Using Your Domain Name For EmailOnce you have registered a domain name for your business, it is important to make sure you know how to use it properly.
One of my pet hates is when I see a company which has a proper domain name for its website – such as www.mycompany.co.uk – but uses an email address provided by their ISP (internet service provider) – such as email@example.com.
This looks wrong and does your company no favours in terms of its corporate branding. It also makes it that bit harder for customers and potential customers to remember both your website address and your email address.
Luckily, once you have your own domain name, it is a simple task to change your email address so it takes the format firstname.lastname@example.org. And, depending on who you used to register your domain, it shouldn’t cost you anything to make this change.
Let’s take a look at how this is done.
To begin with, we’ll assume that you already have internet access (either dial-up or broadband). We’ll also assume that you are running a company called My Company Ltd and that you are about to register the domain name mycompany.co.uk.
Your existing email address will probably be in the form of email@example.com. For example, if your existing internet service provider is Virgin Internet then your email address might be firstname.lastname@example.org.
When you register your new domain name (mycompany.co.uk) you need to make sure that it comes with an email forwarding facility. This allows you to create an address such as email@example.com and set it to forward to your real address of firstname.lastname@example.org.
If there are other people working in your business, then you can create mycompany.co.uk email addresses for them too and forward them to their real addresses. For example, you might have something like this:
email@example.com forwards to firstname.lastname@example.org
email@example.com forwards to firstname.lastname@example.org
email@example.com forwards to firstname.lastname@example.org
As you can see, the domain name email addresses just act as virtual addresses that automatically forward messages on to your real address supplied by your ISP.
It’s a bit like what people have been doing for years with ordinary mail whereby they rent a correspondence address in central London from a company that then forwards any letters on to their actual out-of-town postal address.
The final step you need to take is to adjust the settings on your email software (e.g. Outlook) so that when you send a message the email software stamps it as coming from your virtual email@example.com address rather than from your real address. The way you do this will vary depending on what email software you use, but it is usually very straightforward.
And there you have it – in just a few simple steps your emails will now look like they come from a proper professional business!
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