Addressing A Professional Email – How To
A number of web hosting providers like Certa provide the facility to host your email address. For a small business owner, it may seem not very important or unnecessary since it’s a lot easier to use your Gmail or Outlook email address instead. Here are some of the reasons why you should consider changing your business email address.
First impressions
Free email services are good for personal use however, they may come across as unprofessional for business uses. A branded email shows the world your company is established and professional. A generic email may make your company come across as inexperienced – or raise doubts on whether you’re a real company at all. When you use a branded email, it shows your customers/clients serious about your business.
Promote Brand Awareness
The best benefit of using branded email is every time you send out an email, you’re promoting your business, not Gmail or Hotmail. It’s a valuable, cost-efficient way to market your company without having to spend a lot of money. If you, like many other small businesses, think that branding was only meant for large enterprises with big advertising budgets, think again. You’re never too small to start building your brand, and you can get started today with branding your email.
A generic email address can show your business is new, or small, or part time. Having a branded email creates a more “corporate image” and can help prevent awkward situations where potential clients may not take you seriously. Additionally, setting up multiple email addresses for different parts of your business will support that established, professional image you need like: Typos are quite common and lead to missed opportunities since your customer might end up emailing an address that does not belong to you. You should double or triple check your email address on products, especially business cards, posters and other offline channels.
Credibility and Trust
Scammers or hackers are out there and wanting to get as many peoples personal information as possible. This means many consumers are not comfortable emailing personal information to a nonprofessional email address like [email protected] When you have a branded email address, you’re providing a sense of security and reassurance to your customers that your business is legitimate. You should associate the name of your business to your professional email address this adds interest to potential clients. Can you just imagine receiving an email from [email protected] instead of [email protected]? The chances are it will remain unopened or ignored because it is not a trusted email address. Your professional email address can be an easy recognition of your company. Customers will also start to remember the name of your business which builds brand awareness and trust.
Having your own custom business email address gives you control and organises your system. You can easily create email addresses for new employees in your company and gives you the convenience of monitoring the inactive ones. For example, if your business has 20 employees instead of having generic email addresses like info, accounts, shop etc. You can have personalised emails for employees to contact clients, this makes your company not only look professional but show there are real people behind the scenes.
Catch-all emails
Typos in email addresses are a lot more common than expected. An email hosting service with the catch-all feature enabled ensures that even email addresses that were not marked to the intended recipient get delivered to the admin or any other designated user. This way, no inbound inquiry is lost in transit.
You should make sure you have sufficient storage space. As a business, you do not want to lose past messages or documentation records with your customers. This is necessary from both a marketing and legal perspective. Pick an email the host that provides storage and backup facilities that suit your requirements.
Security is very important, and you should pick a hosting service that takes email security seriously. The most established form of security is TLS (Transport Layer Security) which is used by common email hosting providers. TLS encrypts the data that is transmitted between the email server and the client and prevents intrusion from any third party users. Other forms of security include Bitmessage, PGP (Pretty Good Privacy), OpenPGP, GPG (GNU Privacy Guard) and S/MIME.
Spam Filter
While catch-all email addresses make sure that all inbound inquiries are attended to, they also lead to excessive spam. Unsolicited emails clutter your inbox, take up unnecessary storage space and drastically bring down the productivity of your team. An effective spam filter makes sure that all unsolicited emails are caught before it reaches the inbox of your users. Spam
The POP protocol lets you download the email from the remote server to your local device. This is one-way transmission which means that if your users access their email from multiple devices like their laptop, smartphone and tablet, their actions from one device does not impact the experience on the other device. You are required to mark emails as read or delete them separately on each of your devices. IMAP is a two-way communication and stores the actions taken from one device (like your laptop) on the remote server. This synchronises your experience across various devices. If you have a business email that is shared by various employees (support email, for example), it is important to pick a host with IMAP facility lest you have the same email responded to by multiple users from your team.
Inexpensive and Easy
You can set up a branded email address with minimal effort at a reasonably low cost. The great advantage of registering a domain name now is how it can grow with your business – use it for your branded email today and for your website in the future. From only £8.39 p/m inc. VAT you can have access to your professional premium email with 3 mailboxes, 1GB storage. Or if you are looking for Exchange email, it starts from £12.00 p/m inc. VAT with 50GB mail box size. All include anti-spam and virus filtering, webmail, Pop 3 & IMAP, catch all email, auto responders and more features.
Collaborate with your team
Professional email addresses powered by solutions like Office365 typically come bundled with other features like shared calendars which make collaborating with your colleagues much easier. You can send and manage meeting requests, view your workmate’s calendars and check their availability, and even hold virtual meetings and work on shared documents at the same time using these kinds of tools. While on the surface you might appear to be saving money by using a free email address for your business, you’ll often find it’s costing you dearly in other ways like consumer confidence, your business’s credibility, and even in productivity. Professional email solutions through Office365 are available from £5.99 for essentials, £9.59 for business or £11.99 for business premium. (All prices are per month and including VAT). These all include SharePoint and OneDrive Storage, choice of mailboxes, online apps like Word, Excel and PowerPoint, email storage and shared email, calendars, contacts and tasks. Email hosting Using a professional email hosting service gives you peace of mind. You are able to focus on your business while the email hosting provider manages your email service. Most email hosting providers offer a great set of webmail features include:
  • Unlimited aliases,
  • Unlimited Forwarders,
  • Autoresponders,
  • Large attachments,
  • spam/virus protection,
  • Mail rules,
  • IMAP/POP3,
  • Online storage,
  • Calendars,
  • Mailing lists,
  • Whitelists & Blacklists,
  • Backups,
  • Archiving,
  • Folder management,
  • Contacts management, etc.
You are able to access your email from anywhere using webmail. Professional email hosting service is very affordable and eliminates the need for in-house email servers and IT people to manage those email servers.

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