Up to 70% of your newsletters will go unnoticed. This is the conclusion from consolidated statistics of various marketing email services for 2023. The highest open rate was found in emails from government agencies and religious organizations – 43.75% and 43.65%, respectively. Users trust commercial structures less (the email open rate in e-commerce is 34.20%).

Business email is one way to increase user trust in emails, add brand awareness, and simplify organization within the company. Read about what corporate email is, why it works, how to set up corporate email, and how much it will cost in the new material from the experts at Wise IT.

What is corporate email?

Corporate email (business email) is an email inbox whose address contains the domain name of the company’s website. Here are examples of such addresses:

anton@semerenko.com
noreply@robota.ua
similarwebteam@similarweb.com
support@yakaboo.ua
noreply@olx.ua

If an email comes from a regular address, the @ symbol is followed by the name of the email service: gmail.com, ukr.net, yahoo.com. A corporate email address has the domain name of the website in this place. Everything the user sees before the @ symbol is set by the owner of the email account.

Advantages of corporate email

Trust and authenticity

A professional business email address helps build trust and credibility among customers, ensures the delivery and authenticity of the message, and differs from a personal email account. An email from an obscure private address is a potential threat in the eyes of the recipient. Inside there may be a discount coupon. Or a link to a virus. Any scammer with an unreal one-day company can create a private Gmail account, and mail with a domain confirms the authenticity of the business. People are much more likely to open emails with a corporate email.

Reducing the likelihood of going to spam

Using a free email address for business can cause messages to be automatically marked as spam in most recipients’ inboxes. Professional corporate email helps to avoid this problem, of course, if you do not abuse spam mailings.

Brand promotion

Using a domain-based business email can increase brand awareness and reinforce the brand name in the recipient’s memory.

Convenient naming and grouping

Corporate email provides the ability to use bulk names such as sales or hr, which contain information about the contact person, are easy to remember, but have long been taken on free services. You can also always create a concise, personalized mailbox for each employee who joins the team.

Separation of personal and work matters

By using your personal mailbox for business, you risk losing important emails in the flow of third-party correspondence. By creating a corporate Gmail account, you will separate your private life and work.

Control

With corporate email, you can set up administration and manage all email accounts. For example, you can set up new employee accounts, as well as delete old accounts and set up mail forwarding.

Also, the manager has the ability to control correspondence and analyze the conscientiousness of employees’ performance of duties that are in their area of responsibility. All employees of the company should have corporate email to control their business activity. For example, you will be able to track how quickly and correctly managers respond to customer requests.

Security

Business email is harder to crack. Email service developers realize that business correspondence can be much more attractive to hackers than private correspondence, because it provides access to financial documents, business projects, and trade secrets. In the admin panels of mail services, it is possible to quickly block accounts and many tools to create security policies.

An article that may interest you: “How to improve the security of the Google Workspace corporate environment? Answer – data classification“

Reliability

Emails sent from corporate mail are provided with additional security settings – SPF record and DKIM digital signature. Mail services are more trusting of such emails and rarely send them to spam.

Communication

Business email allows you to organize business correspondence of employees within the company, to save their work mailboxes from spam mailings.

Comfort

Mail services provide owners of corporate accounts with additional functionality: cloud storage, calendar, chat. The set of options depends on the specific service.

Support

Email service managers will help you solve problems and answer questions.

How to create a corporate email?

There are 3 ways to create a corporate email:

• On an email service from Google, Microsoft, Zoho, Proton, etc.;
• On a dedicated service of a separate hosting;
• On the company’s own server.

The latter method is the most expensive: it involves buying equipment for the server room and paying a specialist to maintain it.

How to create a corporate email for free?

You can create a business email address for free if your domain hosting service provides it as an additional service to domain hosting. Most services offer such addresses for free along with hosting, so check with your provider. For this, it is not necessary to have a full-fledged website, it is enough to own a domain name hosted on a remote server.

How to create corporate email without a domain?

It is impossible to create a corporate email without a domain. You must first purchase a domain name to create business addresses for yourself or your team.

What is email hosting

Email hosting is a service that hosts your email account and related files on a remote server. In addition to storing emails and files, hosting provides additional services, including:

• Routing received emails to your network
• Email authentication and security
• Email management and filtering
• Each email hosting service offers a different set of features and focuses on different aspects of email management. It is worth choosing one that meets the needs of your business and fits your budget.

Do you need hosting for email?

You do not have to pay for email hosting – you can host it on your own servers. However, this requires buying, configuring and maintaining a mail server, as well as registering a domain yourself. Using email hosting services can save time, money and avoid unnecessary complications.

How to register a domain name for corporate email?

Registering a domain name is the first step to creating a professional corporate email that provides brand recognition and increases trust. When choosing a domain name for business email, consider:

• It is desirable to use reputable extensions such as “.com”, “.com.ua”, “.ua” (requires registration of a trademark and can take a long time), “.org”, “.net” instead of numerous little-known options that reduce authority in the eyes of the addressee.
• The correspondence between the organization name and the domain is important. Choose a concise and simple name for easier memorization.
• It is better not to use hyphens and numbers in the domain name, unless it is part of the organization name.

After choosing a domain name, you can purchase and register it through your chosen registrar by providing the necessary contact information, payment details and desired domain name.

What should a good corporate email address be?

A good business email address should clearly and understandably reflect your brand and name or department, for example:

• firstname.lastname@example.com,
• info@example.com,
• hr@example.com.

Setting up mail settings

Setting up email settings in the selected service includes:

• DNS records: records that determine the processing of emails for a domain, for example, MX (Mail Exchanger) and TXT records;
• Authentication: methods of verifying the sender’s identity to ensure mail security;
• Mail server settings: parameters that specify the server address, port number and other data for sending and receiving mail.

Mail server settings include the parameters required to connect an account to a mail client or device. This includes the server name or IP address, port numbers, and authentication methods for incoming (POP3 or IMAP) and outgoing (SMTP) mail.

Creating user accounts

Creating accounts for each employee or department provides a unified email address format and improves organization. By assigning unique addresses to individual users or departments, you can effectively organize business correspondence, making it easier to identify the purpose of the email and respond to it.

It also helps reduce the risk of losing important emails in the chaos of a crowded inbox.

Choosing the right service for business email

When choosing a service for corporate email, consider the following aspects:

Support for your own domain

The ability to use your own domain is important for increasing brand awareness and customer trust.

Scalability

Pay attention to the capabilities of the service and price offers in case of growth in the number of employees and needs for storage size, administration functions, etc.

Security and data privacy

Security should be a priority when choosing a service for corporate email. Make sure that the account is protected by multi-factor authentication and messages have end-to-end encryption. A reliable provider provides:

• Data protection, encryption and security
• Protection against spam, malware and phishing
• Reliable data transfer without loss (emails, contacts, etc.)
• Extensive administration functionality

Storage and backup options

Sufficient storage space is critical for storing emails, meeting records, and other files.

Ability to send a large number of emails without throttling.

Depending on the choice of mail service, there are different restrictions on the number of mailings from one mailbox or from one domain. In the conditions of ordinary business correspondence, exceeding the limit of mailings is very unlikely. But if you want to use corporate email for marketing mailings, you will need a separate service, such as Mailchimp, Mailerlite, Omnisend and others. Services for mass mailings allow you to link existing mailboxes, send thousands of stylized emails and at the same time almost never get into the spam folder.

User-friendly interface

Usability should provide:

• Intuitive design
• Simple and clear options for writing, sending, receiving and managing emails
• Search tools, filters and organization tools for convenient mailbox management

Ecosystem and integration with other tools

Email services such as Gmail and Outlook offer deep integration with office solution packages Google Workspace (formerly G Suite) and Microsoft 365, respectively. Other email services may offer corporate chat, a shared calendar, and file storage, but this is only a small part of the ecosystem built by industry leaders. That is why you should consider comprehensive solutions for collaboration and evaluate their advantages.

Advantages of the Gmail service

Google’s corporate email service is called Gmail from Google Workspace. Currently, Gmail is the market leader in email services worldwide. In Ukraine, more than 60% of users prefer it. In addition to the domain in the email address, the business account provides many conveniences:

• Internal communication of employees in Google Meets and Google Chat.
• Applications for the administrator that allow you to remotely manage devices: Admin, Endpoint, Vault, Work Insights.
• Support for corporate domains.
• Access to cloud storage (from 30 GB).
• Built-in applications: calendar, spreadsheets, documents, slides, Keep, Sites, Apps Scripts, Cloud Search.
• Convenient mobile versions for most applications.
• Creating emails, presentations, spreadsheets, and text documents using generative AI (separate tariff).
• Protection. Google’s machine learning models block phishing and other hacker attacks, as well as malware.
• In Google, corporate email is integrated with Outlook, Mozilla Thunderbird, and Apple Mail services.
• Convenient and minimalistic interface without compromising functionality.
• The popularity of the service among users.
• Support from Google managers.

If you have already used Gmail for personal mail, adaptation will be easy, because the interface remains the same. If you don’t have a domain name, Google Workspace will help you purchase one. Sign up for a Google Workspace account for a free 14-day trial by entering your credit card details and get started.

How to create a corporate Gmail email for business

To link a domain to the Google mail service, you need to follow a few simple steps:

• Create a virtual account in Google Workspace.
• Provide information about the company (name, country, number of employees).
• Specify the name, surname and email of the administrator, confirm that you are not a robot.
• Choose and activate a domain. If there is no domain, you can purchase it by selecting the appropriate option.
• Pass verification by choosing the most convenient method and following the instructions of the system.
• Choose a tariff plan and complete the ordering process.
• After creating a business email address in Google Workspace, add a custom signature and integrations that may be useful for your business, such as Calendly or DocuSign.
• Further, through your personal account, you can create mailboxes for employees and set up mail forwarding.

Trial period

When setting up corporate email in Google Workspace, you automatically get a 14-day free trial. Use this time to evaluate whether the service meets your needs.

Tip: If you register through an official Google Workspace partner, the trial period is extended to 30 days.

Google Workspace Pricing

As of December 2024, prices for Google Workspace (formerly G Suite) for business start at €5.75 per user per month. Google offers a free trial for 10 people lasting 14 days (30 days when working through an official Google Workspace partner). You can find out the current prices on our website.

When should you contact an official Google Workspace partner?

Working with certified Google Workspace partners has a number of advantages, thanks to which businesses of any size turn to experts:

1. 1. Saving employee time and rapid implementation
      Creating a corporate Gmail account yourself is easy. However, linking a domain to hosting, correctly configuring security and ensuring convenient administration of employee accounts can be a very difficult challenge. By contacting specialists, you save your time or the time of full-time IT specialists and avoid mistakes during setup.
   2. The need to migrate from another mail service or merge two different services into one federated service
      Experienced specialists know how to migrate from another service while preserving the history of correspondence and other invaluable information, or synchronize the work of two mail services at once with a single login method, shared calendars and synchronized mailboxes.
   3. Convenient payment methods
      Thanks to working through a partner, you can pay for Google Workspace not with a personal bank card, but by transferring funds from a UAH non-cash account of a legal entity, which will allow you to attribute the payment to the company’s expenses. Wise IT also offers a legal and convenient payment method with cryptocurrency.
   4. Consultations, team training
      With the support of professionals, you and the whole team will easily understand the settings and functionality of the service, and your decision will simplify the performance of employees’ duties and improve interaction within the team.
   5. Prompt support
      In case of problems with the service, you can contact your personal manager and get prompt assistance from specialists.

Summary

Having a professional corporate email is important for any business, regardless of its size. It not only increases customer trust and strengthens reputation, but also promotes brand awareness and improves work organization. By choosing the right service for business email and implementing effective management strategies, your company can enjoy the benefits of effective communication and an organized mailbox. We hope you have received a comprehensive answer to the question “what is corporate email”. Do not delay – start creating a professional business email address today!

Wise IT is the official premier partner of Google Workspace in Ukraine, as well as the 2024 Google Cloud service partner in Central and Eastern Europe! Our specialists are ready to help you with tasks of any complexity. Start your digital transformation today – get a free consultation: