Business email is essential for businesses. Having an email address that uses your own domain name (e.g. email@example.com) makes your business appear credible and legitimate. The good news is that it’s both easy and affordable to get business email addresses. We’ll tell you everything you need to know about business email, including how to set up a business email address in just a few minutes.
What a Business Email Address Is & Why It’s Important
A business email address is one that uses your business’ domain name, such as firstname.lastname@example.org, as opposed to email@example.com. Every business should create a business email address because it’s a standard in building and maintaining a professional appearance. It also comes with some added bonuses such as helping to instill confidence in customers and creating a memorable email, which builds brand awareness.
Here are the top reasons for having a business email address:
- Appear professional: For your business to be taken seriously, you need to have coherent professional branding, which includes email.
- Increase brand awareness: A business email address uses your domain name—which almost always includes your business name.
- Build customer loyalty: A professional email address not only increases brand awareness, but also conveys integrity and reliability.
Business Email Address Formats
Businesses should choose an email address format to use across all staff members and accounts to maintain organization and to ensure that email addresses are cohesive—and therefore easy to remember. There are five formats that are most commonly used: first name only, last name only, a combination of first name and last initial, a combination of last name and first initial, and departmental email addresses.
5 Popular Business Email Formats
First name only (not recommended)
Last name only
Combination of first name and last initial
Combination of last name and first initial
Tip: Need more guidance? Learn more about choosing a professional email address.
Business Email Cost
It doesn’t need to be expensive to get a business email. On the contrary, it can be very affordable—and even free depending on how and where you get it from. For example, you can connect a domain name (approximately $12 per year) to an email provider such as Google Workspace for $6 per user, per month. However, you could also get a free domain name and email hosting for multiple business email addresses through a web hosting plan for around $3 to $5 per month.
Here are the costs involved in a business email:
- Domain name: Business email addresses use a custom domain name, so businesses must get a domain name. Those that do not already own one can purchase one through a domain name registrar such as GoDaddy for around $12 per year.
- Email providers: Businesses can create business email addresses through email providers such as Google Workspace ($6 per user, per month), Microsoft ($5 per user, per month), and Zoho ($1 per user, per month).
- Web hosting: Businesses that build sites with WordPress will need to purchase a web hosting plan in order for their site to be live on the web. Many of the top web hosting providers, such as Bluehost and DreamHost, include a free domain name and free business email hosting within their web hosting plans, which cost around $3 to $5 per month.
Money-saving tip: If you still need to build a site, you can get both a free domain name and free email through providers you will likely already be using. Learn more about how to get free business email.
6 Best Ways to Get a Business Email Address
There are a number of good email hosting providers that offer quality plans at low prices. To help narrow down the options, we’ve found the best business email providers with ample storage and glowing reviews. These include Google Workspace, Microsoft 365, Bluehost, DreamHost, Squarespace, and Zoho, which offer low-cost email hosting or free business email as part of their plans.
Here are the six best business email providers:
- Google Workspace: Google Workspace by Google is a complete productivity and collaboration suite that includes business email for $6 per user, per month. It’s best for those that already have a site and a domain, and just need business email and productivity tools.
- Microsoft 365: Like Google Workspace, Microsoft 365 also comes with a business email address that can be used through Microsoft Outlook. Plans start at $5 per user, per month for the full Microsoft Office suite and business email.
- Bluehost: Bluehost is a top web hosting provider that includes up to five free business email addresses and a free domain name with its entry-level plan that costs as little as $2.95 per month. It’s best for those that plan to build a site with WordPress and still need a domain name.
- DreamHost: Similar to Bluehost, DreamHost offers free business email addresses with its web hosting plans. The difference is that it offers contract-free, month-to-month plans that cost $10.95 per month and include unlimited business email addresses. This makes it the best for those that need web hosting, do not want a commitment, and need a large number of email addresses.
- Squarespace: This well-known, all-in-one site builder comes with everything a business needs to not only easily create a professional website, but its annual plans also come with a free Google Workspace account for $18 per month.
- Zoho: A top CRM and cloud-based software as a service (SaaS), Zoho gives businesses up to five free email accounts. Additional accounts start at just $1 per user, per month, making it a good option for those that have a website and just need affordable business email.
Not sure which is the best option for your business? Take the quiz!
Tip: Want some more information before choosing an email provider? Learn more about the best cheap email hosting providers and find out which one is right for your business.
What to Look for in a Business Email Hosting Provider
There is a lot to consider before choosing a business email provider. Consider things like the ability to connect your domain, the price per address, reliability, and the amount of storage included, as well as additional tools and features such as productivity tools and web hosting for your website.
Here’s what to look for when choosing a business email provider:
- Custom domain: A free business email address uses your company’s own domain name, so be sure your email provider allows you to choose or connect your own.
- Number of email addresses included: Some plans include only five email accounts, such as Bluehost, while others, like Zoho, include 25 addresses. Make sure you pick one that fits your business’ current needs and allows you to grow.
- Storage capacity: If you send a high volume of emails with attachments, you will want to choose an email provider with high enough storage limits—typically more than 10GB.
- Reliability: You don’t want to have to worry about your email crashing, so look for email providers that have uptimes of 99% or more.
- Business tools: When you’re picking an email provider, it’s common to find additional built-in business tools such as a calendar, video conferencing capabilities, and word processing tools. Consider these carefully when picking an email host.
How to Get a Business Email Address in 4 Steps
No matter which way you choose to get a free business email address, the steps will more or less be the same. First, decide where you want to get your free email from, whether that’s through a web hosting plan (e.g., Bluehost or DreamHost), an all-in-one-site builder (e.g., Squarespace), or a CRM software (e.g., Zoho). After registering with one of these providers, create your custom email address and connect that to Google Workspace by updating MX records.
Here’s how to get and set up a free business email account in four steps:
1. Create an Account With Your Chosen Provider
Navigate to the provider of your choice (e.g., Bluehost, DreamHost, Squarespace, or GoDaddy) and create an account. For example, we’ll go to Bluehost.com and choose a web hosting plan, which comes with a free domain name and free email hosting for five business email addresses for as little as $2.95 per month.
2. Choose a Domain Name
In order to create a business email address, you’ll need your own custom domain name (e.g., yourbusiness.com). There are a number of ways to get a domain name, including domain name registrars such as GoDaddy or Google Domains and through a web hosting provider such as Bluehost or Squarespace for free. During the registration and checkout process, you’ll be prompted to find and select a domain name. Ideally, your domain will be your business name.
Here are three tips for choosing your domain name if your desired domain isn’t available:
- Use a .com domain: When possible, use a .com for commercial business domains. This is because they are the most recognizable and legitimate-looking domains for businesses. Learn more about domain extensions, including .com vs .net.
- Include keywords: Consider adding keywords, such as your location, to your domain. It not only increases the chance that the domain will be available, but it can also potentially help with search engine optimization. For example, if say griffithlaw.com isn’t available, try griffithlawboston.com.
- Consider adding a prefix or suffix: If your current business name is unavailable as a domain, don’t give up. You can add prefixes, such as “the,” “my,” or any short adjective. You can also add suffixes like “biz” or “co.” For example, griffithlawgroup.com.
Ideally, your business name will be available as a domain name with a .com extension. If not, consider the tips above in order to find an available domain. For tips on how to come up with the right domain name, see our article on how to create a custom email address.
After finding an appropriate domain name, complete the checkout process. Regardless of which provider you choose, you will most likely have the option to add domain name privacy. Most businesses will want to select this option as it will keep your contact information hidden, which will help reduce the amount of spam you receive in your inbox.
3. Set Up Your Email Account
After selecting a domain and creating an account, the next step is to set up your email account. For example, those using Bluehost would be redirected to their user dashboard, where they can click “Advanced” from the left-hand menu.
On the following screen, scroll down to the “Email” section and select “Email Accounts.”
Next, click the “+Create” button.
Next, you will be prompted to enter an email name and password to create a new email account. Make sure you pick a professional email address format (such as “firstnamelastname” or “firstinitial.lastname”) that serves your brand, maintains your privacy, and can be used for future business email addresses.
After choosing your email name and password, click “Create.” Repeat this step for each employee who needs a free business email address.
When you’re ready to access your webmail inbox, go to Bluehost’s login page and click “Webmail Login” instead of “Hosting Login.” Alternatively, you can connect your email to the device of your choice, such as Apple Mail or Microsoft. To do this, click “connect devices” from the Email Account dashboard (under the “Advanced” menu option). From there, you can choose which device you want to connect to and follow the prompts to complete the process.
4. Connect Email to Gmail (optional)
Alternatively, you can connect your email to the device of your choice, such as Apple Mail or Microsoft. To do this, click “connect devices” from the Email Account dashboard (under the “Advanced” menu option). From there, you can choose which device you want to connect to and follow the prompts to complete the process. While each client is different, you’ll typically need to enter your username and password, verify your account, and input mail server information.
How to Use Bluehost Email With Gmail
Log in to or create your Gmail account. When you reach your inbox, click the gear in the upper right-hand corner (below your user picture), and then select “Settings.” Select the “Accounts” tab at the top, and then scroll down to “Add a mail account.”
This will open a pop-up window where you’ll enter your new Bluehost business email. In order to connect it to Gmail, you will need to enter your Bluehost username (your full Bluehost email address) and password, confirm your POP server is correct (this is what’s used to collect new email and should be mail.yourdomain.com), and click “Add Account” to save.
In addition to receiving mail, you can select to send mail from Gmail using your new Bluehost email address. On the following screen, Gmail will ask if you want to set this up. If so, check “Yes, I want to be able to…,” then click “Next.”
On the next screen, enter your email address and password once again (as before, be sure to enter your full email address). This will prompt Gmail to send a verification code to your Bluehost address. On the next screen, Gmail will ask you to input that code.
Head back into your Bluehost account. Select “Mail Manager” and click “View Inbox.” You should see an email from Google with your verification code. Copy and paste this code and enter it into the verification field in Gmail.
Once you’ve combined your accounts, you’ll be able to choose between your professional and personal email addresses within Gmail. Wait five to 10 minutes for the changes to take effect, then compose a new email in Gmail. You’ll notice that you can now select different “From” addresses; whichever you pick will appear on outgoing mail as your “Reply to” and “From” address. Get more details on how to set up your account with our Gmail for business guide.
Frequently Asked Questions (FAQs)
What are the most common business email address formats?
Typically, business email addresses use employees’ first name, last name, or some combination of first and last. For example, firstname.lastname@example.org uses only a first name, while email@example.com uses a first initial and last name. Businesses also often use a general inbox, such as firstname.lastname@example.org.
How do I get a domain name?
There are a couple of ways to get a domain name. The most common way is by using a domain name registrar such as GoDaddy. A better option is to get one for free through a provider you’re likely already using. For example, site builders such as Squarespace or Wix include a domain name with annual plans, and those building a site on WordPress can get a free domain name through web hosting plans with Bluehost and DreamHost. Learn more about domain names.
What are the best business email providers?
The best email providers are those that offer secure and reliable business email with ample storage at an affordable price. Many of the top providers, such as Google Workspace and Microsoft 365, also include extras such as productivity and collaboration tools. Others, such as Zoho, include email marketing and CRM tools, and Bluehost and DreamHost include web hosting and a free domain name. Learn more about the best business email providers.
Which is better: Google Workspace or Microsoft 365?
Google Workspace and Microsoft 365 are both leading productivity suites that include everything from word processors and cloud storage to business email hosting. They are very similar in terms of pricing and tools. However, which is better for you will depend on which features you value most and, for many, whether you prefer Google products or Microsoft products. For more information, get the full breakdown of Google Workspace vs Microsoft 365.
Business email addresses are a necessity for businesses. Luckily, it’s neither difficult nor expensive to get business email thanks to a number of providers, from Google Workspace to Zoho and Bluehost. Set up business email in as little as four steps: choose a provider and create an account, select a domain name, create your business email address, and connect it to an email client, such as Apple Mail or Office 365.