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Email remains the best medium for professional communication. We use email every day for our business or profession, and it is the most preferred form of communication for business contacts.
Have you ever thought that your emails could have more impact if your email address looked professional?
A work email address should have @ yoursite.com instead of @ gmail.com at the end. So instead of [email protected], your email would appear to be from [email protected]. For example, instead of [email protected], your emails appear to be from [email protected].
To create a business email address using Gmail, you must have a custom domain name. Once you have that, keep reading to learn how to configure Gmail to use a custom domain name!
Benefits of a business email address
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If you run a business or offer services, it is advisable to use a business email address instead of a free one if you can.
Here are the main benefits of a business email address (including, but not limited to):
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It makes you look legitimate and gives you an air of professionalism.
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It promotes your brand and acts as an advertisement for your domain.
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It is less susceptible to hacking than free email addresses.
What you need to create a professional email address
To create a business email address, you need to have two things.
The first thing is a domain name, and the second thing is web hosting. We recommend the following web hosting service providers because of their many benefits:
Steps to create a professional email address
Are you ready to create your new email address? Here’s how to do it:
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Log into your web hosting account. Once signed in, select the domain property for which you want to create your work email address.
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In your cPanel, go to the email setup page.
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Click on “Email Accounts” and find the section where you can create a new email account.
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Your host already provides you with @ yourdomain.com. Just enter your name before @ yourdomain.com.
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Choose your password and confirm it before continuing.
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Select the “Unlimited Mailbox Quota” before clicking the “Create Account” button.
To note: The specific individual steps may change depending on which web hosting provider you are using, but the idea and procedure is basically the same no matter what.
There ! You have just created your professional email address. Now we need to pair it with Gmail so that you can use it with Gmail, which allows you to use Gmail to send emails using @ yourdomain.com instead of @ gmail.com.
Setting up Gmail with your personalized email address
Follow these steps to link your new work email address to Gmail:
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Log into your Gmail account and go to “Settings” in the upper right corner.
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Click on “View all settings”.
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Click on the “Accounts and Import” tab at the top.
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Scroll down to find “Check Mail from Other Accounts” and click “Add Mail Account.”
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You will see a yellow pop-up window. Here you need to fill in the professional email address you created on your web hosting and then click “Next”.
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Click “Next” with the “POP3” option selected.
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In the next window, enter the same username and password that you entered for your web hosting.
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Make sure that the POP server indicates “mail.yoursite.com” and check the box “Label incoming messages”.
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Click on “Add an account” then check “Yes” for sending mail.
How to create an alias in Gmail
An alias is the name you see when you receive an email. You can choose it to be your first name, middle name and last name, brand name, or any other name you want.
For example, you can create a customer service email address and name your alias “Customer Support”. Your email can be [email protected], and when your customers see your email in their inbox, they can see “Customer Support” as the sender in their inbox.
Once you’ve created your work email address and linked it to Gmail, you’ll be asked to add an alias:
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Do not uncheck the “Treat as alias” box when the window opens.
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Enter the alias name that you want your customers to see when you send emails. Click on “Next step”.
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Add the same username and password you used before for your web hosting and association with Gmail.
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Use the TLS method and click “Add Account”.
Verifying your new email account
Once you’ve created your work email account and linked it to Gmail, you need to verify it to start sending and receiving emails. To do this, you must:
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Go to the “Accounts & Import” tab in Settings.
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Scroll down to “Check mail from other accounts” and click “Check mail now.”
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You will now see that you have a new email. The new email you see is an email that Gmail sends to you for verification. Initially, you need to check your emails as this is a new account and has no activity history. Once you start sending and receiving emails on this email account, you won’t have to do it manually.
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Go to your inbox and you will see the email from the Gmail team. This email contains a link and a one-time password that you must use for verification.
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Click on the link and it will open a new window. Click on “Confirm” and close the window.
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You will find a code at the end of this email, and you must copy it before pasting it into the yellow window where it asks for your verification code.
Test your new business email with Gmail
Now that you’ve finished creating and associating your new work email address, it’s time to test it before you implement it.
Use any other email account you might have and send yourself a test email to your new work email address. Make sure to also send an email reply from your new email account to make sure it can both receive AND send emails.
Now that you’ve tested your new business email account, I hope everything is going well. You can now use your work email address to send and receive work emails for your business.
You no longer need to send emails to businesses and feel dejected when you don’t receive a reply just because your email is from @ gmail.com!
Enjoy the benefits of a professional email address
These steps may seem intimidating to some of you, but trust me, it should only take 15-20 minutes of your time. The benefits and rewards you will reap by investing those few minutes into creating your professional Gmail email address are priceless.
I have personally benefited a lot from having a professional email address, and the benefits are endless. Immediately get yourself a new professional email address and climb the ladder of professionalism and success!
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