If you are running an online business and if you have a professional website, it is important that you have a professional email address too! Sure, the chances that you have a gmail address or a yahoo or an AOL address are 99.9999%.
But what I am going to talk in this post is a professional email address – I’ll get to that in a bit.
First of all, I hope you agree with me when I say you need to have a dedicated business email address for business related communications. You might have to notify your clients on announcements and other notifications in your services/products. Your clients might want to contact you for various reasons.
For business communication, it is necessary that you have a dedicated “serious” email address! But this also means that you will have to have a separate Web Mail account, that you should remember to login quite often (consistently) so you can access those important business emails.
Now that’s a speed breaker for many. It was for me! I was hesitating to set up a professional email address for a long time because I didn’t want to force myself to login to a Web Mail regularly to check those important emails.
I am very comfortable using Gmail for all sorts of things! And I’m sure you might be in that category too. Or you could be using Outlook, Airmail or that kind of local mail clients. In any case, having to login to a Web Mail is a pain.
And that is why, in this post I am going to demonstrate how to create your professional email address, as well as connect it with your Gmail so you can conveniently check and respond to your business emails inside your Gmail comfort zone.
Let’s get to it!
What is a professional email address?
As I said earlier, you already might have a gmail, yahoo or hotmail account. Almost everyone online does have one or more such email accounts. But when it comes to business, you want people to take you seriously.
If you want to increase customer trust and look more professional you need to have a professional (business) email address.
For instance let’s say you have an email address like firstname.lastname@example.org or email@example.com. Compare it with an email address like firstname.lastname@example.org.
email@example.com vs firstname.lastname@example.org – which one sounds professional? Also with the latter email address you get to tell people what your business domain is, without explicitly telling! They will know your website just by looking at your email address.
In addition, you can create contact, support and info email ids using your domain name this way. For instance, email@example.com can be used in contact forms, firstname.lastname@example.org can be used for support related queries and so on.
How to set up a professional email address with your domain?
There are two ways to do this. If your domain registrar (like Godaddy) is offering you a free or paid email address, you could set up one there. Usually most domain registrars charge for an email address (initially it might be free for a year or so, when you buy the domain).
You could also set up an email address in your hosting account – let’s see how to do it.
Check with your hosting provider whether you have email accounts that come with your hosting plan.
So you need to login to your cPanel – you will see something like “Mail” or “Email” as shown below (your cPanel may be slightly different in looks depending upon your hosting provider, but you should look for something in relation to Mail).
Under that, click on “Email Accounts” and proceed with creating your new email account. As you can see in the screenshot below, you need to enter what comes before the @yourdomain.com – fill out the password and click on “Create Account”.
How to connect your professional email address to your Gmail account?
After creating the account, click on the “More” dropdown on the right and click on “Configure email client”.
Scroll down for Manual settings and take note of the “Incoming server” and “Pop3 Port”, and “Outgoing (or SMTP) server” and “SMTP port” for either the SSL or Non-SSL configuration (whichever you prefer).
Once that is done, you need to go to your Gmail account (make sure you have the password for your newly created business email handy!).
Click on the “Gear” icon on the right side and click settings.
Go to “Accounts and Import”. Scroll down a bit and click on “Add a POP3 mail account you own”. You will get a pop up window that asks for your email address. Please enter your newly created business email id in full (as shown below):
And click “Next Step”. On the following window (shown below), enter your full email address once more (ex: email@example.com instead of mail), and enter the password for your business email. Then enter the Incoming Pop server and the POP3 port you noted down when you created your business email account.
You may choose to leave a copy of the retrieved message (I usually don’t tick that). If you tick on that, for every email you receive, you will have a copy of that mail in your mail hosting server as well as in Gmail. Personally I think it is OK for me to have the mails only in my Gmail account – your preferences might vary!
You might also want to label your messages (I label them and assign a color for each label to easily identify messages from various website addresses that I own). For instance for all of the mails that come from besthostinganddesign.com domain’s professional emails, I label them as BHAD in my Gmail – so when I see my inbox I clearly see the mails and their importance!
Once you finish this step, click on “Add Account”. In the following window, you will have the option to choose to be able to send mail as “firstname.lastname@example.org” > Make sure you say “Yes” to that coz this is very important. If you don’t have the option to send email as your professional email from within your Gmail, all this set up is waste, according to me 🙂
On the following screen, you will be asked for a Name to be associated with this professional email address. This is the name that appears as the name of the sender when you send or reply to emails, sending as your professional email id. Also leave the “Treat as an alias” ticked. Click “Next”.
Now you will need to enter the Outgoing (SMTP) server and SMTP port that you noted down earlier. Also fill out the username (enter full email address) and the password. Use the recommended TLS (if that doesn’t work, you might want to try with SSL). Click Next
The next step is the verification step. You will have received an email from Gmail to your business (professional) email id that you created. For once, you need to login to your Webmail (you can do so by clicking “More” > “Access Webmail” in your Email accounts window in the cPanel.
[[Note: I’ve found that this first email actually goes through the system and gets received in Gmail account even before you verify the connection! In theory any mail that your professional email receives should only get received in your Gmail after this link is successful – which is only after we click on the verification link or copy paste the verification code in this first email. But this first email is already in my Gmail!
I am not sure if this means that I will receive all the future emails without passing through the verification step – please share your experiences and opinion on this in the comments below
Also this means, you don’t have to login to your Webmail, even for once, to confirm/verify this process]].
You will have received a verification code. Copy paste that code into the window you see next:
Once you click “Verify” the window will close automatically – if it does, the whole process is a success.
Since you have ticked “Send as” feature, every time you compose a new mail or reply to a mail from within your Gmail, you can click on the drop down in your From field and choose to send from your professional account.
Congratulations you can now have your professional email address and access it from your Gmail too!