Business email

Creating a professional email address can help you craft an online presence that inspires a credible and trustworthy first impression of you and your company. With a free email account you can only change the part of your email before the @ sign, meaning you may have to compromise on your name due to limited availability. This kind of compromise is not ideal when handling business communications as it may raise doubts about your credibility.

The advantage of creating a business email is that it can be customized both before and after the @ sign, i.e., you can choose your own email name and domain name. This gives you the freedom to create a unique professional email, such as jeff@yourcompany.com. What's more, you also have the option to forward emails from your old email address to the new one, and vice versa, making the transition smooth and easy. Email clients like Microsoft Outlook and Thunderbird help you to work even more effectively by managing your mails, appointments and contacts across all your devices. Finally, when you create a business email, your account will be free of advertising, which isn't the case with many free email providers.

The more professional the image that your email address for business offers, the more you can get out of your business communication. In contrast, imagine receiving an invoice from an email address like sweety1978@freeprovider.com. This instantly makes a bad impression before you have even opened the email. Using a free email like this rather than a business email address risks giving off an anonymous or untrustworthy impression.

In contrast to this, creating a business email ensures a reliable and professional image. It also allows each employee to create a business email address, such as coworker@yourcompany.com, and to assign new email addresses for specific services, such as support@yourcompany.com. When you create an email account for business with IONOS, everything you need is available under one roof. In addition to business email addresses, we offer hosting and server solutions as well as relevant online marketing tools. Should you have any questions about your business email or any of our other products, our expert support service will be happy to help.

Creating an email address is pretty straightforward at IONOS. To get started, simply decide on the package that best suits you and then choose the different components of your address. An email address should consist of the following: a name, the @ sign, your chosen email domain, and a top-level domain (TLD) such as .com. or .org. To create a business email, first choose the domain and the TLD. With this account, you can then create a number of different individual addresses for each of your employees using their personal names or titles.

Once you've created an email address you can access your emails anytime and anywhere. For this, you can use webmail or an email client like Outlook, which you can get as part of the Microsoft Hosted Exchange plan. This gives you a comprehensive email solution for you or your company, as well as practical and reliable software. You can find a step-by-step guide for setting up your business email account in Outlook in our Help Center.

With IONOS you receive your own email address with a domain of your choosing. For professional communication in companies, associations or societies, creating an email with your own domain is highly recommended as it always ensures a uniform and respectable appearance. It increases the recognition value of your email address, indicates professionalism and helps create trust with the recipients of your emails. This applies for individuals as well as organizations. For example, a personalized email address with a domain name can give off a more positive impression when sending job applications digitally.

Do you already know the domain name you want? If so, it is advisable to secure it as early as possible because others may be interested in the same one. Since domains are always unique, they can sell out quite quickly or they may already be taken. For larger companies, it's often worthwhile to secure several domains at the same time in order to directly reserve the appropriate e-mail addresses for different services, departments or subsidiaries. Perhaps you would also like to separate private and business emails, and use a separate email domain for each one? You can do this with IONOS email solutions, and secure all available domains directly. Simply use our Domain Checker to see whether your desired email domain name is still available. If it has already been taken, you will be shown some possible alternatives.

Changing your email address is a snap. No matter whether you've renamed your company, your business requirements have changed, or you've changed your name, you can change your email address in just a few clicks. Simply log in to the IONOS control panel, select your email address under My Products and replace it with your new name. For a smooth transition to your new email, you should forward mail from your old address to the new one. In case you want an entirely new domain, you can add new ones on your own time — all you need to do is check the availability and then secure your new domain name.

Smartphones usually already have a pre-installed email client that can be easily connected to your IONOS business email address. Alternatively, you can use your preferred browser-based email client. In both cases the app needs to support IMAP accounts in order to work with your IONOS email address. You can find a step-by-step guide for setting up your business email address on an Android or iOS smartphone in our Help Center.

If this doesn't work, you can also set up your business email account with our Microsoft Outlook 2019 client when purchasing our Microsoft Hosted Exchange product. You can also access your mail, contacts and appointments via the web app OWA (Outlook on the Web) or the Outlook apps for mobile devices. Just install the Outlook app on your smartphone and get started in just a few clicks. If you find that you have any more questions or issues, our customer service team is standing by 24/7.

Our Hosted Exchange package includes the Outlook email client as a downloadable option. After installing, you can set up your email address in Outlook in just a few steps. Doing this will enable you to synchronize your mailbox, contacts and appointments. Depending upon which version of the client you use, the method by which you add your email address in Outlook may differ slightly.

IONOS offers company email solutions that are well-suited to larger enterprises, such as the Microsoft Hosted Exchange package. Hosted Exchange ensures you receive a comprehensive email solution, plus Microsoft Outlook for your employees. Whether you own a dental practice with a staff of four, a small firm with 20 employees or you're a large company, your new corporate email will help you manage all communication centrally. Furthermore, it's fully scalable. As your business grows — your email grows with you.

Our centrally managed infrastructure provides a number of benefits to companies of all sizes, with no complicated in-house solutions and no need to worry about maintenance. What's more, you can benefit from our expertise and professional IONOS support, one phone call and one of our experts will help you out with any questions you may have.

Once you've registered your brand new email domain, then you can continue with the first steps of creating your business email. Set up the email program of your choice, for example: Microsoft Outlook. The required server settings are generally automatically detected – if not, simply insert the data provided by IONOS. Alternatively, you can use the webmail. Set up your email on your other devices if you want to use multiple devices to send and receive your emails. With Microsoft Outlook, you can also use the Microsoft apps on your phone. The set-up for this is similar to the server set-up: if the server settings are detected automatically then you're ready to go, and if not, quickly enter the data manually and you're set!

It is important to ensure that all employees have access to their business email addresses. Send test emails to a known address in order to make sure that the sending and receiving of emails is running smoothly and that the setup was successful. A professional mail signature is also important for a professional appearance and is even mandatory in the business sector: business emails are considered a formal method of communication in the same way that business letters are. You can find further information on optimizing your professional email signature in our Digital Guide.

You can also arrange for all emails going to your old address to be forwarded to your new business email address. Following this, inform all your acquaintances, business contacts, and colleagues that your email address has changed. You can make changes to your mailbox and set up filters or folders in accordance with your individual requirements.

Rely on us! Our server-side security systems are always up to date, meaning they react immediately to current threats and protect your mailboxes using the highest security standards. Despite all of the best security measures, however, it can happen in exceptional cases that spam and phishing emails find their way into your mailbox. Read our Digital Guide article to learn how to identify phishing emails and protect your data.

Spam is unfortunately a widespread phenomenon. These unwanted messages are not only annoying – they can also contain harmful phishing links or Trojans disguised as attachments. Thanks to the IONOS email spam filters and antivirus system, emails with malicious attachments or suspicious content are intercepted before they ever reach your mailbox.

If you continue to receive spam messages regularly, you can make further settings by logging in to your IONOS Webmail. Creating personalized blacklists and whitelists to refine and customize your spam protection is easy. Mail from senders in the blacklist is automatically deleted, although you can remove a sender from the blacklist at any time.

With your own domain you can not only create a personalized address for each employee, but you can also create an info email address. Customers can ask for help or send questions to the company using this address without having to address a specific contact person. This address can often be found in a website’s “Contact” section so anyone looking for the info email address will often check that section first.

Making an info email address works the same way as for other addresses. Simply log into the IONOS customer area and navigate to the “Manage emails” section, which is where you can create email addresses. Instead of writing the name of an employee, simply use the term “info” in front of the @ sign. It’s also possible to set up addresses using other terms such as “question@” and “team@”.

However, emails sent to the info@ email address must be able to reach the company’s contact persons. It’s a good idea to designate not just one recipient, but several. This ensures that customers receive a reply as quickly as possible.

You now have two options:

1. Set up forwarding to the selected employees.
2. Share credentials with various employees.

You can easily set up email forwarding via your IONOS account. This ensures that all emails that are sent to the info email address will be forwarded to specific employee addresses. In this case, however, colleagues can only reply using their personal email addresses, so it makes more sense to pass on the access data to the info email account. Employees then set up additional inboxes in a email client (for example Outlook) and will then be able receive and write messages via this address.

When you have created your info@ email address, you should agree on some rules with your colleagues. For communication to be as professional as possible, everyone involved must be on the same page. For example, should employees sign emails with their own name, or would it be better for the closing greeting to be in the name of the entire team? Since several employees are using this email account at the same time, you should decide the best way to file emails in advance.

Now you know how to create an info@ email address, make sure to set one up so you can offer your customers an uncomplicated way to send questions to your company and receive a quick reply.