How to Set Up a Business Email Address

What’s one thing every entrepreneur needs (and dreads)? Email.

You probably use your email account without a second thought. Then you start a business and realize you need to set up a new email address with a custom domain (you@yourbusiness.com). How do you do that?

  1. Register a domain name (URL). Finding an available domain name is actually the hardest part of this process.
  2. Choose your email host (IMAP, G Suite, etc.) and set up an account with them.
  3. Verify your domain name and set up the appropriate MX records for your email host.
  4. Wait for records to update and test sending and receiving.
  5. Add email account to your laptop email client and phone.

Fortunately, it doesn’t have to be that complicated. If using cyclone press for your email, you’re only responsible for Step 5. Once you decide on a domain name, we’ll register it for you, set up your email account, send you the credentials and you’re on your way. However, we do need our clients to choose their preferred email host, which is why I wrote this post. We have two main email options, and I’ve thrown in a couple other big players as well.

If you have questions about any of these email terms, see our email FAQ’s below. But first…

Email Forwarding

Email forwarding is when email sent to you@yourbusiness.com will forward to theemailyoualreadyhave@gmail.com. It’s not actually an email account, just a free setting available with your domain name.

Setting this up allows you to use a business email address on your business cards, and receive that email at your existing account. The downside is that when you reply to someone, they’ll see your personal email address. You’ll also be mixing personal and business correspondence. You’ll eventually have to set up a business email address.

We only recommend email forwarding:

  • as a temporary solution for startups/while decisions are being made
  • as part of a strategy after purchasing an email hosting plan
    (example: [email protected] could be an alias that is forwarded to the appropriate person in the company)

Now on to the email hosting…

business email hosting at a glance

To view this table without scrolling, rotate your phone to landscape mode.

EMAIL HOST:RECOMMENDED?COST:
Secure IMAP Emailyes – startups and small businesses$4/month ($48/yr)
G Suiteyes – heavy Google users/Gmail fans$6/month ($72/yr)
cPanel*neverfree with cPanel hosting
Office 365*for Outlook diehards~$10/month ($120/yr)
Microsoft Exchange Server*you know who you are~$15/month ($180/yr)

*we don’t offer these email options; prices are guesstimates.

Secure IMAP Email (recommended)

We use a third party server that specializes in email, and this is our default for most clients. IMAP means messages are stored on and synced to the server, so you’ll see the same messages no matter where you check your email. From your computer, in browser (webmail) or via email client (Apple Mail, Thunderbird, Outlook), or from your smartphone or tablet.

It’s reliable, and the accounts are easy to set up and even migrate to. This, like all our website products, is billed through cyclone press (annually). We can add new users or aliases, adjust settings, and are your tech support for this email option.

Choose Secure IMAP Email if:

  • you need email that just works
  • you don’t mind initial manual setup on your devices
  • you have an existing email account you’ll want to migrate from
  • you don’t want to manage any of the backend stuff yourself (would rather ask us to set up new users, help you figure out vacation auto-responder, etc.)

Secure IMAP Email

$400monthly (per account)
  • 25 GB mailbox
  • 50 MB attachments
  • unlimited aliases, group lists & forwarding
  • webmail access (in browser)
  • use with any email client (manual setup)
  • spam & virus protection
  • 100% uptime guarantee
  • tech support and billing through cyclone press

G Suite (recommended for some)

G Suite is the business version of Gmail. It works the exact same way, except that you can use branded email (you@yourbusiness.com) with it for $6/month per account. It comes with extra storage space and other business features. If you’re already comfortable using Gmail and/or you’ll be using a lot of Google products for your business, this is probably the option for you. To see the features that come with G Suite, click here.

We offer G Suite email setup, although this is a little different in that your tech support and billing are directly through Google.

Choose G Suite email if:

  • you love and know your way around Gmail
  • you will be using a lot of Google products (Drive, Docs, etc.)
  • you don’t plan on using Outlook (there’s no reason you can’t use G Suite email with Outlook, but they don’t play nice)
  • you will have additional email users and want to be able to manage all the accompanying settings for their accounts yourself

G Suite BASIC

$600monthly (per account)
  • 30 GB (shared between Gmail, Drive, Photos)
  • 50 MB attachments
  • 30 aliases, 1 forwarding address, 20 filters
  • Gmail access (in browser)
  • use with any email client (easy sign in process)
  • spam & virus protection
  • 99.9% uptime guarantee
  • tech support and billing through Google

cPanel (not offered by cyclone press)

cPanel email is the built-in email offered through most website hosts. We don’t recommend this for anyone. Our best practice is to keep your email separate from your website for a myriad of reasons (if your website goes down, it doesn’t affect your email, migrations are less of a nightmare, etc.)

Choose cPanel email if you enjoy painful migrations.

Office 365 (not offered by cyclone press)

This is Microsoft’s cloud based email. Custom domains are notoriously painful to use with Outlook (which is an email client I recommend staying far, far away from). However, if you must use Outlook, Office365 is the email host most likely to work with it. It’s more expensive than our private email or Google.

As a company targeting entrepreneurs who use Apple/Mac products, this is not a product we offer.

Choose this if you absolutely must have Outlook.

Microsoft Exchange Server (not offered by cyclone press)

This is basically the same as Office 365, but it’s a self-hosted option that requires infrastructure and IT support (read: complicated). Let’s just say the type of business owner that needs this is probably not going to be reading this blog post. If this is what you need, I’d recommend finding a company that specializes in running Exchange servers, and that is not us.

So there you have it – the main email options for small businesses. Let us know if you have questions in the comments, or if there’s more information you’d like to see here.

If you’d like cyclone press to set up an email account for you, all we need is a domain name. That can be one you already own, or we can register one for you. Contact us here.

2019-08-23T21:59:00-05:00

About the Author:

I'm a designer and artist passionate about business & entrepreneurship, branding, coffee and Kansas City. I’m constantly consuming books and articles about business, productivity, science and tech and love to share. I’ve been helping small businesses look professional in print and online for over 10 years. Let’s talk about your idea.

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