Get a domain specific email
Creating a business email account is easier than you might think. You’ve probably noticed some businesses with an email address such as “firstname.lastname@example.org” or “email@example.com”. Then there’s the ones that stick with firstname.lastname@example.org or email@example.com.
I’m going to give you a heads up. Having your own branded email address looks more professional than sticking with your standard gmail or hotmail account. It’s a few extra steps, but still really simple. It isn’t completely free but is only $5/ month.
Since email marketing is one of the most effective marketing techniques there is, I’d say it’s worth the $5. Lots of hosting providers will include a free domain specific email address upon sign up but I’ve heard some negative things to do with reliability and higher chances of your emails ending up in the junk box. I’ve never bothered relying on any hosts for this and have just spent the $5 on Google.
Creating a business email account with Google
Google will let you sign up and use this service for free for 30 days without even having to submit your visa. If you decide you don’t want to continue, you don’t have to remember to cancel because you won’t be charged. Google will just suspend your account. If you do want to continue you’ll just need to enter your payment info, ideally before the 30 days is up but Google will allow payment after and will reactivate your account. You’ll be emailed a reminder before the 30 day trial is up.
First go to Gsuite (formerly know as Google Apps for Work) and click “Get started”.
Type in your name, the current email address you use, business name, the number of employees you have, country, then hit ‘next”.
Type in your URL, hit “next” then choose a username and password. Your username can be anything you want. Typically it’s something like “firstname.lastname@example.org” or “email@example.com” or “firstname.lastname@example.org”.
If you have anyone to add to your G Suite account, this is where you do that, otherwise check the box that says you’ve already added all users for now and continue.
You’ll need to verify ownership again
You’ll have to verify your ownership of your domain. Just like with setting up Google Search Console, it will give you a few different options.
I recommend you click “Add a domain host record”. You need to change your domains MX Records anyways and you can access both of these within your control panel.
Google will give you a snippet of code that you need to copy and paste into your domains DNS records. If you’re with ideahost, go to your cPanel by logging into your ideahost account and clicking “Manage” on the right. Scroll down to “Advanced Zone Editor” under “Domains”.
You’ll need to enter a new TXT record. Under “Type”, select “TXT”, then enter your domain name under “Name”. Google will tell you to enter “@“ but ideahost will insist you enter your domain. Enter the same TTL as the rest of the TXT records listed below, paste the TXT code from Google and then click “Add Record”.
Then edit your MX records
Next Google will tell you to delete any existing MX records and give you a list of others to add. To do this, go back to the homepage of your cPanel and scroll down to click on “MX Entry” under “Email”.
Scroll down to your existing MX Records and click “Remove”. Then add the new records that Google provides you.
Then go back to G Suite to Verify your domain. The verification is pretty quick but the email set up may need a little more time to process the DNS changes. It told me it would take 50 minutes but then actually only took about 10. And that’s it!
Remember how I said that you don’t need to submit any payment info? Well, after you finish the verification process, Google will bring you to a page to fill in your payment info (if you want). You’ll still receive the free trial before being charged.
Google will send you an email with a link to sign into your new account. You can login to your new account at http://admin.google.com/.To get to your new email, go to “apps” – “G Suite” – click on the gmail app, then click on the URL under Gmail.
If you haven’t set up your billing, you can do that in the admin console and ideally before your free trial is up.
If you’re still considering setting up a business email account, the sooner you do it the better. It can be a pain to have to switch everything over from a personal account to business account and set up email forwarding.