Create a Professional Email Address in 4 Easy Steps
Elizabeth Kraus has more than a decade of first-hand experience building and growing a boutique digital marketing agency and double that in small and mid-size business marketing management. She provides expert answers to marketing questions related to branding, content marketing, web development, email, social media, and SEO.
Ralph has a background in law and over 5 years of experience in writing and social media management disciplines ranging from SEO, affiliate marketing, and geographical marketing for clients in the USA, Singapore, Malaysia, and Thailand.
This article is part of a larger series on Business Email.
Professional email addresses set you and your business apart. While the process of how to create a professional email address might seem technical, it is actually really simple. First, pick an email service provider and choose a business domain name. Next, decide on the format you want for your company’s email addresses, and then create one or more for your business.
Need more insight before you start setting up professional email addresses? Learn everything you need to know in our comprehensive business email guide.
1. Choose a Provider
To create a professional email address, you’ll need some type of email service provider. There are a wide variety of services available, but your best choice depends on your budget and business needs. For example, think about whether you want the ability to access business emails mainly from desktop computers or if you will also need mobile and web-based access, and which email client you plan to use (e.g., Gmail or Outlook).
To help, we narrowed it down to top options based on features small businesses need as well as the best value for the money:
- Bluehost: Best for businesses that need a free domain, multiple email addresses, and a WordPress website in an all-inclusive solution from $2.95 per month
- Google Workspace: Most popular option for businesses that need productivity and collaboration tools in addition to a professional email address
- Zoho Mail: Best for businesses that need free email addresses
- Microsoft 365: Business-class email software for those wanting advanced tools and automations, and those using Microsoft Office productivity and collaboration software
- IONOS: Best choice for companies wanting cheap email hosting with a free domain starting at $1 per month
To find the best professional email service provider for your small business, click the tabs below and learn more about each of the providers.
Bluehost Web Hosting With Free Email Addresses
| PROS | CONS |
|---|---|
| Plans from $2.95 per month all-inclusive of email and web hosting, SSL certificate, domain, and a WordPress website builder | No monthly payment option and fairly steep price increase after the first year with annual plans |
| From 5 to unlimited free email accounts in hosting plans | Getting the lowest long-term pricing requires a 36-month contract |
| Free domain name included for the first year | Some technical expertise required to connect to third-party email providers |
| Connects to your preferred business email provider, such as Gmail or Outlook | |
If you plan to build a WordPress website, you can set up from five to unlimited email addresses for free with Bluehost web hosting plans. Bluehost is a top WordPress-recommended web hosting platform, and you get web hosting starting from $2.95 a month with a free domain and SSL certificate, five free email accounts, and a WordPress website builder. Learn how easy it is to set up Bluehost webmail and use it for your business email.
With Bluehost, your WordPress website can be live on the web for around $3 a month, complete with custom business email accounts. If you need more email addresses, upgrade one tier to the Plus plan and get unlimited email addresses. For more details, read our expert Bluehost review.
Google Workspace for Gmail Business Email
| PROS | CONS |
|---|---|
| You register your domain in the checkout process so it’s automatically connected to your email | Plans don’t include a free domain, unlike Bluehost and IONOS |
| Plans start at $6 per user, per month and include business productivity and collaboration tools (e.g., Google Docs, Sheets, Slides, and more) | While value-packed, it’s not as cheap as Zoho Mail, IONOS, or Bluehost |
| Reliable, secure, and feature-packed | |
Google Workspace enables you to host your business email on Gmail using your own domain name. If you don’t have a domain yet, you can get it directly from Google during the account setup process. When you do, it’s automatically connected to your account, making it even easier to set up professional email addresses on your domain.
Pricing starts at $6 per user, per month, and it’s best for those who want business email addresses along with the complete suite of Google Workplace business collaboration and productivity tools. Ready to get started? Get step-by-step instructions on how to create a Gmail email for professional use.
Zoho Mail for 5 Free Professional Email Accounts
| PROS | CONS |
|---|---|
| Create up to five free professional email addresses | Doesn’t include a free domain like Bluehost or IONOS |
| Marketing tools included | Very limited storage (just 25MB) in the free version |
| Best for startups or budget-conscious businesses that don’t use email heavily | |
| Workplace plans from $3-$6 per user/month with 40-200GB storage, team collaboration tools, video conferencing, and productivity apps | |
Businesses on a budget that need free professional email addresses should check out Zoho Mail. While you need to get a domain name separately, Zoho Mail allows you to create up to five free business email accounts on your domain. If you need more email addresses or higher storage limits, Zoho Mail offers paid plans for as low as $1 per email address, per month, making it a low-cost alternative to providers like Microsoft 365 and Google Workspace.
Zoho Mail’s Workplace plans range from $3 to $6 per user, per month. Plans come with both individual and shared storage, and Professional subscribers get email attachments up to 1GB. This is a must for creative freelancers and companies that send large files (e.g., construction, architects, marketing agencies, real estate, and others). Workplace plans also include Zoho Office’s productivity and collaboration tools and video conferencing.
Want to get started with Zoho Mail? Set up your free addresses by following our step-by-step instructions on how to create a Zoho email for free.
Microsoft 365 for Outlook Business Email
| PROS | CONS |
|---|---|
| Secure, business-class email in plans starting from $6 per month with web and mobile versions of the Outlook email client | More expensive than getting email through Bluehost, Zoho Mail, or IONOS |
| Starting plan comparable to Google Workspace includes business productivity and collaboration software and video conferencing | Desktop apps aren’t included unless you upgrade to Business Standard at $12.50 per month |
| Advanced email management tools, scheduling tools, and email automation capabilities | A free domain isn’t included like with IONOS and Bluehost |
| Basic plan has more storage (1TB) per user than Google Workspace (30GB) and higher video conferencing caps (300 vs 100 participants) | |
The Outlook email client is included with all Microsoft 365 plans. It’s the best option for companies that want built-in advanced business email tools and automations. You can schedule emails to go out in advance, share calendars with your team, create and manage tasks from Outlook, and create templates to streamline repetitive emails used for things like lead generation and nurturing, employee onboarding, and more.
Find out how to set up your Outlook email address and learn more about the unique features enjoyed by Outlook business email users. Choosing between Gmail and Outlook? Get everything you need to decide in our head-to-head Gmail vs Outlook comparison.
IONOS Email Hosting With a Free Domain
| PROS | CONS |
|---|---|
| A free domain is included with your email hosting plan | Basic plan only includes 2GB of storage, which is fairly limited, especially compared to Microsoft 365 (1TB per user in Basic plan) |
| Plans start at $1 per month and are scalable with additional email addresses and storage | |
| Gmail and Outlook email plans in addition to standard IONOS email hosting plans | |
You can get a professional email address with IONOS email hosting or web hosting plans. Email hosting starts at $1 per user, per month and includes a free domain, making it a cheap email hosting provider for startups and small businesses. Plans are also scalable in that you can add more storage and email addresses to each one.
IONOS offers the widest range of plan options in terms of how to create a professional email address. It has three standard business plans ranging from $1 to $5 per month, Google Workspace (Gmail) plans, Microsoft 365, and Microsoft Exchange plans. You can also add email archiving and eDiscovery to ensure your data is protected and restorable starting from $2.50 per month.
Still not sure which is the best choice for you? Get the full breakdown of different email service providers, including what features they offer, storage amounts, security features, customer service, and more, in our review of the best email providers.
2. Get a Domain for Professional Email Addresses
The next step on how to create a professional email address after choosing a provider is getting a domain name (if you don’t already have one). As with email providers, there are many options for getting a domain, including getting a free domain through your preferred web host or an email hosting plan.
- Free domain with hosting: Web hosts like Bluehost and IONOS and all-in-one site builders like Squarespace and Wix include a free domain for the first year in paid plans. Before buying a domain name separately, check to see if a free domain name comes in the plan you subscribe to (or plan to use) for hosting and building your website.
- Domain with email client or hosting: If you go for Google Workspace, you can get a domain name when you register for an account. However, if you plan to use the Outlook email client through Microsoft 365 or take advantage of free professional emails through Zoho Mail, you must purchase a domain separately. Alternatively, you can get a free domain with IONOS email hosting plans.
- Buy from a domain name registrar: You can purchase a domain name directly from a domain name registrar like Domain.com or Google Domains. Then, connect your domain to your email client and web hosting service. To choose one, check out our list of the best domain name registrars.
If you’re struggling to find an available domain name, you’re not alone. It can be very difficult to find one that’s both available and ideal for your business. To help, check out this article for guidance on choosing a domain name.
3. Choose a Professional Email Format
When you create a professional email address, you’ll need to choose a format for the email’s username and display name. The username is the first portion of the email address, such as the “JDoe” of “[email protected]” The display name is what the recipient sees, such as “John Doe.” It’s important since you want to be consistent in using a standard email format for all company email accounts for branding and organization.
Common Business Email Formats
Username Format | Example: John Doe |
|---|---|
First name only | |
Last name only | |
First name, last initial | |
First initial, last name | |
Full name (first and last) | |
Generic or departmental inbox name |
When choosing an email username format, consider your company’s size and the perception you want to make. For example, using only a first name is nearly impossible for large companies and may give the impression that a business is small. For more tips, check out our article on professional email address ideas.
Common Email Display Name Formats
Display Name Format | Example: John Doe |
|---|---|
Full name (first and last) | John Doe |
First name and company | John @ Super Pets Supply |
Company name | Super Pets Supply |
Outside of generic inboxes (e.g., [email protected]), we recommend that businesses use an email format that includes the first and last name of the sender. Learn more about how to create a custom email address.
4. Make Professional Email Addresses for Employee & Website Use
Now that you have all of the tools and information needed to create a professional email address, it’s time to get to the next level. In addition to email addresses for your company’s employees, you may also want to create generic or shared email accounts for teams or departments. Examples include email addresses for customer support, sales, recruiting, public relations, media contacts, and more, such as:
- General inquiries: e.g., [email protected], [email protected], [email protected], [email protected], [email protected]
- Customer service: e.g., [email protected], [email protected], [email protected], [email protected]
- Sales: e.g., [email protected], [email protected], [email protected], [email protected]
- Marketing: e.g., [email protected], [email protected], [email protected]
- Human resources: e.g., [email protected], [email protected], [email protected]
When displaying an email address on your website, use a generic email address like “[email protected]” or “[email protected]” It looks more professional and helps reduce spam to individual inboxes by keeping them private. Once you have created a generic email address, be sure to set up email forwarding or access to a shared inbox so that incoming emails from prospects and customers aren’t missed.
Email forwarding automatically sends emails sent to the generic inbox to a specific person or a group of people, such as a department. It will be set up directly through your email provider, so steps will vary. Alternatively, managing a shared inbox is made easier when you use a professional email tool to delegate incoming mail, such as Spike.
Frequently Asked Questions (FAQs)
How can I make a professional email for free?
It is uncommon to find a truly free business email option. You can get free business email accounts and a free domain with web hosting plans through providers like Bluehost and DreamHost starting under $3 per month. If you already have a domain, you can set up five free professional email accounts on it using Zoho Mail. Alternatively, you can get your domain free with an email hosting plan through IONOS at $1 per month.
What should I include in my business email signature?
A professional email signature will be used to close out emails you send to colleagues, prospects, vendors, and more. At a minimum, it should include your first and last name, job title, company, website, and contact information.
Many also include a company logo or user photo, a motivational quote or a company tagline or slogan, links to social media accounts, and a call to action, such as “Watch the demo” or “Start your free trial.” Get ideas on what to include and how to design your signature by looking at email signature examples.
Is Gmail a professional email address?
Personal Gmail email addresses, which are free and use the domain gmail.com, are not appropriate for business use. However, Google Workspace (and thus, Gmail) is used by more U.S. businesses than Microsoft 365 (and Outlook). Find out how to use Gmail for business email in our guide, including an easy, four-step setup process.
Bottom Line
Every business needs email accounts that can be set up quickly, easily, and affordably. If you want seamless integration of business email with productivity and collaboration tools, Google Workspace or Microsoft 365 is best. If you plan to build a website using WordPress, the best way to go is through Bluehost, which includes everything you need to get your professional email and website up and running for less than $3 a month.
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