How to create a corporate e-mail with your own domain
Creating a corporate email account with its own domain is an important step for any business. It helps build customer trust, improve corporate identity and professionalize communications. In this article, we will look at why businesses need corporate email, how to choose the ideal domain and create mailboxes based on it, and discuss the various methods and costs involved in the process.
Why does a business need corporate email?
Corporate email with its own domain is important for several reasons:
- Demonstrates the company’s professionalism and serious attitude to business. When customers see emails sent from the address associated with your domain and corporate website, they realize that they are dealing with an official representation of the company, not personal mail.
- Helps improve branding as each email becomes part of your marketing strategy.
- Offers more options for data protection and security management, which is critical in today’s environment.
Of course, to save financial resources, you can use employees’ personal mailboxes, but this entails reputational risks, lack of control over the content of correspondence, the risk of losing some important letters and the channel of communication with customers. When an employee leaves, the address through which the correspondence was conducted disappears, and customers cannot get their questions resolved.
How to find the perfect domain for your mail
Choosing a domain for your corporate email is an important step. The domain should be short, easy to remember and associated with your company. Preferably, it should match the domain name of your corporate website.
How to make a corporate email on a company domain?
Creating a corporate email account on your own domain involves several steps:
- Domain registration through one of the domain registrars. You can do it with us.
- A server for running the mail program and storing correspondence.
- Selecting an email program through which to correspond.
Next, you need to configure the domain’s DNS records. Usually ISPs provide step-by-step instructions for this procedure.
Which method of mail creation to choose
Choosing the most appropriate way to create a corporate email depends on many factors, including company size, budget and the technical background of the team. Let’s take a closer look at the main options.
Own mail server
Creating your own mail server requires more time and resources, but gives you full control over your data. All data is stored on your own server, which reduces the risks associated with the transfer of data to third parties. You can customize the server to meet your company’s specific needs.
After the initial hardware and installation costs, further costs are only related to maintenance and upgrades. However, this method requires significant technical knowledge and resources to manage and maintain the server. It is recommended for large companies with in-house IT specialists.
Lease of physical or virtual server
This method allows you to save money on purchasing and maintaining equipment, hiring system administrators, and paying for their work. To use the lease service, you need to choose a provider, a tariff plan that suits your company, connect the domain to the leased server and make the necessary settings.
Hosting services
Some companies offer mail server hosting. This service has a number of advantages, as the hosting provider takes over part of the tasks of managing and updating the server, provides a high level of security. You can also easily add or remove users as needed. The disadvantage of such services is the limited space for storing correspondence. Therefore, it is better to consider such a service for small companies, for corporations this method is not suitable.
Cloud services
One of the best ways to organize corporate email on your domain is to use cloud services such as Google Workspace, Microsoft 365, Zoho Mail and other similar resources. Cloud services with multi-billion dollar capitalization use the latest technologies and hire the best IT professionals. This allows them to guarantee high quality of services, security and reliability of mail servers.
Choosing the right method
Choosing the right way to create a corporate email depends on several key factors:
- Company size. For small and medium-sized companies, cloud services such as Google Workspace or Microsoft 365, server rental or hosting will be optimal. For large companies with their own IT department, it is advisable to consider creating their own mail server.
- Budget. Cloud services, virtual or physical servers and hosting services imply predictable monthly payments, which is convenient for budget planning. Creating your own server requires an initial investment in hardware and further maintenance costs.
- Level of technical expertise. Cloud services are easy to use and do not require special technical skills. To create and maintain your own mail server, you need qualified IT specialists.
By taking these factors into consideration, you can choose the best way to create corporate email for your company.
How much does corporate mail cost
The cost of corporate mail depends on the chosen method of its creation. Let’s look at the main options and factors affecting the cost.
Cloud services
Offer fixed monthly plans that include mailboxes and additional work tools. For example, Google Workspace offers several plans with varying amounts of storage per user and customization options ranging from $6 to $18 per month. Microsoft 365 also has several plans ranging from $6 to $22 per month. Zoho Mail has more affordable plans ranging from $1 to $4 per user per month.
Own mail server
Setting up and maintaining your own mail server can be more complex and costly. The purchase requires a one-time outlay of $500 to several thousand dollars for the purchase of equipment and licensed software. Further costs include equipment maintenance, software upgrades, and system administrator fees.
Lease a virtual or physical server
Virtual server (VPS) rental costs from $5 to $50 per month depending on the power and storage capacity. For example, a minimal VPS can cost $5-$10 per month, while more powerful solutions can cost up to $50 or more.
The cost of renting a physical server depends on the configuration and can start at $100 per month and go up to several hundred dollars.
Hosting services
A mail server hosting service can cost anywhere from $5 to $20 per month, depending on the number of users and features provided. If you take advantage of advanced security, support and management features, the cost will be higher.
Conclusion
Creating a corporate email account on your domain is an important step that helps build customer trust, improve branding and secure communications. Regardless of the method and service you choose, it’s important to consider all aspects, from domain selection to mailbox setup. The effort and expense invested will pay off, providing your business with new opportunities for growth and development.
