Setting up a business email gives you an address like you@yourbusiness.com instead of a free mailbox. It takes a little planning, but the steps are straightforward, and you do not need technical skills. This guide walks through the process from start to finish.
Before you start
Gather four things first:
- A domain name that you own, such as yourbusiness.com.
- A list of addresses you want, such as your own name and a general one like info@. Not sure which format to use? Our guide to how to make a business email address and pick the right format can help.
- A password plan. Each mailbox should have a strong, unique password.
- Your phone and computer, so you can connect the mailbox right away.
Seven steps to set up a business email
- Confirm your domain. If you do not have one yet, register a domain first. Make sure it is registered in your name or your business’s name.
- Choose an email plan. Professional Email is a simple option for mailboxes on your own domain. If you also want shared documents and the Office apps, compare Microsoft 365.
- Create your first mailboxes. Start with one for yourself and one general address. You can add more later.
- Sign in through webmail. Log in from a web browser to confirm the mailbox works before you connect anything else.
- Connect your phone and computer. Add the mailbox to the email app you already use, so messages arrive where you work.
- Protect the account. Use a strong password that you do not reuse anywhere else, and turn on two-step verification if it is offered.
- Send test messages. Send one to a personal address and reply to it. Check the spam folder, and add a signature with your name, business, and website.
After you are set up
- Tell people about the new address. Update your website, business cards, invoices, and social profiles. Our article on why a personal Gmail address quietly hurts customer trust explains why this is worth doing.
- Add team members as you grow. Give each person their own mailbox. If several people need to answer the same messages, see how to set up shared mailboxes for a small team.
- Keep the domain renewed. Your email depends on it. If the domain expires, your email stops working too.
- Keep everyday email separate from marketing email. Newsletters and promotions need a different approach, which our guide to email marketing best practices covers.
If something does not work
Messages that will not send, will not arrive, or land in spam are the most common early problems. Double-check the address for typos, confirm your domain is active, and review the settings in your email app. The Help Center’s Professional Email section has step-by-step articles, and its Account Management section covers logins and billing.
Your next step
Once your email is running, the next step is a website that matches it. Get Professional Email for your business. Then build your site with WordPress Hosting or a Website Builder.