In the world of business communications, email is unavoidable, reliable, and legal. It is very important to only send important business messages via email. Not only does it provide evidence of valid communications, but it also ensures the necessary security and confidentiality of the important information provided.
It’s also important that these business-critical messages are sent from the official email address associated with your domain and not a generic/public email address.
An official email address helps customers recognize your brand, adds credibility to the message, and builds trust in the relationship. Therefore, to create such branding, every business must be associated with a domain related to your brand.
What are domains?
If you want to offer your company an Internet or online presence, the first step is to buy your own domain. Domain names are usually formed by combining your company/organization name with a standard Internet suffix called a TLD (.com, .net, .info, etc.). The domain name looks like yourdomain.com or yourbusiness.info. Domain alone can’t do anything. When you register a domain, the registrar provides a DNS manager that stores important details such as your website’s IP address, MX records for sending your emails, etc.
If you don’t own a domain, you can purchase a new domain from SHEN Technology.
What is a website?
A website is a collection of websites that provide information or details about your business. You use a DNS manager to map a web hosting provider’s IP address to your domain. This ensures that whenever someone types www.yourdomain.com into their browser, the correct web host page is displayed and readers have access to relevant information from your website.
What is a business email address?
A business email address uses your company’s domain name, e.g. firstname.lastname@example.org. Because they resonate with your business, your customers can easily identify you. In this way, the address helps build your identity and strengthens the trust of your customers.
You use a DNS manager to map your domain to your email provider using the MX records recommended by your email provider.
Why do you need a business email address?
While the main reason you have a business email address is to help your customers identify you, there are many others that could be added to the list. Business email helps you:
Form your professionalism
Having an email address that matches your brand shows that you take your business seriously and run it professionally. This way, your business will also be taken seriously by your customers, as they are more likely to choose and trust a company with a professional email address.
Show your authenticity and earn customer’s trust
If you or your employees send an email with an address that includes your company name, your customers can be sure that the email is from a genuine source. They will identify you before they even open your content. This will help them build trust with you and give them the confidence to reply to your emails or contact your support team.
Promote your brand
With your company name in your email address, you promote your brand with every email you send. This way you will be remembered for a long time.
When you create individual and group email addresses with your domain, you ensure that every email sent has a standard format and thus remains consistent.
Beware of spam
When customers recognize you by your brand name, they are less likely to flag you as spam. If you use a shared email account, your email may not get the credit it deserves and may end up as spam.
Best practices for creating a business email address
There are a few things to keep in mind when creating a business email address.
Find a domain name that can be quickly associated with your business and easily identified by customers.
You must have a standard format for email addresses in your organization. For example, you can choose a work email address such as email@example.com as the default format for all employees.
Create group email addresses like firstname.lastname@example.org by department so you can manage all departmental emails in one place.
You should ensure that you protect your business email address from phishing and spam by verifying your domain.
How to choose the best email service provider
There are several factors to consider when choosing an email service provider. Some of the most important factors are:
The first thing to look for in an email provider is whether the steps for setting up your domain with them are simple and easy. Even if you keep the process simple, know that your service provider doesn’t want to skip the necessary authentication steps.
Make sure the service provider you choose allows you to effectively migrate all email, contacts, and other data from your previous service provider. Migration should not be compromised at any cost because no one can afford to lose data.
Safe and private
Choose a service that guarantees the security and confidentiality of your data. There should be multiple layers of authentication for your account and end-to-end encryption for your messages. The personal information you share with the Service must also be kept confidential – confidentiality must be a top priority.
Custom domains to suit your business
Your email domain must be relevant to your business, so make sure the email service you choose allows you to provision and use the domain of your choice, if available.
Powerful control panel
Choose a service provider with an advanced control panel that lets you control all settings related to your domain, manage user and group addresses, set spam limits and policies, and more. The service should also guarantee you a good percentage of uptime.
Collaboration and other business tools
Best of all, the provider has tools for internal team collaboration and built-in tools like calendar, notes, contact management, etc.