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Home / Tips and Tricks / So you need an email for your company. What are your options? – CloudSavvy IT

So you need an email for your company. What are your options? – CloudSavvy IT



Open the email connection on a laptop on a crowded desk
Shutterstock / Rawpixel.com

E-mail communication is an important part of doing business. Having email from your own domain name makes your business look more believable than using personal email, and many business email providers offer a lot more storage space too.

How does business email work?

Business email works much the same as traditional free email. They have a mail server that collects your e-mail and is usually managed for you “in the cloud”

; by a mail provider like Gmail. You use an email client to connect to this server, which is usually in the form of a web dashboard. However, you can also use a downloadable app like Outlook, Thunderbird, or the Mail app for macOS.

The main thing that differentiates business email from regular email is that it comes from your custom domain. If you have your own website, you might want email to come from an address like yourname@yourcompanywhat looks more professional.

To do this, you need to check your domain name. This means that you will need to access your DNS records or edit the website hosted under that domain name. Custom domain emails are also not free and require you to pay for the “business tier” from most providers.

Hosted email with G Suite

Open the laptop opened to Gmail

The easiest option is to just pay someone to host your email for you. Google’s premium email service is called G Suite. It’s exactly the same as regular Gmail, except it’s tied to your domain name and sent as yourname@yourcompany.

If you have a multi-user organization, G Suite gives you access to features like company-wide Google Hangouts sessions and includes 30 GB of Google Drive storage per user, making it easy to share and collaborate on files in Drive.

The standard G Suite tier is $ 6 per user per month. You also have the option of creating email aliases. For example, you could forward contact@yourcompany to yourname@yourcompany without paying anything extra. You can create up to 100 aliases for the same account.

When you sign in, you’ll need to verify your domain name in order to connect to G Suite. To do this, either edit your domain records to include a verification key or add an HTML tag to the home page of your website. This must be done through your hosting provider or domain provider.

Microsoft Outlook and Exchange

Microsoft Outlook was opened on a laptop and a phone

Another popular option for hosted email is Exchange and Outlook. Outlook is a desktop app that is usually included with Word and Excel, but is also available as an online web app. Outlook is just an email client, which is confusing as Microsoft also adds free email to your Microsoft account and pulls into the entire Outlook.com service.

The server for Microsoft’s free e-mail is Exchange Server. This is the server you buy if you want business email. You will still use the Outlook application to connect to Exchange, but you can use a different client if necessary.

If you have an Office 365 subscription to “Premium” or “Business Essentials”, Microsoft offers Exchange and Outlook as a service that you can set up with your custom domain. You can also obtain Exchange yourself from Microsoft. This is cheapest at $ 4 per user, but doesn’t include Outlook.

You can also have Exchange hosted for you by services like Rackspace, which is the cheapest $ 3 per user and is functionally the same as Microsoft hosting. In most cases, as with G Suite, you will still pay per user, but Outlook will likely not be on the plan as it is not available for licensing to third parties.

The Exchange Server application can be licensed so that you can run it yourself on your own servers. However, these licenses are intended for large companies to run in-house and cost thousands of dollars a year. Instead, you want to buy it from a provider that offers a hosted option.

Use your hosting provider’s built-in account

GoDaddy's built-in hosted space

The provider you use to host your website may also have emails as an add-on or built into your service. For example, if you use GoDaddy, your domain and web server hosting is likely already being managed. They also offer hosted email for $ 2 a month and include it in some of their plans.

GoDaddy’s email service comes with its own webmail interface, among many others, which is not very user-friendly. You can solve this problem by connecting your inbox to a third-party client like Outlook or Thunderbird and managing it from there instead.

Check with your hosting provider to see if you already have email as you might be using it as a mail server and not have to pay extra for G Suite or Exchange. Even if your provider has email, you should be able to set up hosted email from another service without much trouble unless your domain settings are locked.

Just use a regular Gmail address

Set up a Gmail account

While it’s not that professional, there isn’t much of a difference between G Suite and regular Gmail other than additional storage and custom domains. Gmail in particular is still pretty professional, especially if you are able to get caught up yourcompany@gmail.com (which you probably should be doing anyway). You should definitely stick to Gmail though as @ hotmail.com or @ AOL.com look a lot worse.

If you really need your email to send with a custom domain, you can actually set up a regular Gmail account to use your company name. However, this is not a good solution.

First, you need to set up email forwarding with your DNS provider. Forward yourname@yourcompany to your personal Gmail account. Then follow the steps below to verify the domain, configure Gmail to send it as a custom domain, and set it as the default “From” address.

In this way, every incoming e-mail will be forwarded to your personal e-mail, and every outgoing e-mail from your personal e-mail will have your domain name clapped. However, this is not supported in every email client. In Outlook in particular, recipients of your email may see “Sent By” youremail@gmail.com In favor of yourname@yourcompany, ”That’s not ideal. But if you’re fine, it works most This is the only truly free option for a custom domain, and don’t mind taking an hour to set everything up.


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