How To Make A Professional Email Address

The 3 Components Of A Professional Email Address

How To Get a Professional Email Address (And Set Up With Gmail)

Your email address will always have three main components:

  • The local intro . The first part of your email address is your name, or some other specific bit of information that is exclusive to you . This is the part youll spend the most time considering, and it has the power to dictate the formatting of all your future email addresses if youre starting a business.
  • The @ symbol is immutable. Its also a given, so you dont have to spend much time thinking about it.
  • The domain. At the end of the email address is the domain. Ideally, this will be a custom domain, and if you already have one, you wont have to think much about it. However, if you havent chosen a domain yet, there will be some considerations to keep in mind when setting it.
  • Professional Email Address Format

    Professional email addresses have a very distinct format. They have two parts:

  • The handle: This is the part that comes before the @ symbol. It usually addresses the person or the position of the person who uses the email address.
  • The domain: This is the second part that comes after the @ symbol. This is usually the domain name of the business, person or organization.
  • For example: If you check the format of, it can be divided into 2 parts. Swadhin my name, and my personal/business websites domain.

    A Business Email Shows Professionalism

    If youre sending emails about the business you run from, frankly, your recipients arent going to take you seriously .

    And you can still keep your personal email account as something separate. Your work-life balance will likely be better if emails sent from your mom or BFF show up in a different place than those that come from customers and co-workers.

    Also Check: How To Find Email In Archive

    Choose A Proper Domain

    In case you are yet to get a domain name, buy one with the same name as your business. This makes your business email address end with the same name as your business name and website you have for it.

    We also recommend getting a .com domain if possible, since it makes the business address look more standard.

    Google Forms And WordPress

    How to Create a Professional Email Address

    HTML code also helps to embed Google form into WordPress. The free plugin of WordPress Google Form helps you embed WordPress page to . A published google form is pulled with a short-code which is rendered to the WordPress sites.

    This plugin provides better control over formatting and styles while taking away the feeling of Google Forms.

    Also Check: How Do I Recover Deleted Emails From Gmail

    Test Your Email Address

    Since Google confirmed that you correctly entered the MX records, this is technically not a necessary step.

    But its the fastest way to take your new branded email for a spin inside the Gmail inbox.

    Open another email account, Gmail, Outlook, AOL, it doesnt matter. Compose a new email and enter your new email address in the To field.

    Write a random subject like First email and send it.

    Now, head over to Gmail and log in with your Google Workspace credentials.

    Testing your new Gmail address

    If you did everything correctly, you should see the test email you send from your other account in your inbox.

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    You can also try composing and sending an email the other way around to confirm that you can send mails without issue as well.

    How To Make A Professional Email Address When Your Name Is Taken

    Why professional email? One of the first impressions you make on potential clients, employers, and contacts may be through your professional email address.

    Assume youre submitting an application for your ideal job. Youve polished your CV and cover letter, and youve submitted them from your personal email address .

    Whether youre looking for work, expanding your network, or managing your own small business, a professional email address is a must.

    Its one thing to think of a professional-sounding email address if your name is memorable. But if you have a name like Robert Smith, Jane Jones, Meiling Li, Jose Martinez, or Mo Khan, theres a good chance your name has already been taken. because at least one person with the same name as you exists, the email address that only contains your first and last name has most certainly already been taken. So, what are your options?

    A professional email account, on the other hand, isnt limited to only your first and last name. You can choose one in a variety of ways that any recruiter or hiring manager would consider professional.

    What you can do about your professional email address when your name is taken

    Recommended Reading: Why Does My Email Not Work

    Dont Use Religion Or Personal Character

    Dont create a professional email based on your religion or race. This will be a major turn off for your potential clients. Dont use personal character or gender. Gender should always be addressed in your email signature and not a username. These small things make a difference in your professional mail ID.

    Rule : Exclude Numbers

    How to Get a Professional Email Address

    While the global population grows way past 7 billion, the chances of having a unique name are slim at best. Spare a thought for the John Smiths of this world. Because of poor John, free email tools offer automated options containing numbers as alternatives.

    This isnt good for business though. Users named johnsmith2013 or 19johnsmith78, for example, are considered untrustworthy and unreliable. In fact, they can trigger spam filters and get your emails sent straight into junk.

    The same rings true for punctuation and symbols. All this stuff is difficult to remember and can trip spam filters, especially with large companies. Stick to letters only. In case you absolutely need punctuation, only include one or two full stops or underscores maximum:

      Recommended Reading: How To Find Email In Archive

      How To Write A Great Email Signature

      • Ultimately, your email signature should come in handy. Like any other content, your email signature should also be useful to the reader, for example by providing it
      • Use the hierarchy to guide the reader. A strong hierarchy is important to direct readers to the most important information.
      • keep it simple
      • Optimization for mobile devices.

      Rule : Avoid Anything Unprofessional

      Everyone has a private life. Would you be willing to receive personal information to your business mailbox and vice versa? No.

      The same relates to electronic mail. Avoid any references to race, religion, sexual orientation and age like johnfromsixties, Your professional identity might be drastically different from your personal one. There should be a clear line between the two.

      Also Check: Why Am I Not Getting My Email

      What Should I Look For When Choosing An Email Hosting Provider

      Pay attention to size limits first and foremost. Make sure the inbox and attachment limits can accommodate the activity your business requires, and that available mailboxes suit the size of your company and the employees who need to create an email. Spam and virus filters are important especially if youll be receiving attachments from a wide range of sources. If its your first time using hosting email services, or if youre not too tech-savvy, its a good idea to use a provider with a responsive support team.

      Choose Your Own Domain

      How to Create a Professional Email Address

      If youre using an email service, Gmail is considered more up-to-date and relevant than AOL, for example and this choice can color how recipients view your business. While there may be other great providers outside well-known ones like Gmail, it doesnt do your business any favors to go with a technically-proficient platform that has an impossible-to-spell-or-remember name.

      A personalized domain for your business can also be a good choice if youre able to secure one. The same guidelines apply to creating your URL: make sure its memorable, spellable, and pronounceable.

      Why Having Your Own Domain is Important?

      • Builds trust and credibility

        Recommended Reading: How Do I Recover Deleted Emails From Gmail

        How To Set Up Business Email Using Either Bluehost Or Hostgator

        If you have a custom domain name, it is pretty easy to set up a business email account through service providers like Bluehost and HostGator. These hosting providers will allow you to create a custom domain or attach a business email to a domain that you already own.

        For the purposes of this step-by-step guide, we look at how to set up business email from scratch.

        Perfect Email Address Ideas For Professionals

        Choosing an email address is a big deal for any professional, especially if youre starting a business for the first time. This is the email address youre going to be giving to every new client, new employee, and new professional contactso you better make sure it leaves a good first impression.

        On top of that, youll want it to be intuitive, so certain people may be able to easily guess it, and youll want it to be original, so you dont have an issue getting it. If you intend to grow your organization, youll also need to think about the formatting and structure of your email address, so you can add similar email addresses in the future.

        Its a lot to think about.

        In this guide, Ill walk you through the major factors you need to consider when choosing a professional email address, and provide examples of various different email address ideas in action.

        Also Check: Find Archived Emails In Outlook

        Verify Your Google Workspace Domain

        Now that youve created a user, head to and log in with your new credentials.

        Once youve logged in, there is a tutorial that will help you set up Google Workspace. You will start by verifying your Google Workspace domain.

        Verifying a domain in Google Workspace

        Choosing a verification method for Google Workspace

        The default option is adding a TXT record to the DNS records of your business site. Adding the TXT record to your DNS wont affect your website or domain in any way.

        If youre using Kinsta DNS, make sure to check out this tutorial on how to in MyKinsta.

        Google Workspace TXT record

        Once youve selected the TXT option, Google will generate a code that starts with google-site-verify. Click the Copy button to copy the code to your clipboard.

        Now you need to access the DNS tool of your hosting provider in a new tab or window. Dont close the Google Workspace tab.

        Existing Kinsta customers should use the Kinsta DNS tool.

        Kinsta DNS

        Select TXT from the Type dropdown menu.

        Copy and paste the verification code into, and press the Add DNS Record button.

        Adding a TXT record

        Once youre done, return to the tab with the Google Workspace signup page in it.

        Verifying your domain

        Scroll to the bottom of the page and click the Verify my domain button to complete the verification.

        Note: It may take a few minutes for the DNS records to go live, so it will take some time before Google can complete the authentification.

        Setting Up Google Apps On WordPress

        Create A Professional Email Address For Free With Bluehost (Tutorial)

        This is the final step of your G Suite setup and you can complete it by adding your domain and website names. Move to the setup screen where you can add more people.

        You can create more email accounts for different departments and employees. Simply click on the I have added all user email addresses and then Next.

        You can even add or create new user accounts later.

        If your G Suite lies on the existing domain name, then you would need to verify the domain name. An HTML code snippet will help you to verify this.

        Your ownership can also be verified by uploading an HTML file with FTP file manager or client on to the website through the dashboard. Use MX record in case you do not have a website. Lets assume you already have a WordPress blog.

        It would need you to switch to the admin area in WordPress with a new browser tab. Install and activate the plugin of Insert Header and Footer. Before that, you need to install a WordPress Plugin.

        After activation, paste the HTML code of the G Suite from Settings> Insert Header and Footer under the Scripts in Header. Save to store these settings.

        Now, go back to the setup screen of Gmail account and then check the tab with I added the meta tag to my homepage.

        Next, you need to add MX record entries if you already have a domain name. If you have a registered domain name in Google, you do not need MX records.

        Moreover, your emails will be restricted to your domain name if you are not registered with Google.

        Read Also: How To Find Email In Archive

        How Do I Set Up Email Forwarding

        Email forwarding is useful in a few different scenarios:

        • When you want to forward your emails to a third-party email client, as described in the section above .
        • When you set up a new email address and want to forward all emails that go to your old address to your new inbox.
        • When you want all the emails from a certain web form or departmental-level email addresses to go to the inboxes of all relevant contacts.
        • When someone in your company leaves and you want all their emails to go to someone else in the company.

        Setting up email forwarding is generally pretty simple. You can either do it in your cPanel, or in your email client .

        Keep Things Easy To Remember

        With so many people conducting business via the tiny screens of their mobile devices, misspelling an address is common, even if its something that would generally seem easy to spell correctly.

        If you require your business contacts to remember something with a long string of letters and numbers, they may find its too difficult to contact you and move on to someone with an easier address.

        Read Also: How Do I Recover Permanently Deleted Emails From Aol

        People Are More Likely To Open Emails From Sources They Recognize

        69% of people say who an email comes from is a big part of whether or not they decide to open it.

        If someone is expecting to hear from a business called Acme, and gets an email from their mind wont immediately connect the two. And with how much spam clutters the typical inbox, when a person doesnt recognize the source of an email, its that much more likely to end up in the trash folder.

        When you use a business email address, even if a customer doesnt know you personally, theyll still be able to recognize that your email is coming from a brand they know. That email from is going to look more legitimate and worthy of their time. Any trust or awareness they have for the business will extend to an email that shares its branding.

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