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How to Set Up an Email Account that Uses Your Domain Name

This guest post is written by Kashish Jain of gkbasic..

Most of the people who are new to web design and blogging don’t understand the capabilities that come free with their domain, so they don’t take advantage of them.

How many times have you visited a site for www.something.com and on the Contact Us page, you find that the sales or customer service personnel have email addresses like [email protected]? It certainly is not the main measure of business quality, but the average person usually thinks, “Geez, what is that, their personal email address?”

I, too, began using my personal email address for my website, but very soon I started to realize the importance and need of something more professional.

Why not use the domain email which is free with your hosting account? Using email addresses like [email protected] will look much more professional than the personal email—and the best part is, it’s free!

The bottom line is that if you have paid money to own a domain then you should, at the least, buy from a domain registrar that offers email forwarding for their accounts (we prefer Godaddy). You can also create a domain email address from the cpanel given to you by your hosting providers—they’ll also provide at least one free email address for your account.

By following the steps I’ll explain here, I created an email address that uses my domain name, and I now use it everywhere. It’s made an impact on my website and boosted my interaction with the readers. Before we get into the process, though, let me introduce you to the term “email forwarding.”

What is email forwarding?

Email forwarding is a feature that allows incoming mail to a domain email account, such as [email protected], to be redirected or forwarded to another email address, such as [email protected] Email forwarding is the easiest way to set up a new email address without having to change your email program.

Forwarded email addresses are sometimes called “aliases”. An alias, as you know, is another name that refers to a given person. In our example, John has an email address with gmail—[email protected] He has just purchased the domain name widgets.com and sets up a forwarding rule which “reads”: Whenever an email comes in to [email protected], forward that email to [email protected] In this case, the address [email protected] is an “alias” for [email protected], as all email goes to the same Gmail address.

Many services allow hundreds for forwarding rules or aliases to be created. Suppose John runs a small business but wants to give website visitors the confidence that they’re dealing with a solid company. He could create forwarding rules for [email protected], [email protected], [email protected], and so on, and have them all forwarded to [email protected] As John adds employees he can change the forwarding rules to go to other email addresses—you can have as many aliases as you want pointing to the same destination email.

Set up an email account that uses your domain name

Here, I’m going to show you how to create a new email address, like [email protected], and integrate it with your Gmail account. This way, you can easily send and receive emails through the Gmail interface, but your customer will see the emails as coming from your domain email address.

The steps have been broken in two parts. First we’ll see how to create the domain email address. Second, we’ll integrate that domain email with your Gmail account.

1. Create the domain name email address

  1. Log into your blog hosting control panel, or cpanel.
  2. Click on Email Accounts in the Email section.
  3. Enter the details for your new account, and click Create Account, as shown here.
  4. You will see a notification that reads something like this: “Success! Account Created.” The account will be shown on the same page.
  5. Now go back to your cpanel and click on Forwarders in the Mail section. Then click Add Forwarder.
  6. Fill all the details as shown below. Then, click Add Forwarder and you’re done.

Now all the emails sent to [email protected] will be sent to your personal email address.

2. Integrate your new domain email with Gmail

  1. Sign in to your Gmail account.
  2. Go to Options, then to Mail Settings, then click Accounts and Imports.
  3. Check Send Mail As, and click on Add Another Email Address You Own.
  4. In the popup that appears, fill in your details, add the new domain email address you just created, then click Next.
  5. Click on Send Verification, and a verification email will be delivered to your inbox. Simply click on the link to verify it, and you are done.
  6. Now, click on Compose Email, and see the changes you’ve made in action.

I hope these steps are clear enough for you to set up your own domain email address. However, if you feel I’ve missed something, or you’re not able to follow up, then let me know in the comments.

Kashish Jain is professional blogger from Delhi,INDIA who writes on various topics like blogging, technology updates, public administration. If you like this post, you can follow him on Google and his blog about public administration.

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Comments

  1. Hi Kashish,

    Helpful tips here. Using your domain name in your email can add to the credibility department.

    Thanks for sharing with us.

    Ryan

  2. geek says:

    Nice tips you shared Kashish Jain we also use google products for this.

  3. Matt Nall says:
  4. You can take it one step further and add the original email address (the domain one) as a “Send mail as” address under Mail Settings > Accounts and Import. This means that when you reply to an email you received at that address then it goes back from that address. This means that people feel more secure too, as it’s always odd to send an email and have it replied to from a different address – and sometimes somewhat suspicious.

  5. Hii Kashish,

    Very nice and informative tutorials.The screenshots will surely help newbies. I personally use outlook for storing my mails.But I know many people like gmail interface and this tutorial will be helpful for them.

    regards

  6. Kenny Fabre says:

    Kanish

    great tips, this is a very professional way of setting up our email accounts. As marketer we must be as professional as we can be.

  7. Create a email based on my domain has been in my to do list for a while. Since I wasn’t sure how to get it done and would need to spend some time to figure it out, I kept postponing it!
    The steps above seem pretty straight forward. Will try it out. Thank for the post.

  8. Kimmo says:

    I have long advocated this setup – in fact I use Gmail for five external email accounts which is really useful. I wrote a tutorial here: http://nexusgeek.com/tutorial-how-to-use-gmail-with-other-email-accounts/

  9. Nice, easy to follow post Kashish. Not using an email address that represents your domain name is a lost opportunity and one of the most common mistakes that I see online. I mention this quite a bit on my blog but I’ve never created an article like this one before. I’m sending my blog readers her in the comment section of my most recent posts. Thanks! I found this at the perfect time.

  10. The very first step to take after launching your business from websites. It gives a professional look – i agree! I appreciate the effort you took to explain people how important and what exactly does it means.

    Though i had created that emails account but it still doesn’t work. I can compose emails to any email address but can’t receive emails in that account. Don’t know why! It says email sending got failed at every moment i try to compose emails to check.

    Regards,
    Irfan

  11. Imran Elahi says:

    Thank you so much for sharing your valuable tips.I use I use Google apps for my domain’s email features.

  12. Pradosh says:

    Having email with domain name is best, but one needs to be well experienced.
    For my fist blog, I lost my all important mails from outlook during computer crash. Than I switched to Google Apps, but its damm slow, sometimes email would took hours to reach. Presently I use Gmail as primary because it makes all simple.
    But above idea would make all professional without much affords. I liked it.

  13. Brian says:

    This is how I started doing hosted e-mails, but I recently switched to using Google Apps. If you have a small business (up to 10 users), you can use Google Apps 100% free. Gmail handles the mail, your e-mail has your domain associated with it, and you can link that e-mail up to other Google features (Google docs, Google voice, add-on apps like a CRM or accounting). Best of all, I can sync it all effortlessly with my android phone, so now all of my e-mails still come to my phone… but they’re sorted neatly by account.

  14. Brian Link says:

    Every small business should consider using Google Apps. It’s free and completely integrates your domain and email. Even migrates the MX records from hosting providers like godaddy. See google.com/a

  15. That would be great if my domain company didn’t charge extra for having an email account. I only buy the domain from them and had it transferred to my Blogger blog, when I looked into having an email they said I would need to change to another account and it would cost a fortune. So, is there an alternative to this?

  16. koranwawasan says:

    Nice tips, this is a very professional way of setting up our email accounts

  17. I’m using Google Apps to create this

  18. Andrew B says:

    I use Google Apps to manage my email, and must say that I prefer it over the alias forwarding that is shown in the blog.

    The screenshots posted appear to use cPanel, however my understanding was that you can setup forwarding of emails, WITHOUT having to create an email account on the server. Depending on the configuration of the server, email storage contributes to file storage, and can eat up a significant chunk if you let it.

  19. craig says:

    Nice article but Google Aps is the best in this case as you get a lot of other features like Google docs, calendar and others, just like a Gmail account. You can then share any docs with another gmail account holder & the database is huge for an email account. More importantly, you can create up-to 10 users & you’ll have full control over all those email accounts. It’s free, easy to integrate & no hassle. Just you need to follow what’s in http://www.google.com/a, change your MX entry from your site’s cPanel (under mail section), activate the email account from google apps, wait for a few hours & you’re done. You got your own domain email id under fast and secure google server. Good article by the way.

  20. This is going to sound silly, but I was wondering how I could do that. I knew that technically I had an email address with my domain, but I had no idea what to do with it. I’ll need to fix it soon. Thanks!

  21. Cyza says:

    useful tips here ,thanks for sharing..

  22. Josh Sarz says:

    Thank you. You deserve it, bro. I didn’t know I could do something like this. I had to manually use the domain name email before. Now I can keep using my gmail with the domain name email as an alias.

    Thanks again.

  23. Good post which I’d wager gets overlooked by most blogs, yet is arguably a really good way to make your online presence seem more professional (just as getting your own domain name for your actual blog is).

    Even the more experienced ‘webby’ readers will make good use of this article, basically because it’s easier!

  24. darkduck says:

    Why would bother with e-mail forwarding, if you can use Google Apps or Hotmail to run your own mail service? And that is free! No need to pay for forwarding!
    Both of them have decent documentation how to set up the account.

    Then, once your domain has mail on one of those, set up your mail redirection there (not at your hotsing provider or registrar), and set up alternative address at GMail / Hotmail. You will use your favourite web mail service, and noone will ever guess that you actually use GMail address for all your mail.

    I have this set up at my several domains. No issues at all.

  25. Great post! I am in the process of switching from GoDaddy to DreamHost and found the option to have a domain address with Gmail, and I was ecstatic!! The reason I never switched before was I just loved gmail’s interface too much! I can’t wait til the process is done and I have a professional email!

  26. Amy says:

    Very helpful and straight forward information. Thanks!

  27. Yes, I’m guilty of this one. But I already have about five email addresses to maintain. But moving from a “general” email account to my blog’s email is probably the best thing to do.

  28. Hdhe16 says:

    Very helpful. Thanks, Kashish!

  29. Ankur says:

    useful instructions.
    However , I would never advice to use your hosting email. Use Google Apps or Hotmail Live.

  30. Super helpful post.

    Easy tutorials for convient stuff many are unaware of = win

    Thx guys!

  31. Thank you for these easy to understand instructions. I have been blogging for less than a year and have depended heavily on web tutorials for every aspect. This is just what I needed to create a more professional business image.

  32. Prakhar says:

    I have created an email address for my domain following the the steps above. All has gone fine, but i am unable to verify my domain email address as no email is send to my personal email address mentioned in that. Also I am not able to log in to my domain email address. So please suggest me what to do.

  33. Rabindra says:

    Helps newbie bloggers like me. Thanks admin, for stepwise instructions.