Setting Up Business Emails (info@yourdomain.com)

A professional business email address like info@yourdomain.com or contact@yourbusiness.com significantly boosts your credibility and makes your tradesmen business look more established and trustworthy.

Why Business Emails Matter

Professional Credibility

• Looks established - Shows you're a serious business, not just a side gig
• Builds trust - Customers trust businesses with custom domain emails more
• Brand recognition - Your domain name reinforces your brand
• Separation - Keeps business and personal emails separate

Better Than Free Emails

While free emails work, business emails:

• Look more professional in customer communications
• Help you stand out from competitors using Gmail/Hotmail
• Can be forwarded to your personal email if needed
• Are easier for customers to remember

Prerequisites

Before setting up business emails, you need:

1. A domain name - Your website domain (e.g., yourbusiness.com)
2. Domain hosting/email service - Usually provided by your domain registrar or hosting company
3. Email hosting plan - May be included with hosting or separate

Step-by-Step Setup Guide

Step 1: Choose Your Email Provider

Most domain registrars and hosting companies offer email hosting. Common options include:

Popular Email Hosting Providers:

• Google Workspace (formerly G Suite) - Professional Gmail with your domain
• Microsoft 365 - Outlook with your domain
• Your hosting provider - Often included with web hosting (cPanel, Plesk, etc.)
• Your domain registrar - Many offer email hosting (e.g., GoDaddy, Namecheap, 123 Reg)

Cost considerations:

• Some hosting plans include free email accounts
• Dedicated email services typically cost £3-10/month per mailbox
• Google Workspace: ~£5/month per user
• Microsoft 365: ~£5/month per user

Email Provider Pricing Comparison

Provider	Price per Mailbox	Storage	Included Features	Best For
cPanel (Hosting Email)	Free* (included with hosting)	250MB - Unlimited	Webmail, IMAP/POP3, Basic features	Existing hosting customers
GoDaddy Email	£3-8/month	10GB - 25GB	Webmail, Mobile apps, Calendar	GoDaddy domain owners
Namecheap Private Email	£1-2/month	5GB - 10GB	Webmail, IMAP/POP3, Basic features	Budget-conscious users
123 Reg Email	£2-5/month	1GB - 10GB	Webmail, IMAP/POP3, Basic features	UK-based businesses
Google Workspace	~£5/month	30GB	Full Gmail, Drive, Calendar, Docs	Professional Gmail users
Microsoft 365	~£5/month	50GB	Outlook, Office apps, OneDrive	Microsoft ecosystem users

Notes:

• *cPanel email is usually free when included with web hosting plans
• Prices are approximate and may vary by region and plan
• Some providers offer discounts for annual payments
• Storage limits may increase with higher-tier plans
• Google Workspace and Microsoft 365 offer more features but cost more per mailbox

Step 2: Recommended Email Addresses to Create

Before you start, decide which email addresses you want to create:

1. info@yourdomain.com - General enquiries

   • Most common and professional
   • Use for website contact forms

2. contact@yourdomain.com - Contact form submissions

   • Alternative to info@
   • Good for customer enquiries

3. quotes@yourdomain.com - Quote requests

   • Dedicated email for pricing enquiries
   • Helps organize quote requests

4. yourname@yourdomain.com - Personal business email

   • Use your name for direct customer communication
   • More personal than generic addresses

Provider-Specific Setup Instructions

Choose your provider below for detailed step-by-step instructions:

cPanel (Most Common Hosting Control Panel)

cPanel is used by many hosting providers including Bluehost, HostGator, SiteGround, and many others.

Step 1: Log Into cPanel

1. Go to your hosting provider's website
2. Log into your hosting account
3. Find and click "cPanel" or "Control Panel" link
   • Usually found in your account dashboard
   • May be at yourdomain.com/cpanel or a specific URL provided by your host
4. Enter your cPanel username and password (usually same as hosting account)

Step 2: Find Email Accounts Section

1. In cPanel, scroll down to find the "Email" section
2. Click on "Email Accounts" icon
   • Icon usually shows an envelope or email symbol
   • Located in the Email section of cPanel

Step 3: Create Your Email Account

1. On the Email Accounts page, you'll see a form at the top
2. Email: Enter the part before @ (e.g., for info@yourdomain.com, enter info)
   • The domain dropdown should already show your domain
   • If you have multiple domains, select the correct one
3. Password:
   • Click "Generate" for a random password, or
   • Enter your own strong password (at least 12 characters)
   • Confirm the password in the "Password (Again)" field
4. Mailbox Quota:
   • Leave as default (usually 250MB or unlimited)
   • Or set a specific limit (e.g., 1000 MB = 1GB)
5. Click the "Create" button (usually blue button at bottom of form)

Step 4: Access Your Email

After creation, you'll see options to:

1. Access Webmail:

   • Click the "Check Email" button next to your new email
   • Or go to webmail.yourdomain.com in your browser
   • Choose between Roundcube, Horde, or SquirrelMail (Roundcube recommended)

2. Configure Email Client:

   • Click "Configure Mail Client" link
   • You'll see IMAP/POP3 settings for setting up on your phone/computer

Step 5: Create Additional Email Addresses

1. Repeat Step 3 for each email address you want to create
2. Create: info@, contact@, quotes@, and yourname@ as needed

Note: cPanel email accounts are usually included free with hosting plans.

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GoDaddy

Step 1: Log Into GoDaddy Account

1. Go to godaddy.com
2. Click "Sign In" (top right)
3. Enter your GoDaddy username/email and password
4. Click "Sign In"

Step 2: Access Email & Office Dashboard

1. After logging in, click "My Products" (top menu)
2. Scroll down to find your domain
3. Click "Email & Office Dashboard" next to your domain
   • Or click "Manage" and then select "Email"

Step 3: Create Email Account

1. In the Email & Office Dashboard, click "Create" or "Add" button
2. Select "Create Email Account" or "Add Email"
3. Email Address:
   • Enter the part before @ (e.g., info for info@yourdomain.com)
   • The domain should already be selected
4. Password:
   • Enter a strong password (at least 12 characters)
   • Confirm password
   • Or click "Generate Password" for a secure random password
5. Storage:
   • Select storage amount (usually 10GB or 25GB options)
   • Or choose "Unlimited" if available
6. Click "Create" or "Continue" button

Step 4: Access Your Email

1. After creation, you'll see your email in the list
2. Click "Set Up" or "Open" next to your email
3. Choose how to access:
   • Webmail: Click "Open in Webmail" (workspace.com)
   • Mobile: Click "Set Up on Mobile" for device setup instructions

Step 5: Create Additional Email Addresses

1. Click "Add" or "Create" again
2. Repeat Step 3 for each email address
3. GoDaddy typically charges per mailbox (check your plan)

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Namecheap

Step 1: Log Into Namecheap

1. Go to namecheap.com
2. Click "Sign In" (top right)
3. Enter your username and password
4. Click "Sign In"

Step 2: Access Email Hosting

1. In your account dashboard, click "Domain List" (left sidebar)
2. Find your domain and click "Manage" button
3. Scroll down to "Email" section
4. Click "Create Email Account" or "Add Email"

Step 3: Create Email Account

1. Email Address:
   • Enter the part before @ (e.g., info for info@yourdomain.com)
   • The domain should be pre-filled
2. Password:
   • Enter a strong password (at least 12 characters)
   • Confirm password
   • Use the password strength indicator
3. Mailbox Size:
   • Select storage (usually 5GB, 10GB, or unlimited options)
   • Or leave as default
4. Click "Create" or "Save" button

Step 4: Access Your Email

1. After creation, your email will appear in the list
2. Click "Access Webmail" next to your email
   • Opens webmail interface at webmail.privateemail.com
3. Or click "Email Settings" for IMAP/POP3 configuration details

Step 5: Create Additional Email Addresses

1. Click "Create Email Account" again
2. Repeat Step 3 for each email address
3. Namecheap's Private Email service is typically £1-2/month per mailbox

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123 Reg (UK Provider)

Step 1: Log Into 123 Reg

1. Go to 123-reg.co.uk
2. Click "Sign In" (top right)
3. Enter your email/username and password
4. Click "Sign In"

Step 2: Access Email Management

1. In your account dashboard, click "My Products" or "Domains"
2. Find your domain and click "Manage" or the domain name
3. In the domain management page, click "Email" tab (top menu)
4. Click "Create Email Address" or "Add Email" button

Step 3: Create Email Account

1. Email Address:
   • Enter the part before @ (e.g., info)
   • The domain should be pre-selected
2. Password:
   • Enter a strong password (at least 12 characters)
   • Confirm password
3. Mailbox Size:
   • Select storage option (usually 1GB, 5GB, or 10GB)
4. Click "Create Email Address" or "Create" button

Step 4: Access Your Email

1. After creation, click "Access Webmail" next to your email
   • Usually at webmail.123-reg.co.uk
2. Or use the "Email Settings" link for IMAP/POP3 details

Step 5: Create Additional Email Addresses

1. Click "Create Email Address" again
2. Repeat Step 3 for each email address
3. 123 Reg typically charges per mailbox (check pricing)

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Google Workspace

Step 1: Sign Up for Google Workspace

1. Go to workspace.google.com
2. Click "Get Started" or "Start Free Trial"
3. Enter your business information:
   • Business name
   • Number of employees (select appropriate)
   • Your name
   • Your email address (temporary - will be replaced)
4. Click "Next"

Step 2: Verify Domain Ownership

1. Enter your domain name (e.g., yourbusiness.com)
2. Click "Next"
3. Google will ask you to verify domain ownership
4. Choose verification method:
   • Option 1: Add TXT record (recommended)
     • Copy the TXT record Google provides
     • Go to your domain registrar (GoDaddy, Namecheap, etc.)
     • Add the TXT record to your DNS settings
     • Wait 5-10 minutes for verification
   • Option 2: Upload HTML file (alternative)
     • Download the HTML file Google provides
     • Upload to your website's root directory
5. Click "Verify" in Google Workspace

Step 3: Set Up Email (MX Records)

1. After verification, Google will show MX records to add
2. Go to your domain registrar's DNS settings
3. Delete existing MX records (if any)
4. Add Google's MX records (usually 5 records):
   • Copy each MX record from Google
   • Add to your DNS settings
   • Priority and hostname values are provided by Google
5. Wait 24-48 hours for DNS propagation (usually works faster)

Step 4: Create Your First User (Email Account)

1. In Google Workspace admin console, click "Users" (left sidebar)
2. Click "Add new user" or "+" button
3. First name: Enter your first name
4. Last name: Enter your last name
5. Primary email:
   • Enter the part before @ (e.g., info for info@yourdomain.com)
   • The domain should be pre-selected
6. Password:
   • Enter a strong password
   • Or click "Generate secure password"
7. Click "Add New User" or "Create"

Step 5: Create Additional Email Addresses

1. Click "Users" → "Add new user" again
2. Repeat Step 4 for each email address:
   • contact@yourdomain.com
   • quotes@yourdomain.com
   • yourname@yourdomain.com

Note: Each user costs ~£5/month. You can also create email aliases (free) that forward to your main account.

Step 6: Access Your Email

1. Go to mail.google.com
2. Sign in with your new email (e.g., info@yourdomain.com)
3. Use your Google Workspace password
4. You'll see the familiar Gmail interface with your domain email

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Microsoft 365

Step 1: Sign Up for Microsoft 365

1. Go to microsoft365.com
2. Click "Get Started" or "Buy Now"
3. Choose "Microsoft 365 Business" plan
4. Select the plan (usually "Business Basic" or "Business Standard")
5. Click "Buy Now" or "Start Free Trial"

Step 2: Create Your Account

1. Enter your business information:
   • Business name
   • Your name
   • Email address (temporary)
   • Phone number
2. Click "Next"
3. Create a Microsoft account password
4. Verify your email/phone number

Step 3: Add Your Domain

1. In Microsoft 365 admin center, click "Setup" → "Domains"
2. Click "Add domain"
3. Enter your domain name (e.g., yourbusiness.com)
4. Click "Next"
5. Microsoft will verify domain ownership:
   • Option 1: Add TXT record (recommended)
     • Copy the TXT record
     • Add to your domain registrar's DNS settings
     • Wait for verification (5-10 minutes)
   • Option 2: Sign in to your registrar (if supported)
     • Microsoft can automatically add the record

Step 4: Set Up Email (MX Records)

1. After domain verification, Microsoft will show MX records
2. Go to your domain registrar's DNS settings
3. Delete existing MX records (if any)
4. Add Microsoft's MX records:
   • Copy each MX record from Microsoft
   • Add to DNS settings
   • Priority and hostname values provided
5. Wait 24-48 hours for DNS propagation

Step 5: Create Your First Mailbox

1. In Microsoft 365 admin center, click "Users" → "Active users"
2. Click "Add a user" or "+" button
3. First name: Enter your first name
4. Last name: Enter your last name
5. Username:
   • Enter the part before @ (e.g., info)
   • The domain should be pre-selected
6. Password:
   • Enter a strong password
   • Or click "Generate password"
7. Roles: Leave as "User" (or select "Admin" if needed)
8. Click "Add" or "Create"

Step 6: Create Additional Mailboxes

1. Click "Add a user" again
2. Repeat Step 5 for each email address:
   • contact@yourdomain.com
   • quotes@yourdomain.com
   • yourname@yourdomain.com

Note: Each mailbox typically costs ~£5/month. You can create email aliases (free) that forward to your main account.

Step 7: Access Your Email

1. Go to outlook.com
2. Sign in with your new email (e.g., info@yourdomain.com)
3. Use your Microsoft 365 password
4. You'll see Outlook webmail with your domain email
5. Or download Outlook app for desktop/mobile

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Additional Configuration Steps

After creating your email accounts, follow these steps:

Basic Configuration

1. Set up email forwarding (optional)

   • Forward info@ to your personal email
   • Allows you to check business emails from any account
   • Useful if you don't want to check multiple inboxes

2. Configure auto-reply (optional)

   • Set up an "Out of Office" message
   • Let customers know when you'll respond
   • Example: "Thanks for your email. I'll respond within 24 hours."

Email Client Setup (Optional)

If you want to use Outlook, Apple Mail, or another email client:

IMAP Settings (recommended):

• Incoming server: mail.yourdomain.com or imap.yourdomain.com
• Port: 993 (SSL) or 143 (non-SSL)
• Outgoing server: smtp.yourdomain.com
• Port: 465 (SSL) or 587 (TLS)
• Username: Your full email address
• Password: Your email password

Your email provider will give you exact settings - check their documentation or support.

Set Up Email on Your Phone

For iPhone (iOS):

1. Go to Settings → Mail → Accounts → Add Account
2. Select "Other" → "Add Mail Account"
3. Enter your name, email, password, and description
4. Choose IMAP or POP
5. Enter incoming/outgoing server details from your provider

For Android:

1. Open Gmail app (or email app)
2. Tap menu → Settings → Add account
3. Select "Other"
4. Enter your email and password
5. Enter server settings from your provider

Tip: Many providers offer mobile setup guides specific to your email service.

Test Your Email

1. Send a test email from your business email to your personal email
2. Reply from your personal email to your business email
3. Check that emails are being received and sent correctly
4. Test on both computer and phone

Email Forwarding Setup

Why forward emails:

• Check all business emails from your personal Gmail/iPhone
• Don't need to log into multiple accounts
• Centralize all communication

How to set up forwarding:

1. Log into your email hosting control panel
2. Find "Email Forwarding" or "Forwarders"
3. Set info@yourdomain.com to forward to yourpersonal@gmail.com
4. Choose whether to keep a copy in the original inbox

Note: When replying, make sure you're replying from the business email, not your personal email.

Best Practices

Email Address Naming

✅ Good choices:

• info@yourdomain.com
• contact@yourdomain.com
• john@yourdomain.com (your name)
• quotes@yourdomain.com

❌ Avoid:

• sales@ (too corporate for tradesmen)
• admin@ (too technical)
• test@ or demo@ (unprofessional)
• Numbers like info1@ (looks unprofessional)

Security

1. Use strong passwords - At least 12 characters, mix of letters, numbers, symbols
2. Enable two-factor authentication - If your provider offers it
3. Don't share passwords - Each team member should have their own account
4. Regular backups - Check if your provider backs up emails

Professional Communication

1. Respond within 24 hours - Even if just to acknowledge receipt
2. Use clear subject lines - Help customers identify your emails
3. Professional signature - Include your name, business, phone, website
4. Check spam folder - Important emails sometimes get filtered

Troubleshooting

Emails Not Sending

Common issues:

• Check SMTP settings are correct
• Verify password is correct
• Check if outgoing port is blocked (try 587 instead of 465)
• Contact your email provider support

Emails Not Receiving

Common issues:

• Check spam/junk folder
• Verify MX records are set correctly
• Check email account password is correct
• Verify forwarding settings if using forwarding

Can't Access Email

Try:

• Reset password through your hosting control panel
• Access webmail directly (usually webmail.yourdomain.com)
• Check email provider's status page for outages
• Contact support

Email Signature Template

Create a professional email signature:

John Smith
ABC Plumbing Services
Phone: 01234 567890
Mobile: 07123 456789
Email: john@abcplumbing.com
Website: www.abcplumbing.com

[Optional: Add your logo or social media links]

Key Takeaways

✅ Business emails build credibility - Essential for professional tradesmen

✅ Create multiple addresses - info@, contact@, quotes@ for different purposes

✅ Set up on phone - Check emails on the go

✅ Use forwarding if needed - Centralize emails in one inbox

✅ Respond promptly - Professional communication builds trust

✅ Secure your accounts - Strong passwords and 2FA when available

Next Steps

1. Choose your email provider - Check if your hosting includes email or choose a dedicated service
2. Create your email addresses - Start with info@yourdomain.com
3. Set up on your devices - Configure email on phone and computer
4. Test everything - Send and receive test emails
5. Update your website - Use your new business email on contact forms and pages
6. Update business cards - Print new cards with your professional email

Remember: Professional business emails are an investment in your brand. They show customers you're serious about your business and help build trust and credibility.