Tuesday, May 20, 2014

304- Using Email Accounts With Your Own Domain Name

If you're running a business, it makes sense to have email addresses that are associated with your domain name rather than ones provided by Google or Hotmail or whoever. Put simply, it looks more professional. And even if you don't publish an email address that relates to your domain, some people will put two and two together and assume that info@ followed by your domain name should work anyway.

Using Email Accounts With Your Own Domain Name

Some of the "people" who do that are spammers, which explains quite a bit of what you get in your inbox from people and services you've never heard of.

But that shouldn't put you off setting up one or more email addresses and accounts with your own domain name.

There are several ways you can set this up.

Most domains come with a control panel, in which case that's most likely the simplest way to go about things.

The control panel itself should offer you a variety of options and you'll need to choose the one that works best for you.

If you've got several different people who handle different things in your company then it makes sense for each of them to have their own email address.

This could be their department (sales, support, etc) or it could be their name.

If you use people's names, there are several things to consider.

The first is a naming convention.

For instance, if your company is relatively informal, you might decide to use people's first name as the part before the "@" sign - that works well until you get two people called Jane (or whatever) and then it works a lot less well.

Another option is first name and surname, sometimes separated by a full stop.

Either of those work reasonably well until someone leaves your company. You then need to remember to still handle all the email that gets sent to them for days, weeks, months or even years after they've left. Or run the risk of customers being ignored because they've inadvertently used the "wrong" email address and no-one is monitoring that particular address any longer. Or, even worse, the email bounces because the mailbox has filled up.

You also need to trap for any wrongly spelled names. Even simple names like John have the alternative of Jon. Or people using a nickname such as Johnny. Long names can get abbreviated - Chris could be short for Christine or Christopher for instance.

Either way, you need to make sure that if people leave the company or their names get mis-spelled, any emails sent to them aren't left abandoned.

Once you've decided on the names to be used, you then need to decide on the system you're going to use to look at the emails.

Webmail is probably the simplest - people are used to using it with Gmail, etc. It is also relatively easy to keep track of but you will probably have limits on the amount of mail you can store and will need a policy about deletion of old emails.

Another common option is to forward your email to another place entirely. If you're looking after more than one site or like to deal with all your email (personal and business) in one session, it's sensible to do this.

Your hosting service may also do their best to persuade you that you need a more complex system such as Microsoft Exchange but you'll need to weigh up whether the extra expense and administration is worthwhile.

Article Source: EzineArticles.com

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