When a customer receives an email from yourbusinessname2020@gmail.com, they notice. When it comes from hello@yourbusiness.com, they notice too, but in a better way. Professional email on your own domain is one of the simplest upgrades a small team can make. It looks more established, it is more secure and it keeps your business information under your control.
Why it matters
Trust and credibility
An email address that matches your website tells customers, partners and funders that you are a real, organized business. It also makes phishing and impersonation easier for people to spot, because genuine messages always come from your domain.
Your business owns the accounts
When staff use personal email addresses for work, your customer conversations live in their private inboxes. If someone leaves, those conversations can leave with them. With business email, the organization owns every account. When a staff member moves on, you can keep their mailbox, forward it or hand it over to a colleague.
Better security
Business email platforms let you require two-step sign-in, set password rules and manage access from one admin panel. That is a big improvement over a collection of personal accounts with unknown passwords.
Microsoft 365 or Google Workspace?
Both are solid choices for small teams, and both include much more than email.
- Microsoft 365 includes Outlook, Word, Excel, PowerPoint, Teams, OneDrive and SharePoint. It suits teams that already work with Office documents or want strong admin and security controls.
- Google Workspace includes Gmail, Google Docs, Sheets, Drive and Meet. It suits teams that prefer working in the browser and are already used to Google tools.
The right choice depends on how your team works today. Eligible non-profits may also qualify for discounted or donated plans from either provider.
What setting it up involves
- A domain name, the same one as your website, such as yourbusiness.com.
- Choosing a plan and the number of users.
- Connecting the domain by adding a few settings at your domain provider, so email is delivered to the right place.
- Setting up anti-spam records (known as SPF, DKIM and DMARC) so your emails land in inboxes, not spam folders.
- Creating accounts for each team member, plus shared addresses such as info@ or accounts@.
- Moving old emails from existing accounts, if you want to keep them.
- Setting up phones and laptops so everyone can send and receive straight away.
Done carefully, the switch can happen without losing a single email.
Small tips that make a big difference
- Use shared mailboxes for general addresses like info@, so more than one person can respond.
- Turn on two-step sign-in for everyone from day one.
- Add a consistent email signature with your logo, phone number and website.
- Keep at least two people with admin access, so you are never locked out.
Ready to upgrade?
We set up and manage Microsoft 365 and professional email for small teams, non-profits and churches, including moving your old emails and setting everything up properly from the start. See our Microsoft 365 and email service or request a free consultation.