Creating Your Own Email Address: How to Do It Properly?

Creating a business email address for your company makes communication with customers easier.

A professional email address with your company’s name immediately shows customers who sent the email, enhancing your credibility and trust.

Additionally, it will strengthen your email marketing strategy and help generate more sales.

Why a personalized email address?

In the business world, a strong presentation is of critical importance. After all, you want to be taken seriously. An email address like jan010@gmail.com can seem frivolous or unprofessional and is not the impression you want to leave. On the other hand, an email address like jan@yourcompany.com demonstrates professionalism.

It shows that you have taken the time to present yourself and your company seriously. This not only instills trust in customers, business partners, and suppliers, but also shows that you have an eye for detail and understand the value of a strong brand image.

Free email services like Gmail and Hotmail are not suitable for business purposes

Gmail and Hotmail (now Outlook.com) are popular free email services offered by Google and Microsoft, respectively. These services are easy to use and offer ample storage space, important security features, and integration with other online services.

Setting up a free email address is often simple, but not always professional.

How do I create my own business email?

It all starts with choosing good email hosting. You want to be sure that all your data is secure and with a reliable organization. This minimizes the chances that your email server suddenly goes offline or that data breaches occur. These are points we at my.host obviously pay close attention to.

Next, you need to decide under which domain name you want to operate. This can really be anything you want. Of course, usually your organization’s name is chosen. 

The chosen domain name will appear after the ‘@’, so yourname@domain.com for example. This choice is very important in establishing your brand identity. You must, of course, first register this domain name to be able to use it for your email and website hosting. 

Curious about how to create an email address within your hosting environment? Then read this knowledge base article about creating an email address.

Choosing the hosting package

After choosing your hosting provider and domain name, you can choose which hosting package best suits the needs of your organization or company. To find a suitable solution for everyone, we offer four different packages: Starter, Basic, Advanced, and Ultimate. 

Once you’ve chosen the right package, you can create and set up your addresses. As previously mentioned, you can go in any direction here and shape your mailbox structure as you like.

If necessary, you can also choose to add other (existing) email addresses to keep all your email needs in one place. This way, you keep all your email contacts organized and don’t have to search through multiple platforms when you need a specific email.

Why create an email with my.host?

You always have access to your emails everywhere. Whether you use the convenient webmail interface or the trusted techniques like IMAP and POP, we are there for you. Give your organization the professional appearance it deserves, starting with the basics: an email address. 

At my.host, we not only offer access to emails via various interfaces, but also the ability to manage your calendars and contacts in an organized manner on all your devices; both via webmail and on all your devices and phone thanks to WebDAV. We also work closely with SpamExperts, which ensures that we can guarantee that only valid mail is delivered securely.

A professional email address is not only a business card but also an essential tool for structured and efficient communication. Choose convenience, safety, and reliability today by creating your email address with My.Host.

Benefits of a business email address

Of course, there is quite a wide range of benefits to having your own email address. To provide some clarity, we’ve listed a few of the most important points here.

• Professional appearance
• Consistent brand identity and recognition
• Better control over and management of your inbox(es) 
• Increased number of functionalities

Using a business email domain works in your favor on multiple fronts. Not only for the impression it leaves on your business contacts but also for organizing all incoming emails.

Organizing your email inboxes

A very important reason why people like to use business email domains is that it often offers options to properly organize all incoming emails. Email management can save your company/organization tremendous time, money, and effort and contribute to streamlining incoming requests and information. 

Many organizations choose to set up multiple email addresses for different purposes to ensure an organized structure is created. Some examples of commonly used email addresses are:

• info@yourcompany.com – Info emails are often used for incoming questions and customer service-related matters. This helps keep the operational side of the mailboxes organized with only relevant emails.

• order@yourcompany.com – For companies that need to process orders, this is an important email address. The last thing you want is for orders to fall through the cracks and disappear into administrative chaos. This email address can save a lot of money and problems.

• sales@yourcompany.com – These inboxes can assist in customer acquisition and contact with potential clients.

• administration@yourcompany.com – All administrative matters can be directed here, such as invoices and payslips. This is also often crucial for internal matters.

• yourname@yourcompany.com – Personal-business email addresses are ideal for internal contact and one-on-one contact with specific business connections where the rest of the company does not necessarily need insight.

These are just a handful of examples. Of course, this is entirely dependent on your organization and its needs. The possibilities are endless, and you can quickly set up a structure tailored to your organization’s needs.

Extra structure in your mailboxes

If you want to give even more structure to the organization of your email traffic, you can choose to create subfolders within the relevant email addresses. When you receive dozens or even hundreds of emails daily, subfolders can help create an organized hierarchy. 

For example, you can create folders based on projects, clients, or specific tasks. By making smart use of this, it becomes easier to quickly find the right emails and focus on the relevant information.

Seamless integration with your personal email

Furthermore, professional mailboxes also bring many extra tools that can give your internal organization a significant boost. Consider integrations with calendars and other tools. 

Additionally, most email hosts offer the possibility to add your other email addresses to the inboxes. This way, you only need one platform for all your email needs, and you can organize it all neatly according to your preference.

Finish with a professional signature

To complete your brand identity picture, we recommend creating a professional signature to close all outgoing emails. A good signature contains your name, your and/or your company’s contact details, any social media handles, and a website URL. If you have a personal brand, a small, professional photo of yourself can also add a personal touch to the emails.