The best way to create a custom email address is by first purchasing a custom domain. This is the part that comes after the “@” in your email address. For instance, tcook@apple.com, compared to a generic one like “@gmail.com” or “@yahoo.com.” You can buy a domain from a domain registrar, or from a business email provider like Google Workspace (aka the professional version of Google) or Microsoft 365 (I’ll list more options below).
After getting a custom domain, the next step is to add your username to your domain to complete your email address. For instance, if my email domain is “@fitsmallbusiness.com” and the username I choose is “audreyrico,” my custom email address would be “[email protected].”
Then, all that’s left is to set up your new custom email address on your chosen email provider to finalize it.
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Step 1: Purchase a custom email domain from a business email provider
As mentioned, the first step in learning how to make an email address with your own domain is to purchase your own domain. There are two ways: through a domain registrar like Domain.com, or straight from a business email provider like Google Workspace.
I always recommend the latter because it’s a lot easier and more straightforward. After purchasing a domain, you’ll move straight into the setup process of your custom email address.
Every major business email platform offers domains for purchase as part of their plans — what’s important is choosing the right one for your business and your specific needs.
Some of the best ones I recommend for small businesses are Google Workspace, IONOS, and Zoho Mail, which, aside from being reliable, are also some of the easiest platforms to navigate.
They also have low-cost, small business-friendly plans that include both a custom domain and an email platform — as well as productivity tools like documents and spreadsheets, and advanced security for your emails.
 |  |  |
|---|---|---|
Best for those who need an email host for their domain with a built-in productivity suite (Google Docs, Sheets, etc.) | Best for those who need an email host and domain with advanced security | Best for those who already have a domain and need a 100% free email host |
$7/month | $1.10/month | Free |
On your chosen platform, pick the email plan that best suits your needs. For instance, with Google Workspace, the Starter plan costs $6.30 per month and includes 30GB email storage along with a custom domain and access to all of Google Workspace’s tools, like Google Meet and Docs.
After choosing a plan, follow the next prompts to choose and purchase your custom domain. You’ll need to check first if the domain you want is available. For instance, say I want to use the domain “@audreysflowerstore.com” for my professional email address. On Google Workspace, it costs $18 a year.
Choosing a custom email domain from Google Workspace. (Source: Google Workspace)
There are also a few other domain options, like “audreysflowerstore.net” and “audreysflowerstore.info”, and there likely will be for your chosen domain as well. Lesser-known domain extensions like “.info” or “.net” typically cost less than more popular ones like “.com.”
Step 2: Think of a username and add it to your domain
Once you’ve chosen your custom domain and finalized your plan purchase, the next step is to add a username to your domain to complete your new custom email address. If you’re a solopreneur or are only creating an email for yourself, it can just be your name, like “[email protected].”
But if you’re creating email addresses for a whole organization, you may need to consider things like the size of your organization, the main purpose of your emails (for sales, internal communication, and so on), and your brand image.
For example, using only first names can cause trouble quickly if two people with the same first name work for your business. On the other hand, using long and complex email addresses can make them more difficult to remember.
Aside from first-name-only, some common professional email address ideas and formats are a first-initial-plus-last-name basis or a full-name format.
Professional email address format | Examples |
|---|---|
First name only | |
Last name only | |
First and last name | |
First name, last initial | |
First initial, last name | |
Shared email inboxes | [email protected], and so on |
Step 3: Finalize your custom email address and set up your email platform
Once you have your username and domain pieced together, the next step is to finalize your email address by completing your plan purchase on your chosen email platform. This is usually just a matter of adding your payment details. After completing your purchase, your new email is all yours. Congratulations!
The next part is setting it up so it can start sending and receiving emails. The exact process will be a little different for each email platform, but if you purchased your domain directly from your business email provider, it should be automatic — you’ll be led straight to your inbox where you can start sending and receiving emails.
However, if you purchased your domain from a separate domain registrar, you’ll need to connect your domain and transfer DNS records first from your previous email provider under your email’s settings. After transferring records, your new custom email address should be ready for use on your new platform.
- Step 1:Â Sign up for Google Workspace.
- Step 2:Â Verify your chosen domain (this proves you really own your domain).
- Step 3: Follow Google’s prompts to set up your email. This involves inputting your email address, setting up your team’s accounts, and updating your email records with Google’s servers.
- Step 4:Â Save your progress.
Find more detailed instructions on Google’s setup process.
- Step 1:Â Log in to your IONOS account.
- Step 2: Click on the “Email” button.
- Step 3: Click “Create email address” and choose your IONOS plan.
- Step 4:Â Input your email address, password, and other details in the fields provided. You can also toggle other settings, like your security and email forwarding.
- Step 5: Click on the “Save” button.
Read more detailed instructions on IONOS’s setup process.
- Step 1: Purchase a domain name (if you don’t already own one).
- Step 2:Â Sign up for a free Zoho Mail account.
- Step 3:Â Add and verify your domain.
- Step 4:Â Add your team members to your email domain.
- Step 5:Â Update your mail records from your domain provider.
Find out about Zoho’s process in more detail.
Optional tip: Add an email signature to fully brand your emails
Email signatures are a handy little marketing tool. They’re an easy way to add a personal touch to the end of your emails and make them more unique. From a marketing perspective, they’re also great for branding and making your email more memorable.
There are a ton of great email signature generators around, like DesignHill and HubSpot, both of which are free. Use them to generate an email signature with your headshot, title, and contact details. Then, affix your email signature in your platform’s settings — there should be an option for adding a custom email signature.
This email signature was created in less than five minutes on HubSpot, completely free of charge.
Why is it important to have a custom email address instead of a free one?
Good question. In the business and professional world, having a custom email address is a key marker of credibility. It makes your emails look more professional and more likely to be taken seriously — that’s the primary benefit.
Think about it: If you received a business proposal or collaboration pitch in your inbox from someone with a “@yahoomail.com” address, you probably wouldn’t take it seriously. You might even mark it as spam. But if you received it from someone with an email address that matches their business name, it would probably catch your attention more.
A generic email address gives the impression that your business is new and amateurish, while a personalized email looks more professional and credible and sends the message that your business and brand are established.
- It increases brand awareness and memorability. Using a Gmail or Yahoo Mail domain means your emails are also promoting those companies. That’s because your email domain is a subtle but powerful marketing tool that helps promote your brand. The more touchpoints where a prospect or customer sees your branding, the easier it is to build a strong brand presence.
- It makes your email stand out. Per Mailbutler, 40% of email users have at least 50 unread messages in their inbox. Having a branded address makes your message more likely to stand out and easier to locate afterward.
- It makes your email more accessible. Say someone forgot your email address, so they Googled the name of your business instead (it happens more often than you think!). If you have a general email address (such as “[email protected]”) on your website or other public forum, that prospect would still be able to reach you.
- It allows your business to grow. There’s also a practical reason to use a custom email host. It can support multiple team members, and it provides useful features like productivity tools and website builders for future growth.
- It’s more secure. Finally, custom email domains are significantly more secure — they’re less prone to phishing attacks and security breaches.
How else can I use a custom email address?
The foremost way to use personalized email addresses is for professional communications and your online branding. Use it in everything from sending sales pitches to placing on your website and business cards to using it for sales pitches.
- Create email aliases (aka shared inboxes): Create alias email addresses, e.g., departmental or role-based ones, to use on public assets like your website or social media (for example, [email protected] for general inquiries). Then, forward them to the account of whoever’s responsible for them. This helps protect your team’s individual accounts from spam and phishing.
- Track your marketing campaigns:Â Making unique addresses for specific marketing campaigns (for example, holiday campaigns) can help you track their engagement and performance more effectively. Some examples are email marketing campaigns or digital ad campaigns.
- For cold emails: If you don’t write your cold call email the right way, it can be perceived as spam, which can get your email address blocked. To avoid this, get a custom domain name specifically for your cold email campaigns, so your main one doesn’t land on spam lists.
- For subscriptions: Signing up for newsletters, webinars, free demos, and all the other things you do to run your business means your email gets added to lists. Sometimes, it’s shared with other organizations you never subscribed to at all. You can keep your main inbox clutter-free by creating a dedicated email address for signups and subscriptions.
Frequently asked questions (FAQs)
To create a custom email address, first purchase a custom domain from a business email provider like Google Workspace or IONOS. The domain is what comes after the “@” symbol in an email address and is usually your business or brand name.
After purchasing a domain, create an email username, then add it to your domain to complete your email address. Finalize your email address by completing your email plan purchase and setting up your email account.
Alternatively, you can purchase a domain from a separate domain registrar like Domain.com, and then connect it to your email platform. From there, create your username, and then finalize your email address.
Custom email domains, whether for personal or business use, are available for purchase through domain registrars like Domain.com or directly through a business email provider like Google Workspace or IONOS. I often recommend the latter because it’s more straightforward and efficient.
To get a domain, search for the domain you want using the search bar to check if it’s available. Prices will vary depending on your domain extension — popular extensions like “.com” usually cost more than less popular ones like “.info” or “.net.”
If you already have a domain of your own, you can create a custom email address for free with Zoho Mail, which offers free email hosting. Simply connect your domain to the platform, and you’ll automatically get an email address with your domain, 5GB storage, and up to five members under your team.
Unfortunately, there is no other way to get a 100% custom email address without purchasing a domain first. However, some website builder platforms offer a custom email address as a freebie in their plans, like Hostinger and Squarespace.
Bottom line
Learning how to make an email address with your own domain is pretty simple. First, get a custom domain, add your username, then finalize your email address by completing your email plan purchase on your chosen platform. A custom email address sets your brand up for the professional world, offering credibility, brand-building, and security for your team, and is an important next step in building a reputable business.
