Custom Domain Email Address: Why Your Business Needs It

Key takeaways:  

• A custom domain email sets a professional tone and strengthens brand credibility.
• Using a branded email consistently across communication channels makes your business more memorable to clients and partners.
• Domain-based emails offer better deliverability and advanced security measures.

Did you know that over 75% of customers find a company‐branded email more credible than a generic one? As a business owner, you need every advantage to stand out. A custom domain email is important for building consumer trust and a consistent brand image that cultivates lasting relationships with your audience.

In the following sections, you’ll learn why a professional email is important for business success. You’ll also discover how choosing the right service can boost brand credibility and safeguard your digital communications. 

What is a domain name?

A domain name is your online address. It’s what customers type into their browsers to find your website. Having your own domain name, like yourbusiness.com, makes it easy for customers to find you online.

What is a professional email, and why does it matter?

A professional email is an email address that matches your custom domain, such as [email protected]. This is far more credible than using a free service like Gmail or Yahoo for business communication.

Professional emails help separate your business identity from your personal email, ensuring your communications are seen as more reliable and secure. As previously highlighted, with over 75% of customers trusting a company-branded email over a generic one, making this change can significantly boost your reputation.

How to set up a custom domain email address

Setting up a custom email domain might be intimidating, but it’s a manageable process. Here’s a step-by-step guide to help you create a professional email address for your business:

1. Register your domain name

• Choose a domain. Select a domain name that matches your business name or brand. A short yet memorable domain makes a strong first impression.
• Register your domain. Register your chosen domain with a reputable registrar. Providers like Network Solutions offer packages that include both domain registration and email hosting, simplifying the process.

2. Select an email hosting provider

Once you have your domain, look for an email service that offers advanced security measures, scalability, and integration with other tools. Popular choices include Google Workspace, Microsoft 365, and Zoho Mail.

3. Configure your domain’s DNS settings

While your chosen provider will guide you through the process, here’s a typical breakdown of the steps involved (which may vary per provider):

1. Log in to your domain registrar’s dashboard and navigate to the DNS management section.
2. Look for the Mail Exchange (MX) records and add a new one with the MX configuration of your email service provider. Your email provider will supply the details of the MX records. Once you have set up the MX record, it will direct email traffic to your hosting provider’s mail servers.
3. This extra step improves email deliverability and prevents spoofing. Add Sender Policy Framework (SPF), DomainKeys Identified Mail (DKIM), and DMARC records on the same DNS management page. Your email service provider will also supply the configuration for these records.

4. Create your custom email addresses

Use your email provider’s control panel to create the necessary email accounts. If you’re a small business, create separate addresses for general inquiries, sales, and support.

5. Test and verify the setup

Once everything is configured, wait for at least 90 minutes for the changes to take effect. Then, send test emails from your new account to confirm that messages are delivered correctly. Verify that your emails land in the inbox and aren’t marked as spam.

How to choose the right professional email provider

For secure, reliable, and brand-aligned business communications, choose the right email provider. Consider these key factors among market options:

• Key features. Look for a provider that offers the fundamental tools your business needs. These features may include:
  • Generous storage. Ample storage space for your emails without worrying about limits.
  • Advanced security. Built-in spam filtering, encryption, and two-factor authentication (2FA) to protect your data.
  • Productivity tools. Features like calendars, contacts, and collaboration tools to streamline workflows.
• Scalability. Select a provider that can scale with your business. Prioritize flexible pricing and the option to add more email accounts as your team grows.
• Uptime. Your provider should guarantee minimal downtime to ensure you never miss important emails.
• Security and data privacy. Ensure the provider offers strong security measures and privacy policies to protect your sensitive information.
• Customer support. Choose a provider that offers 24/7 customer support through multiple channels, so you can get help whenever issues arise.
• Pricing. Evaluate cost versus features. While free services seem tempting, investing in a professional solution ensures better security and tools for your business.

Benefits of having a custom domain email

Implementing a custom domain email address enhances your business’s online presence with benefits extending far beyond professionalism. Here’s why you should make the switch:

• It exudes professionalism and credibility. Set your business apart from generic services like Gmail/Yahoo with a custom domain email; it shows professionalism and helps build customer trust.
• It reinforces brand identity. A branded email address makes your business memorable and strengthens your identity across all communication platforms.
• It improves deliverability. Custom emails are less likely to be spam-flagged. Proper authentication (SPF, DKIM, DMARC) ensures messages reach customer inboxes, not junk.
• It provides enhanced security. Custom email, with encryption and 2FA, provides stronger security than free services, protecting your business and clients.
• It allows access to productivity tools. Professional email providers integrate tools like calendars, cloud storage, and document collaboration to streamline workflow and boost team efficiency.
• It supports scalability. As your business grows, it’s easy to add new email accounts and scale your email system to meet your needs without losing your brand identity.
• It builds customer confidence. A professional email address signals legitimacy and security, making customers more comfortable sharing sensitive information.

Best practices for custom domain email addresses  

Beyond a custom domain email, following email best practices is important. This ensures your email communication remains professional, secure, and effective.

Here are some tips:

• Opt for a trusted email hosting service. A trusted hosting service has a history of reliable performance and a reputation for consistent, high-quality support. They have clear service level agreements and a proven record of quickly addressing any technical issues.
• Optimize your DNS settings. Properly set MX, SPF, DKIM, and DMARC records correctly help prevent spam since emails are legitimized. Additionally, regularly review them so they remain up to date with any changes recommended by your email provider.
• Secure your email account. Secure accounts with complex, unique, regularly updated passwords/passphrases and 2FA. Monitor your accounts for unusual login attempts or unexpected changes in account settings.
• Maintain good email hygiene. Clean your mailing list regularly. Remove inactive contacts to reduce the risk of getting blacklisted. Also, prevent spam flags by not sending bulk emails.

Risks of using a generic email address

Using a free email address for your business can leave you exposed to several risks. Here’s why upgrading to a custom domain email is important:

• Increased vulnerability to phishing and spoofing. Without a domain-matched email, you miss out on key security features like SPF and DKIM. These tools protect against email impersonation, phishing attacks, and safeguard your business identity.
• Limited security control. Free email providers offer basic security. But with a custom domain email, you gain control over encryption and 2FA to protect against unauthorized access.
• Complex account management. Managing individual email accounts without a custom domain becomes cumbersome. A domain-based email centralizes account management and permissions, allowing you to control team access.
• Lower deliverability. Generic email addresses are more likely to be flagged as spam. A custom domain email improves your credibility and ensures better deliverability. Your messages will likely reach customers without getting lost in junk folders.
• Compliance and data protection risks. Professional email providers with custom domains offer compliance features like data protection and retention policies for regulations such as General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA). Generic email services lack these safeguards, which can lead to compliance and legal risks.
• Limited backup and recovery options. Free email services offer minimal backup options, risking the permanent loss of important messages. Custom domain email providers offer stronger backup and recovery features to ensure your data is protected.

Gain credibility with a professional email address

A custom domain email is a strategic move that enhances your business’s credibility, security, and communication efficiency. You’re investing in a more reliable communication system that will help you grow your business by switching to professional email.

When you’re set to enhance your online visibility with a professional edge, the right service provider can make all the difference. That’s where Network Solutions comes in. With our easy domain registration, you can quickly secure your business’s unique web address. Additionally, our email hosting service provides you with reliable and secure email accounts.

Secure your custom domain name and email address today with Network Solutions!

Frequently asked questions