business email envelope

Setting up business email accounts

Set up your business email accounts on your own domain name through the free webmail accounts provided by your hosting provider. They will appear on your virtual web hosting account dashboard, e.g. cPanel. Alternatively, you can use other webmail services. While they may offer more features, you will normally have to pay a separate monthly charge for them.

You should have more than one business email address. You can have one for admin, one for sales, one for customer services, one for yourself, and one for each of your employees.

Tip: For manageability, set up a Gmail account in your business name and then forward all your business emails to the Gmail account. You can arrange them in separate folders if you wish.

Once you have set up your email addresses, you can add them to the email accounts settings on your content management system (CMS).

  • Add your email address,

e.g.

  • Your host webmail provider,

e.g. mail.yourwebsitename.com

  • Your port number will normally be 25. If you are unsure of the port number, check with your hosting provider
  • Your email name, e.g. Customer Services
  • Your email username can be the same as your email address,

e.g.

 Setting up email custom signatures

Set up custom signatures and messages for your email addresses to save time when drafting replies. You can have multiple ones for a variety of scenarios.

For example:

Dear Customer,

We are writing to let you know that your order is on its way and can no longer be changed. If you would like to manage or return an item, please refer to the invoice enclosed with your order.   

Your estimated delivery date is:

Monday 20th Mar 2019 - Wednesday 23rd Mar 2019

Yours sincerely,

John Smith

yourwebsitename.com

0845-000-000-111

Your email subject headers should also be clear, e.g. “Your item has been dispatched”, “About your order”, “Thank you for your enquiry”, etc.

Note: not all free webmail providers give you the option of setting up multiple custom signatures. I suggest you ask your hosting provider which of their webmail providers offer this feature.

cPanel email configuration

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