When starting a business, one of the most important things you can do is create a professional email address. This will give your business a more polished and credible appearance to potential customers and partners.
Creating a business email is not as simple as making a Gmail account, but it is not that difficult too. So today, I will share three methods that you can use to create a business email for free. Keep reading till the end to understand the step-by-step process.
What is a Business Email?
A business email is a professional email address that is only used by your business. It is often used to send marketing emails, and sometimes, you can use it to send important information regarding your business.
It is not structured like a personal email with the email provider’s name. For example, a personal email will look something like “firstname.lastname@example.org.” Although you can make a professional email like “email@example.com”, it still looks amateurish and is non-brandable.
A business email has 2 parts to identify, a username/contact name and a business domain. So, your business email should look like firstname.lastname@example.org or email@example.com.
Why Do You Need a Business Email?
Email is an essential part of doing business. It’s a way to communicate with customers, vendors, and other companies. It’s also a way to promote your products or services and build relationships.
You’re missing out on opportunities if you’re not using a business email. Here are some reasons why you need a business email address:
- It makes you look more professional.
- Easy to remember
- Create brand awareness for your business in each mail.
- It gives you credibility.
- You can use it to build relationships.
- You can use it to promote your products or services.
Creating a Business Email for Free
To create a business email, you must have at least 2 things: a domain name and website hosting. If your hosting offers unlimited email storage, you can stick with that. But for better email management, you can use an email service provider.
Method 1: Use your Hosting Service
You can create your free business email with your hosting service. Almost every premium hosting service includes an email service under their plans.
We recommend using Hostinger as your hosting plan as they offer premium service at a cheap rate and also include unlimited email.
Watch this tutorial to learn how to create a business email with Hostinger
Create Business Email with cPanel
Let’s understand how to create a business email with any hosting. Most of the time, settings are similar on all hosting services as long as you manage your site from cPanel.
First, login into your cPanel and look for “EMAIL.” If your hosting cPanel doesn’t have a Menu box for “EMAIL”, search for Email using the search bar.
Then click on Email Accounts. You will land on a page where you can see all your email accounts. Usually, you will not find any as you are just creating a new one. Now click on the “Create” button to open a new registration form.
Now you will have to select the domain name you want a business email. Enter your preferred username and password, then click on “Create.”
Once you create your business email successfully, you will be redirected to RoundCube or Webmail login page. Enter your email and password you just created and click login.
When you land on the email dashboard, you will be able to receive and send emails on your business email.
Connecting your Business Email with Gmail
Although the webmail email dashboard is usable, it’s not as user-friendly as Gmail or Yahoo mailbox. You can get your emails directly on your Gmail or Yahoo mailbox from your business email.
Using a Gmail mailbox is both easier and more user-friendly than webmail. Let’s see how you can connect Gmail with your business email for better mail management.
Login into your Gmail Account, then go to settings. Click on All Settings> Account and Import and scroll down to “Check email from other accounts:”
Click on Add an email account, and a popup box will appear. Write your business mail on the text box, then click “Next.”
As Gmailify is not available anymore, you will have to import emails using POP3. Click next for further setup.
Now put your whole email address in the username and the password you used to create that business email. To avoid getting copied messages, you should tick “Leave a Copy of retrieved message on the server” and “Lebel your incoming message” as your business email.
Now remove your Name and add your Business Name to the email. Also, untick “Treat as Alias” for branding.
Now it is a crucial step to send the email from your Gmail Mailbox as well. Allow, sending mails as your business email from Gmail.
After clicking next, you will have to confirm your email address and password for the last time. Hit Add account, and you will get an OTP code in your business email.
Get back to your webmail mailbox, and you will see a confirmation email from Gmail. Copy the OTP or Click on the link to confirm the account connection directly.
You need to paste the OTP on the last pop-up window and verify.
Now you can receive or send an email from your Gmail mailbox using your Business Email account.
Method 2: Create Business Mail with CloudFlare
You can create a business email with Cloudflare and a normal email service provider to send and receive mail. First, you must sign up on Cloudflare using your personal email address.
Now click on Add Site, then put your domain name without www or “/.” Now you have to verify the nameservers with Cloudflare. Changing your nameserver won’t detach your domain from hosting but only redirect it to Cloudflare.
First, log in to your domain control panel and go to Nameservers. Now remove the hosting nameservers and add Cloudflare nameservers.
It will take minutes to hours to update the nameservers, so you must be patient for the next few steps. Click on “Check Nameservers” and move to the next step once you get confirmed.
Now you will have to add MX records and TXT records on your hosting from Cloudflare to use your hosting for your email. You will get all the required code on the email setting. Click on Email under the domain you add on Cloudflare.
Edit DNS Zone
Go to your hosting cPanel and look for MX record and TXT record editor. Usually, you will find these under the DNS Zone editor. Click on manage for the domain you want to create a business email.
Now go to Cloudflare and find Settings in the Email tab. You will get 3 MX records and 1 TXT record for your email setup.
Click on Add MX record, copy and paste all the values from Cloudflare, and add those records to your hosting DNS. Similarly, add the TXT record as well.
After adding these records, go back to Cloudflare email settings and click “Add and enable records.” Now your email service is enabled.
Click on Routes in your Email setting tab and write your preferred username for the business email. Remember, all emails will be rerouted from your business email to your personal email for Cloudflare.
Click on save, and your free business email is all set up.
Method 3: Business Email with Improve MX
This is another free method if both Cloudflare and Hosting service fails to satisfy your need. Cloudflare is providing email service in beta version, and many hosting providers may not offer free email service. Therefore you can use this method to get your free business email.
Sign Up with Improve MX
Sign up to Improve MX with your domain name and destination email account. Then you have to confirm your account on the confirmation mail on your destination email.
Now click on “DNS Settings”, and you will find 2 MX records and 1 TXT record for your email DNS.
Go to DNS Zone editor and add these records to your domain DNS records.
It will take an hour or more, but once the DNS servers are on, you can send and receive emails using your business email to the destination email.
To make a business email, you must go to Aliases, Click on New-alias and give it a suitable username.
And your business email is now ready and active.
Where to Start Using Your Business Email
Once you have created your business email now, it’s time to understand how to use it for your benefit. Simply put, a business email is not like your personal email for messaging your friends or querying anyone. You must use it like a professional to get credentials and maintain your brand.
On Your Contact Page
Keep your business email on your contact page. This is the best way to gain trust from Google and also from the users. Even if you have a contact page, adding a contact email gives your visitors dynamics in communication.
One Special Advice: If you are running a business website, you should use multiple business emails for specific tasks. For example, use firstname.lastname@example.org as your email for a support tickets email and email@example.com as an information sharing email.
When Sending Your Newsletter?
Every growing and established business sends a newsletter to its customer and potential leads. You must utilize an opt-in email tool and email management tool like Mailchimp to collect and send emails to your visitors.
While sending out emails, you must use your business email to get more attention and branding of your business.
For Industry Outreach
Email outreach for collaboration is a common marketing technique. However, from an SEO perspective, you can get authoritativeness from link juice. For that, using a brand email makes your offer more acceptable than someone who just used their Gmail.
So, when reaching out to someone similar in your industry, use your business email for authority and trust.
Can I Create More Custom Email Addresses For My Business For Free?
If you are using hosting to create your business email, then you can create multiple or unlimited emails according to your hosting plan. However, if you are using a free service like Cloudflare, then you can’t create more than 1 email from the free plan.
Can I Create A Free Business Email Without A Domain?
No, you can not create a free business email without any domain. Although you can use an alias like firstname.lastname@example.org to use as a business email, it lacks the branding of a business email.
Can I Use Desktop And Mobile Email Apps With My Custom Branded Email Address?
Any desktop or mobile email client software, such as Microsoft Outlook, Thunderbird, or Airmail, will allow users to add your business email address to their app.
Can I Switch My Free Business Email Account To Another Provider If Needed?
It is possible to switch to any other email service, website hosting, or domain registrar and transfer your business email address from there.
Can I Create A Free Business Email Address Without Making A Website?
You’ll still need to pay for website hosting if you get the free email service and domain name in your hosting plan.
I hope you understand how to create a free business email. Any business needs to have a business email. It’s not only for sending or receiving emails but also includes your business’s branding.
Feel free to use any of the methods I shared here to create a business email. However, going with hosting an email service is the best and safest suggestion.