When it comes to creating email addresses for your new website and employees, there are some important aspects to remember. The following are the four most important steps to setting up email addresses for your new website.
Determining Whether Your Host Provides Email Services
Whether you’re using Hostgator, GoDaddy, or Bluehost (three of the more common website hosts), most hosting providers come with the ability to create custom email addresses directly; however, there are some hosting services that do not provide this as an available service. Most major hosting providers use cPanel, as pictured below. This is where you will want to setup your email addresses. (Don’t worry, there is an instructional video at the bottom of the article!)
The hosting that I use for my website, WP Engine, does not offer email as a service; therefore, I was required to find alternative email service providers for myself and my clients. Many recommend Google Apps for Business; however, I’ve found Zoho Email to be a cheaper solution for my email woes.
Using Role-Based Email Addresses
When setting up email for both employees and the company, decide if (and how) you want to implement role-based email accounts. Role-based email addresses are typical reserved for groups to share, not an individual. The most common role-based email addresses start with the following prefixes:
I personally use email@ for my contact information, because it would not make much sense to use grant[@]grantoster.com. However, one problem-that I’ve run into-with using role-based email addresses is that if you do intend to use them as an individual-as I do-you often run into the problem of being unable to register for updates and newsletters through organizations and companies that use email software such as Aweber. (For more on why Aweber will not allow the use of role-based emails.)
The following is a message that I received while attempting to signup for the Search Engine Journal newsletter last week.
It is unfortunate, and if I had to do it over again, I’d choose another email address…probably hello@. I’ve seen that a lot lately and I think it is genius.
An example of a company that uses a hello@ email for their contact email is Speak Creative: hello[@]madebyspeak.com. It makes the email address seem more personable and at the same time it can circumnavigate any email blockers looking for role-based email addresses.
Avoiding Lengthy Email Addresses
If you aren’t careful, you might end up with an email address that is so long that users find it difficult to use-the same rings true for website addresses. And if you combine both a long email prefix with a long website address, catastrophe is imminent. I once has a website with the following address: memphiscontentmanagement.com; it was way too long to put on a business card (I found that out the hard way).
Another company that I worked for was Imperial Security. When I started there, my email address was grant.oster[@]imperialguardservice.com. Imagine trying to give that email address out over the phone-it was a nightmare. After a few years, my email was changed to goster[@]imperialsecurity.com. It became much easier to give out and I had less email being sent to our catch-all email!
Getting Help to Setup Email Addresses for Your New Website
When it comes to all that is required to establish an online presence, creating a website, ranking the website, establishing recognition, and maintaining social media accounts, setting up email addresses is a relatively easy task. The following is an extremely useful video for setting up email accounts in cPanel.
I’d love to know of any email providers that you have worked with. If you have any reviews of other email service providers, questions about the article, need help finding instructions for your email provider, or just want to say “hello,” I encourage you to do so in the comment section below.