Personalizing my company's email addresses: why and how

Whether you've recently launched your business or are already well established, if you're reading this article, it's because you're wondering about the relevance of personalizing your professional email addresses.

The answer to this question is simple: yes, it's relevant—even essential—to personalize your small business's email addresses. So, discover the reasons and ways to take the plunge.

Why customize your company's email domain name?  

1. Credibility

Unsurprisingly, your company's credibility is a very important issue when personalizing your email addresses.

Indeed, have you ever received professional emails from gmail.com addresses? And if so, what was your first impression?
You probably found it unprofessional, feeling like you were receiving a personal message.

This is why it's so important to carefully choose the domain name you'll use for your email addresses. It's important to choose a name that reinforces your credibility with your audience.

2. Consistency

In addition to impacting your credibility, the domain name used for email addresses helps strengthen your brand identity. Because using your brand codes across all your different platforms and means of communication reinforces the consistency of your identity as a company.

3. Identifiability

Finally, the domain name associated with your emails also allows your contacts to identify you much more easily, the address will of course also be easier to remember.

Because you will have chosen a specific format (for example name.firstname@company.com ) , it will also be easier for your customers to find the address of the people they wish to contact within your company.

How to customize your company's email domain name?  

1. Buy the domain

If you already have a website, you've already purchased your domain, so skip ahead to the next step!

If you don't have a website yet, you probably haven't purchased your domain yet. To do this, you'll need to choose a web hosting provider such as GoDaddy.com or Rebel.ca.

NB: In this article we will not detail how to choose your web hosting provider, to find out more we recommend the article by Web Hosting Canada which details this aspect well.

2. Choose your email provider

Once you have your domain, you'll need to choose your email provider. You have a wide range of options, with the two most popular platforms being GMail (Google) and Office 365 (Microsoft).

Choose a provider based on your needs and the platforms you already use within your business. Note that there are also many other platforms available depending on your specific needs (budget, storage, specific features, security).

If you need help with this choice, PAL-TI will be happy to assist you in this process.

3. Configure

Before setting them up, we recommend thinking about a formula that you can apply to all the email addresses you create. This is the heart of personalizing your email addresses. Keep in mind that they should allow you to quickly identify who the recipient is.

For example: firstnameinitial . lastname @mycompany.com , which would give a . dubonnet @mycompany.com

Or even first name . department @mycompany.com , which would give: alice . rh @mycompany.com

Now that you have your domain, your hosting provider, and the plan you're going to use, all that's left is to set up your email addresses. This process will vary slightly from platform to platform, but here are the basics:

1. Go to Settings
2. Add your account
3. Enter your information (name, domain, company, etc.)
4. Confirm the configuration for incoming and outgoing emails

In summary

As you will have understood, the personalization of email addresses, which may seem anecdotal to some, is in reality a key element in strengthening the identity and credibility of the brand.

Much simpler than you might think, this customization is accessible to everyone, from SMEs to large companies. In just a few clicks, your email addresses become a real asset in your communications strategy.

About Nexxo IT Solutions

Nexxo Computer Solutions specializes in providing IT and technology services to Quebec businesses. Its mission is to offer Quebec companies IT services tailored to their needs. Acting as an external IT department, it handles all of a company's IT tasks, allowing it to focus on its business activities. It achieves this by collaborating closely with its clients and putting their interests at the center of its concerns.