Setting Up Your Business Email: A Consultant's Guide
As a freelance IT consultant who's helped dozens of small businesses get off the ground, I've seen firsthand how a professional email address can transform a company's image.
Just last month, I worked with Sarah, a talented florist who was using flowergirl123@gmail.com for her business correspondence. After we set up sarah@bloomsbysarah.com, she saw an immediate improvement in how potential clients responded to her proposals.
Why You Need a Business Email
I'll never forget when one of my earliest clients lost a $50,000 contract because their potential customer thought their personal email address looked "unprofessional." 😥
Since then, I've made it my mission to ensure no small business owner makes the same mistake. A business email address:
Builds credibility with customers
Creates a cohesive brand identity
Protects your personal email privacy
Enables scalability as you add team members
Step-by-Step Setup Guide
1. Choose Your Domain Name
First, you'll need a domain name. I typically recommend business owners:
Keep it short and memorable
Use your business name if possible
Avoid hyphens and numbers
Stick with .com when available (although this is getting more and more difficult to find!)
Pro Tip: I always tell my clients to buy related domain variations to protect their brand. One of my clients didn't, and their competitor snatched up the .net version of their domain.
2. Select an Email Provider
There are three main options I recommend to my clients:
Google Workspace (Formerly G Suite)
Cost: $6/user/month
Best for: Businesses already using Google tools
My Experience: 80% of my clients choose this option. Many people use Gmail for their personal email, and Google Workspace provides the same, familiar interface.
Microsoft 365
Cost: $5/user/month
Best for: Companies heavily invested in Microsoft products
Personal Note: Many years ago, I used this myself for seamless Outlook integration (I've since switched to Google Workspace though).
Custom Email Hosting
Cost: $2-5/user/month. You can usually get your business email setup through your website hosting company, and prices will vary depending on who you are hosting with.
Best for: Budget-conscious businesses
Warning: I've seen more deliverability issues with this option
3. Technical Setup
Here's my tried-and-true setup process:
Configure DNS Records
Type: MX
Host: @
Priority: 10
Value: [Provider's MX Record] I keep a checklist handy because I once forgot to update a DNS record, and my client couldn't receive emails for 24 hours!
You (or your web developer) should be able to add these DNS records wherever your domain's name servers are located.
Pro tip: You would usually also add other DNS records which will help your email addresses be trusted by other email services, such as DKIM and SPF records.
Setup Email Clients
Don't forget to:
Configure desktop applications
Set up mobile devices
Test email flow, by sending and receiving emails from your new email address
Create Email Signatures
It's often a good idea to setup your default email signatures when you first get your email address.
I recommend including:
Full name
Job title
Company name
Contact information
Social media links (optional)
Best Practices
After setting up hundreds of business email accounts, here are my top recommendations:
Create Role-Based Addresses
Consider whether you will want to have different email addresses for different functions within your business, such as:
Setting this up early can be save you a ton of time further down the road, if you decide to hire somebody to manage your customer support for example.
Implement Security Measures
- Enable two-factor authentication
- Use strong passwords
- Regular security audits
Common Pitfalls to Avoid
I've seen these mistakes too many times:
Using Personal Names Only
- 😠 Bad: john@company.com
- 😊 Better: john.smith@company.com
Skipping Spam Filter Setup
One client lost important contracts to their spam folder because we didn't configure filters properly. Even once you have setup your spam filters, it's still a good idea to check in spam every now and then!
Cost Breakdown
Here's a typical first-year cost breakdown for my clients:
Domain registration: $12-15/year
Email hosting: $60-72/user/year
Expect to spend 2 - 3 hours doing this yourself if you are fairly tech-savvy, or engage a consultant for $200 - $500 to help you through it.
Conclusion
Setting up a business email address is an investment in your company's professionalism and future growth. In my years of consulting, I've never had a client regret making the switch to a professional email setup. The key is choosing the right provider and following setup best practices.
If you're considering this upgrade for your business, remember that the initial time investment will pay dividends in credibility and efficiency. As I always tell my clients: your email address is often the first impression you make—make it count.
About the Author: This guide is based on over 7 years of experience helping small businesses establish their digital presence. I've personally overseen the email setup for more than 200 companies across various industries.