you are a business owner, creating an email in the name of your company or business online is one of the things that helps you appear more formal and professional in front of your clients and customers who are interested in your products or services.
The official or professional email does not resemble the regular emails known to all users (Gmail, Yahoo, Hotmail), as these emails are considered personal and should not be used in business correspondence and commercial activities over the Internet because they indicate a lack of professionalism.
As for the official or professional email, it reflects the name of your company or business, such as info@BusinessName.com, with the word BusinessName replaced with the name of your business. This format will look professional in email messages. Therefore, today we will explain to you how to create an email in your company’s name for free, relying on the Zoho service, and you do not need to pay any fees to obtain the service other than owning the domain.
The importance of creating a professional business email
There are many benefits in creating a professional business email customized for your own activity, especially in a digital world full of competition between brands, and it has become necessary to stand out from competitors and the traditional methods they use, and therefore you get the following benefits:
- The impression of seriousness on customers
When you have a professional business email dedicated to your business, it will play an important role in giving the impression to your customer that you are serious and professional in the services you provide.
- Building trust with your customers
When you send marketing messages to your customers using your official email, it will add trust to the users who receive your messages. Note, for example, that a company like souq.com in our article sends promotional messages for some products to its customers. It uses the company’s name in the email and does not rely on regular emails used by most people. - Promoting Your Brand
Every time you send a promotional message to your customers using professional email, you are spreading your brand name to the largest audience and thus indirectly promoting your business.
Requirements for creating a professional business email
In order to create a professional business email, you need two main things:
- A domain name for your business,
such as www.example.com , with example replaced by the name of your business or business. The domain is the address that can be used as an address for your brand on the Internet. Before that, we explained the concept of the domain and the domain management system .
- You will also need a mailbox
that provides you with a mailbox through which you can manage your email conversations, whether sent or received, and then link this service to your domain name, as this will be explained in the following paragraphs.
How to create an email with your company name for free
In order to start creating your professional business email, you need two main things, as we mentioned previously, where the first step is to buy the domain (or domain name ). You can buy the domain from any of the domain selling services, where you choose a domain name that reflects the business name. Your commercial expresses your brand.
For example, if you choose GoDaddy, a company that specializes in selling domains and hosting, you can enter the company’s website, then type in the search box the name of the domain you are looking for, then click the Search domain button to ensure that the domain name is available and that it can be reserved.
After that, a message will appear telling you if the domain name is available and you can reserve it (Your domain is available!)
Then you can purchase it by clicking on the Add to cart button as follows
Then you will be directed to the purchase page where you add your payment method and complete the purchase and payment process, and you own your domain name.
Note: Acquiring a domain is equivalent to reserving a name for your brand on the Internet, so that you can benefit from it in creating your email, your own website, or any other use. If you already have a domain that you purchased previously, you can go to the next step of linking the domain to one of the mailbox creation services, without the need to purchase a new domain name.
After you acquire the domain, the second stage will begin, which is subscribing to one of the mailbox service providers, to create a work email name suitable for you, and thus you can send and receive messages via your official mail through the mailbox.
One of the most famous services for creating a mailbox for a domain name is the famous information technology company ZOHO :
Zoho offers the purchase of a multi-use mailbox at reasonable prices, and you can start with a free plan that you can obtain through this link
Or if you want to upgrade to higher price plans starting from $1.25 with more storage space and other features.
As you can see, their first plan gives you up to 10 GB of storage space for only $1.25. And of course you can upgrade to any of the higher plans anytime you need.
Choose the plan that is appropriate for you in terms of price and capabilities that you get, or choose the free plan as we mentioned, which gives you 5 GB of storage space, to move to the first steps of creating your business email, which is to add your domain:
As you can see, you have two options: either you add a domain that you previously purchased from any of the domain selling service providers, or you register a new domain from Zoho.
If you already have a domain, as we explained, then select (Signup with domain I already own) .
After that, a page will appear for you to fill in your data to complete registration as follows:
- Name : Enter your registered name
- Administrator account : In it, you write the unique name of your email, let it be the word “Info” or “Contact”, as this word appears later in the title of your email. For example, if you enter the word Info, your email will be info@myfirstcompany.xyz.
- Your phone number
- Create a password for your account on the site
- Select country
- Enter your personal email address, which may be Gmail or any other email address you have.
After completing the data and clicking on Proceed , the site will send a confirmation message to your mobile number containing an activation code that you enter in order to verify your phone number.
The last step in order to link your domain name to the Zoho mailbox is to confirm ownership of the domain (this step is not required if you purchased the domain through the company itself).
As you will notice, a box will appear for you containing many domain selling companies. If your domain is hosted by any of those companies, just select the company so that the code to prove ownership of the domain will appear to you. However, if the domain is not hosted by any of the companies shown in front of you, You can click on Others.
In any case, the domain link code will appear to you as you can see:
Choose the linking code through one of the methods, for example the Cname method, as you can see, to show you the linking data between Zoho ’s mailbox and the company hosting your domain.
Now you must go to your account in the company from which you purchased the domain, enter the DNS tab there, search for the Cname domain link record additions box , and put the linking data that you obtained from Zoho into it.
Watch the following video recording of this process:
After entering this data, you need to wait a period of up to 24 hours, but in most cases it is only about an hour until the domain provider is fully linked to Zoho.
After completing the connection, you will notice that your Zoho account now contains the official business email that you created.
Thus, you have created a professional email account for your business, and you can open your mailbox as follows:
As you can see, you can now manage your email from inside the mailbox however you want, where you can send or receive any mail messages however you want.
Thus, you have created a professional and secure email account for your business through which you can manage all your messages. You can upgrade to one of the paid memberships, which gives you more storage space and features, as we explained.
Get a professional email from your hosting provider
Another way to get a free email address, as well as a free mailbox, is from your hosting provider .
This method works if you purchase hosting for your site from any of the hosting companies spread around the world, and make sure that the company provides a free email account with the hosting plan, as it gives you the ability to create and manage an email account for free with the hosting plan that you purchased.
After purchasing hosting, go to the control panel for that hosting, and you will find the option to create an email with your domain name:
After clicking on Create a mail account, a page will open for you to fill in the information for the new mail you wish to create:
- The first step is to write the name of the email that will be affiliated with your domain name, such as info@domain.com
- Create a password to access your email
- Set a maximum space for your email inbox (this space is calculated from the total space you obtained from the hosting company)
- Click on Create.
Thus, you have created an email account for your business under your domain name from within the hosting control panel.
Then you can control your e-mail account. You can enter the Cpanel control panel and access the e-mail accounts, which will open for you the mailbox page from which you send and receive messages and control your e-mail completely.
in conclusion
Remember that creating an e-mail in the name of your company or online business is an important matter that enhances your customers’ confidence in the services or products you provide to them.
As you saw in the article, there are two different ways to obtain professional business mail, through one of the mailbox service providers or through the hosting control panel.
We hope that this article helped you obtain new information that will help you promote your brand online
