"Hey Dom, while I've got you, how do I go about setting up a business email using my domain name?"
The above is a common question we receive here at Domin8 Designs HQ.
A business email address using your own domain name is a necessity in today's technological age, as a way to show your customers that you are both professional and trustworthy.
We've developed this guide to help businesses in Hobart and Tasmania; detailing how to use Crazy Domains and Google's Workspace (formerly G Suite) to create your own business email address.
Creating a business email means that you use your domain name as a part of the address, instead of the generic @gmail.com or @outlook.com.
Free email addresses are great for getting started, however they lack the professional image that a business email brings. A generic email can also be created by just about anyone these days, making it hard for your potential customers or clients to trust where an email has actually come from.
Benefits of having a business email using your domain name include:
We will walk you through creating each of these, however to get started you'll need:
There are a plethora of email options out there, each with their pros and cons. We don't specifically advocate for one over the other, apart from that Crazy Domains and Google Workspace combination is what we use and have never had any problems with it.
Purchasing and setting up email accounts directly through a domain name provider is okay, however we've personally found that email clients like Outlook or Airmail often don't like the servers they use and remembering how to access them via a webmail client can be annoying.
Google Workspace and Gmail are one of (if not the) biggest and most secure email platforms in the world, and there's also the added benefit of being able to easily access your emails via the Gmail website if you're travelling abroad or don't have a regular device with you.
The two costs are:
You can purchase a domain name from Crazy Domains from around $20.99 AUD for a 1-year purchase. A Google Workspace Suite Basic Account starts at $8.40 per month (~$100 per year). This means you can setup a functioning business email from around $120 per year.
It's important to note that there are a few variables to the cost also which include how long you purchase your domain name for, what type of domain name you purchase and how many emails you want to setup.
Google Workspace also offers a free trial which is great if you want to try out Google Workspace before you purchase an account.
As a Google Workspace user, we're also a part of their referral program - so you can also head to Google Workspace using this link and use the code GD763YPWAKQRYYC and get 20% off for your first year.
All the same if you're ready to get started, let's jump in...
The first step is to purchase your domain name. If you already own your domain name and are looking to just setup a business email, you can skip to step 2.
Use the large search bar to search for an available domain name. Choosing a good, relevant domain name is important - however don't spend too long trying to figure this out.
Choose the appropriate 'end' for your domain (i.e. .com.au) or an alternative, then you can click the drop down to select how long you want to purchase your domain for.
Helpful tip: Wondering whether you should choose '.com' or '.com.au?'' I often advocate for '.com.au' as it lets customers know you're a trustworthy Australian business, however if your scope is international or you don't have an ABN, then you can opt for another option.
Once satisfied, click "Add To Cart" and then "Go To Cart" in the checkout pop-out.
Unless required, you can remove the free 'website builder' and '.site' - or any other options that appear. Just ensure that your domain name is still there. Click the "Pay Securely" button at the bottom of the page to continue the checkout process.
Continue through Crazy Domains checkout process by clicking the "Continue Order" button/s. In summary, you don't need any of the up-sells or add-ons.
If purchasing a '.com.au' domain name, you'll need to enter a valid ABN and your business/company details. You'll also need to accept the standard policy.
Continue through to the next page, where you confirm if you're GST registered and also configure the privacy option - ie. choose if you want your domain information (name, address etc.) private on the WHOIS database for an additional cost.
*Finally* - enter your payment information and click "PAY & ACTIVATE" to finish the first part of the process (or continue via PayPal/Zip).
If completed successfully, you'll get an order confirmation page from Crazy Domains. You may also be prompted to create an account along the process which you should also do.
Once you've created an account, you can head to the "DOMAINS" tab in the top menu to check out your new domain.
That's it for the domain name side of things for a moment, time to setup your Google WorkspaceAccount.
Click the "Start Free Trial" button under the 'Basic' heading (price subject to change). You can also have a look to see if some of the other features of the Business plan may suit your business goals/budget, but we'll stick with Basic for now as it has everything we need for a functioning email.
Enter your business name, select employees, choose country and click "Next".
On the next page, enter your name and current email details as requested. Click "Next".
On the next page, you can select "I have a domain" as we already purchased this previously. Click "Next" to continue.
Enter your domain name that you previously purchased on the next page. Click "Next", then "Next" again on the following page to continue through.
You can click "No Thanks" to share information with Google before *finally* reaching the fun part - choosing your email username.
This a good chance to have a think about an email address that is suited to your business type. For example, for work emails we use our names (firstname.lastname@example.org) as it's a nice personal touch, however if it's an email address as a general administrator then this may not be appropriate.
Some suggestions include:
Once you've chosen an appropriate name, enter a secure password and complete the validation. Then click "AGREE AND CONTINUE".
If completed successfully, your Google Workspace account will be created and you can click "GO TO SETUP".
Once complete, you'll be presented with the 'Set up Google Workspace' page. Click "START" under the 'Add people...' heading. You can skip over this step for now (as you're already a user) by clicking the "I added all user email addresses..." button, then clicking "NEXT".
We're going to go off the recommended path here a little and click the 'Choose a different method' dropdown and click "Add a domain host MX record". This just makes things a little easier based on our Crazy Domains setup.
Next, jump across to Crazy Domains in a new tab (you can click the 'Open Crazy Domains website' link too) and log in if not already.
Once logged in, under the 'Domains' tab in the main menu (see step earlier), click on the domain of the name to open up the control panel.
Once open, head back to the Google Workspace tab.
We're almost there. In Google Workspace, click the first two check boxes to say that you've logged in and have opened the control panel.
Now the real fun begins, we have to add these records to Crazy Domains.
To begin, copy the first (really long) value under the "MX record to verify your domain' heading. It should end with 'mx-verification.google.com' (blurred out in image below).
Now head over to your crazy domains tab, and scroll down to the "DNS Settings" area. Click the three little menu bars on the right hand side and click "Add Record."
Select "MX Record" from the drop down and click "Add."
To start, leaving the 'Sub Domain' area blank, select '20' from the dropdown, before pasting your previously copied verification record into the 'Assigned To Server' area. Click "Update (1)" to complete this step and add this record.
Helpful tip: You will/may need to delete the full stop '.' at the end of the record before pressing update.
Once completed, you should see your new record below the two previously listed 'A Records'.
Next, jump back to the Google Workspace tab and repeat the process above with the additional records under the 'MX records to switch your email to Google Workspace' heading.
Here's a break down for you:
Helpful tip: If you want, you can memorise these or use the same copy/paste and then click the small "+Add MX Record" to input all the values, then click update to submit these all at once.
Once complete, your Crazy Domains records should like something like the image below (some areas blurred out).
Once compete, head back to your Google Workspace tab and click the "I created the new MX records" checkbox and the "I saved the MX records", before clicking the "VERIFY DOMAIN AND SETUP EMAIL" button.
If all has gone correctly, you'll be presented with a loading type screen as Google Workspace verifies your domain.
Google Workspace may take a bit of time here to verify the records.
Helpful tip: if verification fails, firstly check that your records in Crazy Domains are exactly as they appear in Google Workspace. If they look correct, you can head to a website like https://www.whatsmydns.net/, input your full domain name (but with no 'www') and select MX from the dropdown to see if they have propagated yet.
While it often says this process will take 50 minutes, our verification took less than ten.
Once complete, you'll see a 'You've successfully switched...' message. Click "NEXT" to continue.
We're almost there. Click "CONTINUE" on the next screen to push through the process.
Click "NEXT", then input your login details created earlier. You can then read and click "ACCEPT" the policy on the next screen.
Congratulations, technically that's it - you can now head to gmail.com/ and use your new email address under the 14 day Google Workspace trial.
Google allows you to trial its Google Workspace services for free for 14 days, which is great, however you do have to pay eventually if you want to continue to use your business email and will need to setup billing.
On the admin console page, click "Billing" or click the "SET UP BILLING" button on the right hand side.
Double check on the next page that the information is correct and the Google Workspace Basic plan is selected.
You can input this under the 'Promotional Code' area.
We won't detail the next few steps as hopefully they're relatively straightforward, however use the "Continue" button and input the respective information and payment details over the next few pages.
Once complete, you will have successfully setup a business email address using Gmail.
Now that your email has been setup, you can head over to your email client like Outlook or Airmail and setup your account there. Many modern email clients now have the option to easily add a Gmail account, and because technically your new account is a Gmail one, you can use this option to easily set it up.
Just ensure that you use your new email address that uses your domain name, not the @gmail.com one if you had this previously.
Alternatively, you can access your email via the Gmail website and use this as the client. As above, a benefit we've found of using Gmail is that if we're travelling abroad, you can easily access your emails by visiting Gmail (as opposed to having to remember how and where to log in if using a domain provider's inbuilt email system or pesky webmail client).
We really hope that this post was useful for businesses or organisations looking to improve their professionalism by creating a business email using their domain name.
If we've missed a step or something is not quite right, please let us know so we can update this post.
All the same, if you've found this post useful, we always appreciate sharing it via your social media channels.
Finally, if like many business in Tasmania, you feel a little overwhelmed with your current workload and just want someone to set up your emails (or website) for you, then get in touch via our "Discuss A Project" page and we'll happily help out.
Psst. You may have noticed a few affiliate links in this article, these help offset some of the time and costs associated with producing content like this. You can learn more via our Affiliate Disclosure page.
This guide provides steps on how small business owners can use basic SEO, or search engine optimisation, to help improve your website ranking.Read this post →
A quick update for Domin8 Designs clients regarding backend work that will be performed across January 2021.Read this post →
In this short tutorial, we share how to generate a shareable link or embed code for directions created in Google Maps, which can be easily embedded on your website.Read this post →