How to Create a Professional Business Email in 2024

Ready to upgrade from a generic email to a professional business email address? A custom email like yourname@yourbusiness.com both looks more professional, and builds trust with your clients to establish your brand's credibility. In this guide, we'll walk you through the entire process of setting up your professional business email using Google Workspace.

Why You Need a Professional Email Address

4 Reasons to get a custom email

1. Custom emails build instant credibility with clients and partners

2. Looks more professional in all business communications

3. You get access to powerful business tools through Google Workspace

4. Helps to separate personal and business communication

Cost Breakdown

• Google Workspace Business Starter: $6/user/month

• Domain name: Typically $12-15/year (unless you have one already)

• Total first-year cost: Approximately $87

Step-by-Step Setup Guide

Step 1: Start Your Google Workspace Setup

1. Visit workspace.google.com

2. Click "Get Started"

3. Enter your information and continue until you get to the following screen.

Step 2: Setting Up Your Domain

At this point, you'll see three options for setting up your Google Workspace account. This is an important decision, as your domain choice is permanent - if you want to change it later, you'll need to purchase a new domain and set up everything from scratch.

If You Don't Have a Domain Yet:

Steps:

1. Click "Get a new custom domain"

2. Enter your desired domain name

3. If available, proceed to purchase (typically $12-15/year)

4. If unavailable, Google will suggest alternatives

5. Complete the domain purchase

6. Continue with Workspace setup

If You Already Own a Domain:

Steps:

1. Click "Set up using your existing domain"

2. Enter your domain name

3. Follow Google's verification process

4. Add required DNS records through your domain provider

5. Wait for verification (can take up to 48 hours)

Important Notes:

• Your domain choice is permanent for this email & workspace account

• Take time to choose your domain carefully

• Consider registering similar domains to protect your brand

Pro Tip: If you're unsure about your domain name, brainstorm options and consider your long-term business plans before proceeding. It's better to take time now than have to change everything later.

Step 3: Create Your Email Account

1. Choose your email address (e.g., your.name@yourdomain.com)

2. Create a strong password

3. Complete the account creation process

Step 4: Verify Your Account

1. Provide a recovery phone number and email (important for account security)

2. Set up two-factor authentication (highly recommended)

3. Review and accept the terms of service

Managing Your New Professional Email

Once setup is complete, you can:

• Access your email at gmail.com (it looks like Gmail but uses your professional address)

• Use the email on your phone through the Gmail app

• Access Google Calendar, Drive, and other Workspace tools

• Add additional email addresses for team members (additional cost per user)

Best Practices for Your Professional Email

1. Choose a Professional Email Format

• firstname@yourdomain.com

• firstname.lastname@yourdomain.com

• initial.lastname@yourdomain.com

2. Set Up a Professional Email Signature (We can help with this!)

• Include your full name

• Job title

• Company name

• Contact information

• Social media links (optional)

3. Configure Email Forwarding (Optional)

• Forward emails from your old address to your new professional one (article coming soon)

• Set up an auto-response on your old email informing contacts of your new address (article coming soon)

Need Help?

While this guide covers the basics, setting up professional email is just one part of establishing a strong online presence. If you need assistance with your overall digital strategy, including website design, branding, or ongoing maintenance, feel free to contact us for professional support.