Despite the rise in online communication technologies such as instant messaging and video calls, email is still the preferred and often most efficient means for conducting business today. Having a professional email address for your business creates the impression that you are a credible and trustworthy company and is key to building trust and confidence in your customers.
In this article, we’ll discuss what a professional email address is, the reasons you should use a professional email for your business, and how to set up a business email for success.
What is a professional email address?
If you run an online business, chances are you will be reaching out to potential or existing clients through email. Since email is often the first touchpoint for your customers, creating a professional email address used solely for business communications is crucial.
After analyzing more than 12 million email address, Hunter.io found the common formats for business email address:
For example, if your name is John Smith and you own Smith Marketing, your professional email address could be firstname.lastname@example.org.
Why you should use a professional email address for your business
Your professional email address reflects your brand and tells potential customers how seriously they should take your business. Here are some reasons you should use a professional email address to build your brand and maintain customer relationships.
Creating a professional image
Setting up a professional email address for your business is one of the best ways to appear credible online. Since your email address is likely the first thing your customers think of when they want to contact your business, it forms a vital part of your brand identity. Using a business email address like email@example.com strikes a more professional tone than using a business email without a website (e.g. firstname.lastname@example.org), legitimizing your business.
Keeping a consistent brand identity
A professional email address that fits your brand can increase sales and customer satisfaction. As your company grows, you can give your employees their own professional email addresses associated with your domain name, such as email@example.com or firstname.lastname@example.org. This helps customers recognize and remember your brand, reinforcing the idea that your company is well-established and trustworthy.
Avoiding spam filters
Email providers often use domain names to distinguish between legitimate and spam emails. Since anyone can create a free email account, emails from free email providers are more likely to be marked as spam. On the contrary, using a professional email address connected to your domain name is a sign of credibility, reducing the likelihood of spam filters flagging your business emails as junk.
Organizing emails by departments or purpose
With a custom domain name, you can set up specific email addresses to channel emails to the right departments. Professional email addresses such as email@example.com or firstname.lastname@example.org not only organize email workflows for your employees but also ensure that your customers receive responses from a consistent, trustworthy email address when they contact your business.
Why ProtonMail is the best email provider for your business
Choosing the right email provider is critical to the success of your company. Since business emails can contain sensitive information about your customers and your company, keeping them safe and private should be a top priority.
At Proton, we created the world’s largest encrypted email service which protects your customers’ confidentiality with state-of-the-art encryption and security features. We believe everyone should be able to choose how their data gets shared and with whom.
When you use ProtonMail, all emails exchanged within your company are automatically end-to-end encrypted, meaning only the sender and recipient can read the contents of the messages. All email attachments you send from your ProtonMail inbox are also automatically encrypted and stored using zero-access encryption on our servers.
If your recipient does not use ProtonMail, you can use our Encrypt for Outside feature to communicate securely with them. To read the message, your recipient must enter a previously agreed-upon password. Encrypt for Outside also supports end-to-end encryption of attachments, so all your files are private and only accessible to your recipient.
Since launching ProtonMail in 2014, we’ve only used secure implementations of encryption algorithms such as AES and RSA. AES, in particular, has been chosen by the National Institute of Standards and Technology as the cipher of choice when securing data transmission within the US government.
Additionally, all ProtonMail apps are fully open source and have been independently audited by top security firms. We are staunch advocates for open-source software, and we maintain two popular open-source encryption libraries, OpenPGP.js and GopenPGP.
ProtonMail offers plenty of powerful features for your business while being intuitive and easy to use. For small to mid-sized teams, our ProtonMail Professional plan for each user includes:
- 5 GB of storage
- 5 email addresses
- 2 custom domains
- Unlimited folders and labels
- Unlimited filters
- Priority support
If you have more than 100 people on your team, you can also upgrade to our Enterprise plan, which unlocks:
- Additional storage
- Additional addresses
- Dedicated support
- Onsite installations
- White-labeled themes and custom integration
How to set up ProtonMail for your business
Setting up ProtonMail for your business is easy.
1. Sign up for ProtonMail Professional
To start using ProtonMail for your business, you need a ProtonMail Professional account and a custom domain. You can purchase a custom domain from domain name registrars such as GoDaddy, Namecheap, and Domain.com.
2. Set up your domain
Once you’ve purchased your custom domain, log in to your ProtonMail Professional account and click Settings → Go to settings. Select Domain Names in the left sidebar. Under Domain names, select Add domain and use the setup wizard to complete your domain configuration.
3. Create your organization
Creating your organization is the next step. Select Settings → Go to settings, and in the left sidebar, select Multi-user support and click Enable multi-user support. You will be able to name your organization and choose your organization’s encryption key strength. This key will be used to encrypt emails sent within your team.
You can also set a password for your organization, which prevents ProtonMail from accessing your emails. Last but not least, you can allocate storage space to your administrator account, allowing you to store emails, attachments, and files.
4. Set up new user accounts
Adding new user accounts will give your employees their own ProtonMail accounts. Click on Settings → Go to settings → Users & Addresses and select Add user. You can create a new user account by entering a name, email address, and password for that account. You can also allocate storage to this account.
5. Migrate your existing emails
If you have existing emails on an external email account, you can migrate them to ProtonMail using the following tools:
- Easy Switch: Easy Switch allows you to import emails from an existing email account to ProtonMail. This feature is fully integrated with ProtonMail, meaning you can start importing emails right away. Easy Switch is compatible with any email provider that uses IMAP.
- Import-Export app: You can download the Import-Export app to transfer your entire inbox directly from another email account to ProtonMail, or upload email files stored on your computer. You can also export emails from your computer to an external drive for secure offline backups.
Both tools ensure that your emails are encrypted the moment they arrive in your ProtonMail inbox, which means only you can access your conversations and files.
It’s as easy as that. Whether you’re a small or large enterprise, you can use ProtonMail to secure your business communications and stay professional.