In a bid to keep your business communications separate from your personal communications, it is often necessary to set up a special email account for business use. Below, we will be looking at some of the considerations you need to make, when setting up an email account for business use. We will also be looking at some of the steps you need to follow, when setting up an email account for business use. Finally, we will be looking at some tips that can be of help to you when operating a business email account.
Considerations to be made when setting up an email account for business use
There are several considerations to be made, when setting up an email account for business use.
First among these considerations is the one on the volume of email communications you are anticipating. If you are anticipating lots of business emails, you need to set up the account using an email service that can cope with the volumes. It is important to appreciate that there are some email services where the storage capacity is limited. Previously, this used to be a big issue, but nowadays, in an age where email storage capacity is measured in terms of gigabytes, this is no longer much of an issue. Still, some of the email services offered as part of web hosting packages tend to have severe limitations in terms of email storage capacity.
Second is the cost factor – the question on how much money you are willing to spend on business email communications. If you wish to minimize your expenditure in this respect, you may need to consider using one of the free webmail services that are available (the likes of Yahoo Mail and Gmail). But you can also opt to spend a little money, to get an email account that is based on your business’ website domain name. This tends to enhance credibility, compared to what would be the case if you were to use a free webmail service for business communications.
The steps you need to follow, when setting up an email account for business use
The specific steps for you to follow when setting up an email account for business use depend on the type of email service you are using. If you are using a free webmail service (such as Yahoo or Gmail), you will just need to go to the webmail service’s homepage/sign in page, and click to indicate that you wish to ‘sign up’. Then you will need to fill in a form, with details such as your preferred username and password.
The steps may be different, if you are using a subscription-based/paid-for email service — for instance one that is based on your business’ web domain name — and which is probably offered as part of your web hosting service. In that case, you will probably have to start by going to the C-Panel/Control dashboard. Once there, you will need to click to indicate that you wish to set up a new email address, and then fill in a few details in order to have the email address set up.
Tips to help you when operating a business email account
There are several things you need to do, when operating a business email account.
First, you need to always ensure that you reply promptly to the business emails you receive through the account.
Secondly, you need to consistently choose your words carefully, when undertaking correspondence using your business email account.
Thirdly, you need to keep your business email account well organized. To this end, you may need to consider setting up a system for archiving the emails you receive through the business email account. You may also need to consider setting up a referencing system for the emails you receive through the business email account.
Fourthly, you need to be aware of the fact that the business email account can serve as a conduit/vector for infection of your business computing ecosystem with viruses and other types of malware. You therefore need to ensure that you don’t click on suspicious attachments. You also need to be careful about the links you click on. And you have to be careful, lest you (and your business by extension) ends up being a victim of a phishing attack. You need to change the business email account password regularly, and do all the other things that are necessary to keep the email account secure.