A business email is a vital communication tool. Unlike a personal one, it is more professional, credible, and secure.
Setting one up is very simple. The process is the same as setting up any other kind of email account, and there are numerous free and low-cost options to explore.
Below, we explain how and where to get a free business email. We also explain how and why you should register a custom domain name for your business email address and share security tips to keep your professional information safe.
Key Takeaways
- It’s possible to create a free business email with common hosts like Google and Outlook
- Registering a domain name and creating a personalised business email address is more professional and secure
- Enable two-factor authentication and create an alias email to protect your business email address
Create a free business email
You can create a free business email with leading providers like Gmail and Outlook. Registering with either of these is quick and simple; all you need to do is enter some basic information about yourself, like your name and date of birth, and your account will be ready to use in a matter of minutes.
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Several other email providers are available, such as Yahoo, AOL, and iCloud. However, these are less common, so opting for them could negatively impact your brand image and credibility.Gmail and Outlook are the best options if you’re looking for a free business email.
Choose a domain name for a professional business email
It’s better to set up a professional business email address through a domain name provider or web hosting company. This allows you to create a branded email address with a custom domain extension, such as [email protected]
You can register a domain name online in a matter of minutes for a low annual fee. Popular ICANN-accredited registrars include GoDaddy, Names.co.uk, Nominet, and 123-reg.
Type your ideal domain name into the search bar on these recommended sites to see if it’s available. Some registrars offer free plans, and some charge as little as £1.99 per month.
Most registrars will allow you to set up an email account at the same time as registering a domain name. It is best to choose a domain name that matches the name of your business.
You can also use the domain name for your website address. This uniformity will create a strong brand image and improve your online presence.
It’s common for registrars to offer free emails when you purchase a website domain. If you’re a 1st Formations customer, your domain name is free, so be sure to redeem this exclusive offer and get the best deal on your business email.
Benefits of custom business emails
We highly recommend using your business name as a domain extension. It will help you to establish a unique corporate identity, improve your professional image, and add credibility to your limited company or small business.
For instance, [email protected] will create a much better impression than something like [email protected]
It’s also a simple and effective way to promote your brand and ensure consistency. Let’s say someone comes across your brand on social media.
If they see that your business email doesn’t match your brand name, it can create a poor impression and experience and make your brand less memorable. You can avoid this by using a custom business email for consistency.
Furthermore, with a personalised domain extension, you can organise your business’s internal structure more efficiently. That way, you can set up separate email addresses for different departments rather than having all emails sent to and from a single address.
Lawful requirements
UK-registered companies also need to consider the law when choosing their business email. As of March 2024, section 88 of the Companies Act 2006 states that all companies (and LLPs) must provide an “appropriate” registered email address.
This means a director, company secretary, or LLP member must have continuous access to it. Creating a business email rather than a personal one makes it much easier to comply with this legislation.
Setting up a business email address without domain name registration
Depending on your business type, you may wish to set up a business email address without registering a domain name. This is often the case with many sole traders who work with just one or two clients and do not require a web presence.
Many of these accounts are free of charge. UK Mail Exchange, Mail.com, Gmail, and Freeola are popular choices, some of which will allow you to personalise your business email address with a professional extension.
Google also has a specific business email account that allows you to create a custom email, such as james@yourcompany or sales@yourcompany. The accounts come with default encryption that keeps your business email safe and secure.
Security tips
Businesses (especially SMEs) are common hacking and phishing targets. According to security service Mimecast’s new Global Threat Intelligence Report 2024 H1, SMEs are four times more likely to fall victim to a cyber attack than larger companies.
Your business email could contain private and confidential information about you, your company, and your customers. To protect this vital information, it is essential to make your business email safe and secure.
Two-factor authentication (2FA)
2FA is one of the best ways to ensure privacy and avoid unauthorised access. The 2FA system normally sends a unique, time-sensitive code to your mobile or alternative email address. Entering that code when logging in to your business email confirms your identity and grants access.
That way, if a fraudster attempts to hack your business email, they won’t be able to as they won’t have access to the supporting device that receives the 2FA code. LastPass is one of the best ways to protect your business email address with 2FA.
Encryption
Ensure that you choose a business email host that offers end-to-end encryption. This means the messages you send and receive are not accessible to anyone external, making it difficult for hackers to see your emails.
Consider an alias email
An alias email address is supplementary to the primary one. When an email enters the alias email address, it is automatically forwarded to the primary email address.
That way, you can identify potential threats through the alias email without compromising your primary business email address.
An alias email can also help with potential data loss, as all your primary messages will be backed up. So, if anything goes wrong with your primary business email, you’ll have copies under the alias address.
Like the primary account, you can also personalise an alias email address.
Summary
A business email address is a crucial part of your brand identity. Numerous common email hosts offer free options, which is a great way to get started.
However, for professionalism and security, it’s best to register a domain name and create a personalised business email address.
Thanks for reading. We hope this blog has helped you understand the importance of creating a business email address and how to keep your inbox safe. If you have any comments or questions, please leave them below.
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