Why your email address matters more than you think
“Hi, I’m reaching out from bob@gmail.com about your project” and “Hi, I’m reaching out from bob@smithconsulting.com” create different first impressions. Professional email on your own domain signals that your business is established and that you take it seriously.
The setup is simpler than most people expect and costs about $6–12 per month for the first user.
Step 1: Own your domain
If you don’t already own yourbusinessname.com, buy it first. Google Domains, Namecheap, and GoDaddy all sell domains for $12–20/year. Your business email will be yourname@yourdomain.com, so the domain comes first.
If you already have a website, you likely already own your domain — check with whoever hosts your site.
Step 2: Choose an email provider
Two good options for small businesses:
Google Workspace: $6/user/month (Starter plan). Gives you Gmail with your custom domain, Google Drive, Google Meet, and Google Calendar. Best choice if your team is already comfortable with Google products.
Microsoft 365 Business Basic: $6/user/month. Gives you Outlook with your custom domain, OneDrive, Teams, and web versions of Office apps. Best choice if your team uses Word, Excel, or PowerPoint heavily.
Both are reliable, well-supported, and appropriate for businesses of any size.
Step 3: Connect your domain
After signing up for your chosen provider, you’ll need to verify domain ownership and update your domain’s DNS records. Both Google and Microsoft provide step-by-step instructions specific to your domain registrar — follow those instructions exactly.
The key DNS records to update: MX records (tell the internet where to deliver email for your domain) and a TXT verification record (proves you own the domain). Changes can take 24–48 hours to fully propagate.
Step 4: Set up email accounts
Create accounts for everyone who needs email at your domain. Name format matters for consistency — decide on firstname@domain.com, firstnamelastname@domain.com, or first.last@domain.com before you start.
Also create functional addresses: hello@, support@, info@, billing@ — these can forward to individual inboxes rather than requiring separate paid accounts.
Common mistakes to avoid
Skipping the spam filter setup. Both Google and Microsoft have built-in spam filtering, but make sure it’s enabled and configured. Unfiltered business email gets buried in spam quickly.
Not setting up email on mobile. Configure email on your phone in the first week. The app from your provider (Gmail app or Outlook app) works better than the default phone mail app for business accounts.