How to create a corporate e-mail with your own domain?

Corporate email is the email service of your company where you can receive and send electronic messages, exchange attached files. The main difference between corporate email and private email is that the users’ addresses after the “@” symbol have the address of your corporate website, for example: [email protected]

Why does a business need corporate email?

Indeed, in the 21st century, many large companies, such as Google, Yandex, Bigmir, Ukr.net and others offer their email services for free, with high quality and high levels of security and SPAM filters.

Every internet user has their own mailbox, so when hiring an employee, you can suggest that they use it for business correspondence, why not.

But in this case, there is a risk that clients or contractors will receive work letters on behalf of your company from the sender: [email protected] or [email protected] or even stranger addresses.

Even if the email address is more neutral (for example, [email protected]), in business correspondence – this is also undesirable.
If you need to write some kind of warranty letter, then with the address of a free service, it will not be perceived properly, it will have no weight. Unlike the situation when such a letter comes from a corporate address, where the domain of your corporate website is indicated.

When using personal email addresses:

• all the client and/or contractor contact base will automatically be saved in the contacts of your employee’s personal mail and will “leave” your company with them.
• control of work correspondence will be difficult or impossible.
• in case of illness or dismissal of the employee, the transfer of communication with counterparties will also be difficult or impossible.

Thus, it is obvious that the use of corporate email for business correspondence with counterparties is mandatory for any business.

How to create corporate email on the company domain?

In order to set up corporate email on your domain, the following is required:

• actually, a domain
• a server where all correspondence will be stored and the email program will operate
• an email program through which, in fact, correspondence can be conducted.

There are several ways:

1. Own server – this is a rather traditional way that companies used in the 00s and 10s. This is when a whole room called “Server Room” was allocated in the office, in which expensive equipment was placed, and a separate employee – a system administrator, whose task was to ensure the correct operation of the entrusted server, was hired to manage this equipment. As you can see from the description, the method is quite expensive, fortunately, today there are many alternatives.



2. Cloud server rental. This service is, in fact, the rental of part of the capacities of the above-described equipment and part of the working time of system administrators, which allows the company to save significantly. To organize corporate email, the domain owner only needs to choose a tariff plan from the company providing this service and connect the domain to this server through the appropriate domain settings.



3. Using an email program on the website hosting. Quite often, hosting providers that provide hosting for corporate websites provide an email option. This is usually free, but as a rule, the disk space is not large, which does not allow saving correspondence, and the email programs can be quite outdated. This solution is suitable for small companies from 1-5 people.



4. Gmail and Yandex services. Yes, Gmail and YandexMail offer services to connect the domain of your site to their email systems. In my opinion, this is the most optimal option for organizing corporate email on your domain.

   Google and Yandex are companies with multi-billion dollar capitalization, which allows them to use the most advanced technologies and hire the best specialists.

   It is logical to assume that their IT products are the most high-quality: email programs are the most modern, and servers are the most reliable.
   Moreover, YandexMail provides up to 500 mailboxes in the domain of your site for free! Unfortunately, the products of this company are banned in Ukraine.
   As for Gmail, the conditions for providing their service are 5 dollars per account per month or 50 dollars per year. Not a lot of money, but if more mailboxes are required, this can result in significant costs.

   

   One of the drawbacks of this solution is that these companies do not even hide that they index the email correspondence of their users, including corporate ones.
   Therefore, if your business area is associated with super secret commercial secrets, then the use of these services is not desirable and only the 1st option – your own corporate server – will suit your company.

In this article, I decided not to go into the technical details of SMTP IMAP – servers and MX records of domains (there is a lot of information on the Internet), but to consider simply possible options for the most optimal organization of corporate email.

As for our company BUSINESSSITE, we use only one single mailbox – this is very convenient for our clients, as they do not need to think about which address to write to for this or that question.

Distribution of letters among employees occurs through the CRM system, which, depending on the recipient, notifies the appropriate employee responsible for the client.
In addition to the convenience for clients, this also allows you to fully control the work correspondence, and in the case of an employee’s dismissal, they simply disconnect from the CRM and lose access to the mail, and their correspondence is saved and a new employee can very quickly get up to speed with all the client’s affairs.

The topic of setting up mail and CRM systems is very large and may require a separate article.

Well, in this article, I hope I managed to cover the question: how can you set up corporate email on your website domain?