
In the pop-up window, you will need to enter the display name you would like for your email as well as your new email address.
The display name should include your name or the name of your employee if it is an individual account, or a generic name if it is a generic email account. In addition, it is a good idea to include the name of your company in the display name to help customers quickly recognize who is emailing.
Click ‘Next Step’ when ready to continue.
On the next page, you will be prompted for the name and password you created for your email in your host’s cPanel. The SMTP server will be ‘smtp.yourwebsite.com’ and you can leave the port as 587. Click ‘Add Account’ to finish connecting your new professional email to your email client.
Step 4: Set Your Profile Picture and Email Signature
The best email addresses include a profile picture and email signature to make emails from your company to stand out while offering a human connection to your clients.
The picture and email signature are configured from within your email client’s settings. Again, I’ll use Gmail as an example to illustrate the steps.
To upload a profile picture, navigate to ‘Settings > Settings > General’ and find the area labeled ‘My Picture’. Click ‘Change Picture’ to open a pop-up window where you can upload a new picture from your computer.
Always use either a professional headshot of the individual writing from that email account or a graphic of your company’s logo.
To add an email signature, find the ‘Signature’ section within the same ‘General’ section of the settings window. You have options to change the font style, size, and color, although in most cases it is best to keep the email signature plain. Your signature should include your name, contact information, general address and contact information for the company, and even a thumbnail of the company’s logo.
Step 5: Secure Your Email AddressThe last step you need to know about how to make a professional email address is adding security to your account.
Security is extra important for professional email addresses since they are often subject to additional phishing attacks and spam messages because they are published online.
In addition, you may use your professional email address to discuss sensitive information with a client or customer.
While the email client to which you have connected your email may offer some spam filters and basic security measures, most hosts offer additional security features through the cPanel.
In the ‘Email’ section of cPanel, you will find tools to create custom spam filters, set authentication rules, and add encryption to your emails. To add encryption, for example, you can click ‘Encryption’ and then set an encryption password that is required to access your emails.
How To Make A Professional Email: Final Thoughts
Creating a professional email address is extremely important for marketing your company as well as for appearing trustworthy to customers and clients.
Creating a professional email address requires setting up a domain and creating a standardized naming system for all of your company’s email addresses, as well as adding detailed touches like a display name, profile picture, and email signature. Finally, the best email addresses must have enough security to defend against spam and attacks.
Did this guide teach you how to make a professional email address? Let me know in the comments below!