How to create a business email address: step-by-step guide

Having a business email is an absolute necessity for any company, but you can’t just use any old address. Taking the time to select a well-chosen business email address can result in a higher email open rate, better ROI for your marketing campaigns, and strengthened customer trust.

We’ll take you through how to create a free business email address in four easy steps using Google Workspace, the number one recommended platform for SMEs. We've come to this conclusion following thorough user testing of the top email hosting services for small business users.

Google Workspace is aimed at business users, but if you've previously used a personal Gmail account, then it will have an instantly familiar look and feel. Everything is effortless to use, as the business email is built off the same core platform already used by millions worldwide. It’s already hooked into all of the other great tools Google Workspace has to offer, including Google Meet and Google Calendar.

Creating a business email through Google Workspace – Step by Step

Establishing a professional email address for your business is crucial for projecting a credible and trustworthy image. Several options are available when setting up a business email, each with its advantages and considerations.

For example, you might choose an email hosting service like Bluehost or Hostinger. These specialist providers offer dedicated email servers for your business for enhanced control and flexibility. In comparison, email apps like Google Workspace and Microsoft Outlook offer a more convenient solution that can integrate with existing business tools like Google Calendar and Microsoft Teams.

Regardless of the chosen method, the general process for creating a business email address involves setting up an online account using your business credentials.

Given its exceptional popularity, straightforward setup, comprehensive feature set, and competitive pricing, Google Workspace serves as an ideal example of a leading email service provider. Here's how to create a business email through Google Workspace in four steps:

Step 1: Set up a Google Workspace account

The first thing you’ll need to do is head to Google Workspace and set up an account. This is a straightforward process that asks you basic questions about your business, such as its name, and the number of employees.

Step 2: Choose or add your business domain

Now that you’ve given Google some basic information about your business, you can choose the email domain you want to use.

Your domain name is the address of your website, and will form the foundation of your business email. For this reason, it should include the name of your business or be as close to the name of your business as possible.

If you don’t already have a domain name (for example, yourbusinessname.com) then you can acquire one through Google’s own process. You’ll have a choice of how to set it up. For example, you’ll be able to choose to end your domain with .org, .net, or .com.

Once you’ve chosen your domain name, you’ll be given a price for how much it’ll cost you to keep that domain name. When we tried it with our fake store that sells pet food, Pawesome Bites, it told us it would cost £10 per year.

Alternatively, if you already have a live website with an existing domain, you can select to use this for your business email address.

Step 3: Enter details about your business and create a password

You’ll be prompted to give a couple of extra key details, including your business’s physical address and business contact details.

Lastly, you’ll be asked to create a password. Make sure it’s a strong one to help keep your business cybersecure – use a strong password that won’t be easy to hack or an obvious guess. This isn’t the time to pick your mother’s maiden name or the name of your first pet.

Step 4: Choose your plan

Now that you’ve gone through all the loops of setting up for Google Workspace, you’ll be sent an email to confirm that it was you setting up a new account. Once you have confirmed this, you can choose the Google Workspace plan you want to subscribe to. These are the plans you can choose from:

• Business Starter – best for businesses with a tight budget
• Business Standard – best for small businesses overall
• Business Plus – best for small businesses that want a wide range of features and insights on email campaigns
• Enterprise – best for enterprises that are looking for a tailored and powerful solution

Cost of a Google Workspace account and email address

Unlike a personal Google account that you’d use for an @gmail.com email address, you’ll need to pay for a Google Workspace account and the business email address you wish to connect it to.

Fortunately, the fees are minimal, starting from £5 per user, per month.

Google Workspace gives you a choice of four subscriptions: Business Starter, Business Standard, Business Plus, and Enterprise. Here’s a closeup on each one to help you choose:

Can you have multiple business emails?

The quick answer is yes, you can have multiple business emails set up with Google Workspace. This is also the case if you are a sole trader who wishes to have more than one email account for their business.

Creating alias addresses

One user can have several email addresses by creating email aliases. For example, you could have a your.name@yourbusinessname.com address, a contact@yourbusinessname.com address, and a sales@yourbusinessname.com address. All of these will be accessible through the same Google account, but grouped into different inboxes.

You can add up to 30 email aliases for each user. Each alias can be set up to ensure that different departments have their own inbox.

Adding accounts for your team members

You can also add multiple users to your Google Workspace so that all your employees have access to their own email accounts. You can add up to 300 users to your Google Workspace (or more on the Enterprise plan).

Here are the steps to follow to add users:

1. Make sure you’re signed in on an administrator account (this will typically be the first account you create)
2. In the Admin console, go to Menu > Directory > Users
3. On the left, under All organisations, select the organisational unit to which you want to add the user to
4. At the top, click Add new users
5. Add account information, like how the email will be set up with their first and last name
6. Click Add New User
7. To send account information to the user, click Preview and Send
8. Click Done

Buying Guide: why do you need a business email?

Having a business email is having like a digital mailbox. Not only does it create a single organised place where customers can reach out to you, but it gives you an extra degree of legitimacy as they can tell your company is registered and established. Essentially, having a business email should be a no-brainer. Here are a few reasons why you need one:

• Gives you more control: a single business email makes it easier to keep track of all your communications. It also gives you admin control through which you can create new staff accounts, remove old ones, and set up email forwarding.
• Establishes credibility: when customers have a place to reach you through an official company email address, it shows you've done the work to register and set up your business.
• Better security than a personal account: providers like Google Workspace are set up with enhanced security features that keep your internal and external communications safe (safer than a personal email, for sure!)

What email is best for a business email?

Some of the best platforms to use for business email addresses are Google Workspace (Gmail), Verizon Email, and Microsoft Outlook.

Are business emails free?

There are a few different website hosting providers and email platforms that allow you to set up a business email account as a free add-on, but only if you purchase a website hosting or server hosting plan. Our top choices are BlueHost and Inmotion Hosting.

Is Gmail free?

Gmail is only free for personal users. You can access a business email through Gmail if you purchase a Google Workspace plan. Prices start at £5 per user, per month, and it will also let you use your company's domain name.

Can you get a business email for free?

The real answer is that, although you can technically get a business email for free, you’ll end up paying for other costs along the way.

For instance, you’ll have to pay for domain hosting to get a free email included when using Bluehost or HostGator. We explain the process in our video, below:

With most webmail providers, you can’t have a business domain address unless you pay. With Google Workspace, you’ll pay a yearly amount to host your domain as well as a Google Workspace Subscription, which can be as cheap as £5 per user, per month.

If you want to set up your hosting separately, rather than going through Google, then you’ll first need to choose your web hosting setup. This can either be a shared, VPS, or dedicated hosting plan, depending on the scale of your website and its likely traffic.

After this, you’ll need to register your domain name. If you choose one that’s already been taken, the registrar will show you alternatives that are closely related. Once you’ve chosen your domain name, you can fill in your payment information and get started.

At this point, you may be able to add on a business email address ‘for free’. But, with the hosting and domain costs included, it certainly isn’t a free process from beginning to end.

Learn more in our complete guide on How to Create a Business Email Address for Free

Conclusion

Having a business email address is vital to building your business’s trust and authority. After all, would you trust a business that doesn’t have their own domain name in their email? Having a recognisable domain email will make it easier for your customers to reach out, drive successful email campaigns, and, generally, ensure you’re on people’s radar.

Although there are plenty of options out there, the easiest, most affordable and – for Gmail users – most familiar way of setting up a business email is via Google Workspace. You’ll have access to a user-friendly platform that’s integrated with a host of other apps that will make it easier for you and your team to stay in contact.