- Cecilia Lazzaro Blasbalg
- 1 day ago
- 12 min read
Your company needs a reliable way to handle client and team communication. A business email lets you set up official addresses, manage multiple accounts and keep messages organized and secure.
TL;DR: How to create a business email
In this guide, you’ll learn how to handle domain registration, pick an email provider and set up addresses for your whole team. It will also explain how to keep your mailbox organized, add your brand’s personality to every email, handle common issues and even get started for free.
You learn how to:
Register and protect your domain
Choose the best email provider
Set up custom addresses for you and your team
Manage and organize your inbox
Add your branding with custom email signatures
Keep your email secure and troubleshoot common issues
Create a free business email
Get your business email up and running fast. Wix provides built-in security, plenty of storage and real-time tools to help you stay on top of your work. Everything’s backed by 24/7 support so you can focus on growing your business.
What is a business email address?
A business email address is the official email a business uses to communicate with clients and manage internal work. The most professional format uses your company name in the domain, like you@yourcompany.com. This way, anyone who receives your email immediately knows it’s from your business, and it looks trustworthy.
While you could put your company name at the beginning, like yourcompany.support@gmail.com, it doesn’t have the same professional feel. Using your own domain instead of a generic email shows you mean business and builds trust with every message you send.
How to create a business email
01. Register your domain name
Pick a domain that matches your business name and is easy to spell and remember. Skip the numbers, hyphens or anything that could confuse customers.
Use a domain name search tool to check if your domain is available. If it’s taken, you can try small variations, add your location or pick a different extension from a tld list like .net, .co or .org. You can even get creative with industry-specific endings like .design or .studio to tell people what you do.
Try Wix domain name generator to find the perfect match. You can also use a Whois domain lookup to see who owns a specific URL and check its registration details. Once you’ve got your domain, connect it to your site using a website builder so your website goes live. Choosing the best domain registrar ensures that your business email is properly set up.
Learn more:
Protect and connect your domain
When you complete your domain registration, consider adding domain privacy protection to keep your personal info hidden from public records.
Make sure your domain is connected to DNS correctly. This ensures your email can send and receive messages and links your domain to your website. Check MX records for email and A records for your site to avoid issues.
Keep track of renewal dates so you don’t lose your domain. If possible, turn on auto-renew and manage all your domains in one place to simplify updates and security.
Learn more:
02. Choose an email provider
A solid email provider should support your team's day-to-day needs and protect your business from common email risks. This means having enough storage for large attachments and archives strong security features to block spam and malware access from any device so you can work on the go and tools to organize search and manage emails efficiently.
If you have employees or multiple departments, you’ll need the ability to create, customize and control multiple email accounts without complicated setup.
Storage: Make sure your inbox has enough space for business emails, attachments and important files. Most providers let you expand storage as your business grows.
Security: Look for built-in spam and malware filtering, encryption and two-factor authentication to protect sensitive client data and prevent phishing attacks.
Management tools: Features like folders, labels, filters, and search functions make it easy to stay organized and find messages quickly. Some providers also let you delegate access or share mailboxes with team members.
Team accounts: Create multiple addresses for your employees or departments assign roles and control permissions. This keeps communications organized and professional.
Multi-device access: Make sure your email syncs across desktop mobile and web so you can read reply and organize messages anywhere.
With Wix you'll get secure and branded email addresses for your business, simple multi-account management for your team and access from any device—all backed by our reliable support and storage options.
Learn more:
03. Set up your custom email address
Now that your domain is good to go, you can start creating personalized email addresses for you and your team. To keep things professional, try to stick to one naming format across the board. Here are some popular ways to do it:
First name only: alex@yourcompany.com
First name + last initial: alexb@yourcompany.com
Full name: alex.brown@yourcompany.com
Multiple accounts for your team
If your business has multiple departments you can set up separate addresses—like sales@ support@ or info@—to keep conversations clear and organized. Customers will know exactly where to send their questions and your team can respond faster without emails getting lost or mixed up.
You can even assign different team members to manage specific inboxes to make delegation simple. As your team grows, adding or removing accounts is easy and keeps your email system flexible. You won’t have to change existing addresses, and each new employee or department can have their own account without disrupting your workflow.
04. Access and manage your mailbox
Once your business email is set up, it’s time to manage it. You’ll want your email to be professional and organized. A good business email works on your computer, phone or tablet so you can check and reply to messages from anywhere.
Keep your emails organized
Features like forwarding automatically send messages to the right person or team so nothing important slips through the cracks. You can also use spam blocking to keep junk and potential threats away from your main feed, saving you time and protecting your data.
Want to make sure you never miss a beat? Set up a catch-all address to capture emails sent to slightly incorrect addresses. This way, every message from your clients and partners finds its way to you.
Make your email work for you
Some email services like Wix include tools that help you stay organized and collaborate efficiently. Shared calendars let you schedule meetings, set reminders and see your team’s availability at a glance. Cloud storage and document editors allow you to create, share and edit files in real time so everyone stays on the same page without sending endless attachments back and forth.
Scheduling tools let you draft emails now and send them later—perfect for reaching clients across the globe or staying on top of a hectic day. Smart suggestions speed up your writing by predicting phrases and catching typos, while built-in chat features make quick check-ins a breeze without filling up your inbox.
Your business email can support marketing efforts too. Many services let you send newsletters or campaigns directly from your email contacts and track their performance, helping you see who opens, clicks or responds. Using these features strategically turns your email into a productivity and communication hub that saves time and keeps your business running smoothly.
Keep your business email safe
Strong passwords are your first line of defense for your business email. Use a mix of uppercase and lowercase letters, numbers and symbols, and avoid obvious choices like “password123” or your business name. A password manager can help you create and store unique passwords for each account.
Spam and phishing protection is just as important. Filters catch suspicious messages, but it’s still smart to double-check emails before clicking links or downloading attachments. Watch for unusual senders, unexpected requests or messages that pressure you to act.
Email security tips for your business
Turn on two-factor authentication (2FA) for an extra layer of security. With 2FA, even if someone guesses your password, they can't access your email without a second step, like a code sent to your phone.
Back up your emails regularly so you’re protected if something goes wrong like an accidental deletion, a hacked account or server issues. Many email providers have built-in backup options or you can export important messages manually.
Finally, keep an eye on your inbox for anything out of the ordinary. Unexpected password change alerts, unfamiliar login locations or sudden spikes in sent messages can signal a security issue. Spotting these things early can prevent bigger problems and keep your business communications safe.
Learn more: Is Wix good for business email?
05. Add branding and professionalism to your email
Get your business email ready for the spotlight by creating an email signature for every account. You should include:
Logo: a simple way to build brand recognition.
Name and job title: so people know exactly who they’re talking to.
Phone number and email: to help your clients get in touch fast.
Website and social links: the perfect spot to drive traffic and get more followers.
Use the same format across your team. Pick consistent fonts, colors and layout so all emails look uniform. This consistency strengthens your brand and makes your business look professional.
Keep it simple and readable. Skip long disclaimers or extra images that distract from the main message. A clean, well-designed signature shows professionalism and builds trust without extra effort.
06. Maintain your business email
Keeping your email accounts updated helps your business stay professional and secure. Focus on these areas:
Update passwords regularly: Use strong, unique passwords and change them often. Remove access for former employees to prevent unauthorized logins.
Manage employee accounts: Add new team members, remove access when someone leaves and assign roles or permissions to keep everything organized.
Monitor storage: Keep an eye on mailbox space to avoid full inboxes. Archive or delete old messages so important emails don’t get blocked.
Check DNS and delivery settings: Ensure MX and A records are correct. Misconfigured settings can cause emails to bounce or land in spam.
07. Troubleshoot your business email
Even if you stay on top of things, hiccups can happen. Use these tips to find and fix them fast:
Emails aren't sending or being received: Check your filters, forwarding rules and blacklists.
Emails are landing in spam: Verify your DNS settings like SPF, DKIM and DMARC records. You can also review your sending practices to stay in recipients’ inboxes.
Use your platform’s tools: Your email service likely has dashboards and logs to help you track delivery issues and find problems fast.
How to create a business email for free
If you’re just starting out, you don’t always need to pay to have a business email. Free tools help you set up an official address in minutes so you can start reaching your goals. While using your own domain name builds more trust as you grow, starting for free is a great way to get moving right now.
Choose a professional free email: Use a free provider like Gmail and include your business name in the address. Avoid nicknames or random numbers that look unprofessional. For example, yourbrand.services@gmail.com is clear and easy to remember.
Connect your email to your domain: Even with a free account, you can often link it to your website domain for a more professional look. Wix lets you start with a free Gmail-style account and later upgrade to a custom email with your domain, like info@yourdomain.com. This keeps your email branded, secure and easy to manage as your business grows.
Tips to create a professional email address
Your email address is often the first impression someone has of your business. A polished, professional email address helps build trust and credibility, whether you're connecting with clients, partners or customers. Here are some tips to ensure your business email address reflects your professionalism:
Avoid nicknames: Keep your email address straightforward and formal. While your friends might know you as "JennyBear" or "MikeTheGuru," such nicknames don't project a business-first approach. Instead, use your full name or initials for a clean and professional look.
Exclude numbers: Numbers can make your email address harder to remember and might appear less professional. Stick to names and words only. For instance, choose "JohnSmith@yourbusiness.com" instead of "JohnSmith1987@yourbusiness.com."
Don’t use job titles: Avoid including your position or title—like "SalesManager@" or "CEO@"—in your email address. Job roles can change over time, and email addresses tied to a specific title could create confusion or appear outdated later.
Make it memorable and pronounceable: A simple, readable email address is easier for people to recall. Ensure your address flows naturally and avoids complex combinations of letters or special characters. For example, "alex.brown@yourbusiness.com" is a more professional option than "a.brown_xyz@yourbusiness.com."
Choose the right domain: Figuring out how to choose a domain name is a key part of your email address. Select a domain that aligns with your business name or brand to make it recognizable and trustworthy. For instance, "info@yourbusiness.com" looks far more professional than using a generic provider like "yourbusiness@gmail.com." If your preferred domain isn't available, consider different types of domains, such as adding a location ("yourbusinessus.com") or industry keyword ("yourbusinessdesign.com").
Why do I need a business email?
The main reason for getting a business email address is so that customers can easily identify your company, thus raising credibility, promoting your brand and establishing corporate identity. With that said, clients and other businesses are more likely to trust a professional email account, which they can use to find your business website for more information.
Learn more: How to make a website
Additionally, when you or your employees send emails using an address with your business name, customers are rest assured that they may confidently open the content and hit reply whenever they need to be in direct contact with you.
A business email also helps you stay organized and productive. Your inbox is there purely for work-related messages, making it easy to stay on task, manage your contacts and store important files.
How to create a business email FAQ
How much does it cost to have your own business email?
The cost of having your own business email depends on the provider you choose. Some providers offer free business email accounts, while others charge a monthly or annual fee. The cost will also vary depending on the features you need, such as the amount of storage space, the number of email addresses you can create and the level of support you receive. When you are create a business email with your official website domain, it might cost more than one with an unofficial provider.
Should I pay for a business email?
Whether or not you should pay for a business email depends on your specific needs. If you are a small business with a limited budget, you may be able to get away with using a free email provider. But if you need more features or support, you may need to pay for a premium business email account. Some benefits of a paid account include:
Custom email address: You can create a custom email address that includes your business name. This will make your email address look more professional and will help build trust with customers and clients.
Increased storage space: Business email accounts typically offer more storage space than free email accounts. This means that you will have more room to store your email messages, attachments and contacts.
Enhanced security: Business email accounts typically offer enhanced security features. This includes features such as spam filtering, virus protection and two-factor authentication.
Better support: Business email providers typically offer better support than free email providers. This means that you will have access to technical support if you need help with your email account.
What is email hosting in relation to a business email?
Email hosting is the process of storing and delivering email messages. When you create an email account, your email messages are stored on a server that is owned and operated by your email provider. When you send or receive an email message, your email provider delivers the message to the recipient's email server. There are two main types of email hosting:
Shared hosting: Shared hosting is the most common type of email hosting. When you use shared hosting, your email messages are stored on a server that is shared with other users. This is the most affordable option, but it also offers the least amount of flexibility and control.
Dedicated hosting: Dedicated hosting is a more expensive option, but it offers more flexibility and control. When you use dedicated hosting, your email messages are stored on a server that is dedicated to you. This means that you have more storage space and bandwidth, and you have more control over the settings of your email account.
Should I use a custom email for my business?
Using a custom email address for your business is highly recommended. It presents a professional image, builds trust with clients and helps you manage communications effectively. Think of it as an investment in your business's identity.
Is an email free on Gmail?
You can create a free business email address on Gmail using a custom domain name. However, you'll need to purchase a domain name separately from a registrar like Wix. So, the email itself is free but the domain name will incur a cost.
Can I use my personal email for business?
Using personal email for business isn't recommended. It can:
Appear unprofessional
Limit credibility
Mix personal and work communication
Compromise security
Hinder brand consistency
Is it necessary to have different email addresses for different departments?
Having different email addresses for departments can:
Improve organization
Streamline communication
Enhance customer service
Increase efficiency
Provide better accountability
Simplify workflow
Boost professionalism
Aid in task delegation
Facilitate team collaboration
Improve email management
How can I ensure my business emails are secure?
To ensure the strongest business email security:
1. Use strong passwords
2. Enable two-factor authentication
3. Encrypt sensitive emails
4. Use secure email providers
5. Regularly update software
6. Train employees on security practices
7. Implement spam filters
8. Use firewalls
9. Backup data regularly
10. Monitor for suspicious activity
What's the difference between POP3 and IMAP?
POP3 downloads emails to one device, deleting from server. IMAP syncs across devices, keeping emails on server. IMAP offers better multi-device accessibility and synchronization.
Are there any legal requirements for business emails?
Some legal requirements for business emails include:
CAN-SPAM Act compliance (US)
GDPR compliance (EU)
Unsubscribe option
Accurate sender information
Physical address inclusion
Opt-in consent
Privacy policy link
Data protection measures