What is a professional email address?
Everything is happening online and in the cloud so each person has their own email account. We use our email addresses to communicate with others. Our email address is our online identity. It serves as a base for all our work-related and personal services. We must have separate email accounts, or at least different email addresses, for professional and personal communication purposes. Your work email address should only be used for business communication and professional relationships.
Your business email address is the one that you use most to communicate with business associates, colleagues, customers, and partners. If the business email address contains the domain that you registered for your company, it will be considered a professional address. A professional email address is used for business communications and is based on your domain. A professional email address, also known as a domain name, includes your business name.
What are the advantages of having a professional email address
You can choose a fancy name, or an acronym to your personal email address when you set up an account with popular email service providers. Your email address and that of your employees should be professional. Along with professional email addresses, following email etiquette rules helps in projecting your professionalism and promoting your brand.
Your domain should be the basis of your email address. It should also reflect professionalism. These are the benefits of a professional email address:
- Trust builds trust
- Recalling is easy
- Improved deliverability and reputation
How do you choose an email address for a professional?
You need to plan the format and structure in which the users’ email addresses will be sent to you to maintain consistency and ensure consistency when creating email accounts.
These are some of the most common and widely used email addresses:
This is the most common email format. This email address is professional because it includes both the first and last names. Even if multiple people have the same first name, there is less chance of them sharing the same last name. This makes it easier for users and email addresses to connect. This format works well for all organizations. This format is suitable for all sizes of organizations, even startups, and small businesses. It will allow you to plan long-term and avoid conflicts if your organization grows.
Another popular format is the one used by many organizations around the globe. This format is popular because it is personal, easy to remember, and includes the first name of the user. There might be issues if people have the same last name. This format is preferred by most admins. They use the shortened version of the second or two letters from their second names to avoid any conflicts.
When there are two additional persons named Peter Parker within the same organization, firstname.lastname@example.org
Customers and business contacts can easily identify who sent the email, and then connect with them. This is a great option for small businesses and startups with 10 or fewer users. As the organization/business grows, conflicts may arise based on user names. This confusion can get even more complicated when both users have customer-facing roles. This can also confuse when multiple people have the same first names. Because addresses are simple to remember, this format is very popular.
For larger organizations, rather than assigning an email address in this format to all users, you can assign email addresses in this format as email aliases for prominent members of the organization. This will allow them to keep their primary email address secret and help distinguish between important and junk mail.
How do I create a professional email address that is accessible to all users of Zoho Mail?
First, set up your Zoho domain to create a professional email account with your domain. Follow the step-by-step process explained on this page to complete your domain setup. Once you finish verifying your domain with Zoho Mail, you have to add users to create their email accounts. In case you do not have a domain yet, you can buy a domain with Zoho. Zoho domains are ready to use immediately and are fully configured. You can add users right away.
Zoho Mail offers multiple options to create and select professional email addresses.
- You can add the users one by one providing their first name, last name, and the email address to be created for them along with the password that should be used for them to log in. This is a better option if you need to create 10 or fewer users.
- However even if there are 5+ user accounts to be created, it is recommended to use ‘Import from CSV’ to create users from the details uploaded from a CSV file.
- The ‘Import” options allow you to import users directly from GSuite or CRM. Detailed instructions are available on this help page.
Email addresses for groups: Professional email addresses that are purpose-based or function-based
The ‘purpose-based email addresses’ are another important aspect of email addresses that often gets overlooked. It is recommended that you use generic or purpose-based email addresses such as email@example.com and firstname.lastname@example.org to suit your specific needs. This will make sure that email addresses used for important purposes, such as contact@, will remain functional even after employees leave. Support, sales, and other tasks are handled at the individual level in the early stages of an organization. Communication is done from the customer to the person or the lead. It is best to use generic email addresses that are managed by a group to improve the professionalism and standardization of communication.
Group email best practices:
It is a good idea to have generic email accounts that are based on different functional groups within the organization. This will allow for professional communication. These are the most common generic email accounts that organizations use for different functions.
Email accounts for public and external groups:
External and public email addresses can be used to allow external contacts to contact the various functions of the organization. Administrators must ensure that these accounts are authorized to receive emails from outside accounts when creating them. The emails should also be sent to the appropriate team.
Here are some examples:
Email accounts for internal groups – Organization
Email addresses for the organization or internal group are used to allow employees of an organization to reach other employees and perform internal functions. You can set these accounts up to only receive emails from employees within your organization.
Here are some examples:
How do I create a professional email address for all generic accounts and distribution lists with Zoho Mail?
You need to create an email group that has public access to create a professional email account with your domain. This will allow you to distribute lists or generic accounts from your domain. Refer here for detailed instructions about creating and managing group email accounts with professional email addresses in Zoho Mail.
These are the top features for creating Zoho Mail domain-based group accounts:
- Multiple members can be added and multiple moderators assigned to each group.
- Moderators will be granted group permissions. They can add or modify members and settings. The moderator can approve or deny emails that are sent to the group.
- Users can send emails to the group address. Administrators can extend this feature to all members of the group or a select few.
- Users can send emails to groups using the same email address. The recipient will not see their personal email address.
- Streams can be enabled by the administrator for members to collaborate and communicate with each other within the group from their Inbox.