Email remains a crucial communication tool in today’s digital age, despite the popularity of messaging apps and social media platforms. It is essential for various modern activities, including online shopping, that require an email account.
Professionals and businesses consider email a vital means of communication with their clients and vendors.
If you require a professional email for yourself or your business, you are in the correct location. This guide will show you how to easily create a professional email. Let’s get started!
Contents: Table of Contents
- What constitutes a professional email?
- Creating a professional email offers benefits such as a polished appearance, increased daily productivity through better organization, the ability to manage contacts and schedules, and the option to create accounts for partners and employees with storage space for emails and attachments, along with access to technical support.
- Give a polished presentation.
- Increase your daily productivity.
- Organizing effectively involves maintaining contacts, a schedule, and other special elements for your business.
- Creating accounts for your partners and employees.
- Have enough space to store emails and attachments
- Technical assistance available at all times
- 3. Establish your professional email address
- 1. Sign up for a domain.
- Select an email service provider.
- Establish your professional email address.
- Creating a professional email account for free
- Conclusion
- Make sure your presentation looks professional.
- Increase your daily productivity
- Organizing efficiently by maintaining contacts, scheduling, and utilizing other distinctive business tools can greatly benefit your operations.
- Creating accounts for your partners and employees.
- Have enough space to save emails and attachments
- Technical assistance available at all times
- 1. Enroll a domain
- Select an email service provider.
- Establish your professional email.
What constitutes a professional email?
Professional email refers to an email service associated with a unique domain name. With professional email, the part of the email address following the “@” symbol is specific to the domain owner. This allows for customized email addresses such as company name@. com or department@company. with, as opposed to generic addresses from free email providers. It offers a more appealing approach to communication.
Now that you’re familiar with the concept of a professional email, we will explore the benefits of its use.
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Benefits of establishing a professional email address
Having a corporate email is essential for effectively communicating with customers and giving your business a professional image.
Present yourself in a professional manner.
You meet a professional, such as a lawyer, who impresses you with their services. When you request their contact information, they present you with a stylish and elegant business card.
Dr. Ronaldo Barros, an attorney, can be reached at ronaldo_adv_32@hotmail.
Imagine if, rather than using the email ronaldo_adv_32@hotmail.com, the business card displayed barros@advogados.adv.br. It would create a more professional impression and suggest that Doctor Ronaldo is a superior lawyer.
If you aim to convey trust and credibility to your clients or prospects, it is essential to consider every aspect, such as the professional email address you will employ for communication. The way you present yourself is crucial, and small details hold significant importance.
Increase productivity on a daily basis.
Having a professional email account can enhance your daily organization by allowing you to reserve it solely for work-related correspondence. Mixing personal messages and spam with important emails can lead to inefficiency and disorder.
Having a separate email account exclusively for work can help improve productivity and focus in your daily life.
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Organizing effectively with contacts, a schedule, and other special features can enhance your business.
Many professional email providers include tools like a calendar and contact management at no additional charge. Having a dedicated business schedule and organized professional contacts can boost daily productivity by providing quick access to appointments and connections with specific individuals or companies.
Google Workspace, Google’s professional email service, enables users to access Agenda, Contacts, Drive, and other services connected to their professional email address (e.g. name@company.com.br). Explore the available Google Workspace plans.
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Creating accounts for your partners and employees is important.
If you have business associates, staff members, or simply wish to set up additional email addresses using your company’s domain, this can be easily arranged with a professional email package. You have the ability to establish and manage multiple email accounts within your business.
If you prefer, you can create an email directed to a department instead of an individual. For instance, you could use sales@yourcompany. com.br for the sales department or contact@yourcompany. com.br for customer service.
Have enough space to save emails and their attachments
Experiencing the hassle of no longer receiving emails due to a full inbox is a situation we can avoid. Many free email providers have limited storage space, which can lead to this issue. Receiving numerous attachments, particularly large files like photos or videos, raises the likelihood of encountering this problem unexpectedly.
Professional email services typically provide ample storage space, allowing users to remain worry-free for an extended period. Companies such as HostGator also offer the option to upgrade plans for additional space if required.
Professional email offers the benefit of guaranteeing the receipt of messages, including those sent to non-existent recipients due to typos, through the activation of the “catch-all” feature.
Technical assistance available at all times
Technology was created to address new problems that emerged with its arrival, and even the most reputable companies experience technological issues. It is crucial to have access to expert support in case of email system malfunctions or when setting up email on devices.
Using a corporate email service allows access to around-the-clock support, typically provided through phone, tickets, or chat.
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Creating a professional email
A professional email only requires a custom domain and an email provider to be created.
To create a professional email, you only need to follow three steps.
- Register a domain name.
- Select an email service provider.
- Create the professional email.
Each of these steps is valuable whether you are creating an email for personal use or for a company with numerous employees and email accounts.
1. Domain registration
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The initial action in crafting a professional email involves acquiring a domain. This domain serves as the online address for your brand or business, being essential for website publication and the establishment of professional email accounts. In an email address like name@company. with, the domain is represented by “company. with” that follows the @ symbol.
It is crucial to select a domain that is relevant to your business, such as the company name. For instance, self-employed individuals might opt for a domain that includes their name, last name, or company name, even if it’s a one-person operation.
The most commonly used extensions include .com and .com.br (for Brazil), with specific endings available for different types of businesses, such as .adv.br for lawyers.
The price of registering a domain depends on the termination and the registrar, with renewals typically occurring annually. For example, registering a domain with the .com.br termination costs around R $ 40 per year at Registration.br, but prices may vary among different companies.
Registering a domain only provides the right to use the address itself, without including any additional services. Therefore, to set up email accounts under your domain, you will require an extra service after registering the domain. This leads to the next step in the process.
Select an email service provider.
There are numerous choices available when selecting an email service provider for professional use, ranging from free options to comprehensive services tailored for businesses with numerous staff members.
When selecting a professional email service, consider your email usage requirements, such as the number of email addresses needed and the required storage space, as each attachment received takes up space. Additionally, think about your company’s future needs, including the potential need for creating new email accounts.
Different companies provide varying resources, including a wide range of apps, features, and prices. Some companies, like Google Workspace, Microsoft 365, and Zoho Mail, offer comprehensive email services that go beyond the standard professional email, integrating multiple services within the email platform.
Many website hosting plans include professional email as part of their service, so it’s important to consider this when choosing a plan for your website.
After selecting the email provider, the next step is to configure the service.
3. Establish your professional email address
After registering a domain and hiring an email service, the last step is setting up professional email configuration. The domain needs to be connected to the chosen company to send and receive emails, with instructions typically provided by the company after hiring.
If you have obtained both domain and email services from the same provider, the instructions below may not be needed as the email provider will automatically configure the domain connection settings.
Connecting a domain to a professional email provider follows a similar process in all companies, which may involve technical aspects that can be intimidating. However, most providers offer comprehensive technical support, including documentation and telephone assistance to help users through each step of the procedure.
Connecting the domain to a professional email account is fundamental.
The function of a domain is to convert a user-friendly name (e.g. mysite.com) into numerical electronic addresses used by computers (e.g. 192.165.00.45). Registering a domain allows you to set up various services like websites, emails, and virtual storage.
The DNS name is used to manage a domain’s services, with DNS standing for Domain Name System. The DNS of a domain includes various values known as “DNS inputs” that help direct specific services to their corresponding servers. Subsequent sections of the article will cover setting up email configurations for custom domains.
MX inputs – Inputs from Mexico
The primary DNS record related to email reception is known as MX, which stands for Mail Exchange. When a professional email service is utilized, the provider supplies the customer with the necessary MX values for their domain. This ensures that all emails sent to any address within the domain are directed to the appropriate email server for processing and delivery.
The MX protocol enables emails addressed to your domain to be delivered to the designated email service provider.
Security measures such as SPF, DKIM, and DMARC.
It is crucial to establish security records when setting up a professional email for your domain. Security records help verify the legitimacy of your emails and prevent them from being flagged as spam, ultimately improving message deliverability.
The most crucial aspect among current security protocols and email setup is SPF, which stands for Sender Policy Framework. It indicates that the server’s IP address is allowed to send emails on behalf of the specific domain.
The DKIM protocol, which stands for Domain Keys Identified Mail, uses encryption keys similar to SSL to send an encrypted signature with each message. This allows the recipient’s server to verify the message’s sender.
The DMARC protocol, which stands for Domain-based Message Authentication, Reporting & Conformance, was developed to enhance email security beyond what SPF and DKIM protocols offer. Prior to configuring DMARC for your domain, you should first establish SPF and DKIM settings. While it is possible to use a professional email service without DMARC configurations, it is recommended to set them up for added security. To learn more about DMARC, visit this page.
The values and guidelines for configuring the protocols mentioned are typically provided by email providers after you sign up for their service. If you find the technical details overwhelming, don’t worry. You can always seek assistance from the company. 🙂
Creating a professional email account for free
Having a professional email may seem costly and only for businesses, but that is not the case.
You can set up a professional email inexpensively or even at no cost, except for the domain registration fee, which is necessary for feasibility. This fee is around R $ 40 per year for .com.br domains, equivalent to less than R $ 4 per month.
Some companies provide professional email services at a reduced price, and you can find a list of the top providers, including a free option, by checking the rankings.
Conclusion
Creating a professional email is straightforward with the help of detailed documentation and available technical support from providers.
The selection of the email service provider relies on various factors, particularly considering both present and future email requirements. It is essential to thoroughly examine the available features before setting up a business email, as capabilities and costs can differ significantly.
If you are considering setting up a professional email for yourself or your business, be sure to check out this page showcasing top professional email services available today.
I trust that I have clarified the requirements and instructions for composing a professional email. If you have any queries, feel free to leave a comment. I’d be happy to assist. 🙂
The article was first published on 17/12/2018 and revised on 13/02/2023.
Publication date: February 13, 2023 (revised on April 25, 2025)
Tutorials are associated with tags.
