Step-by-Step Guide to Setup Professional Email Easily

A generic email, such as [email protected], does not look professional if you are running a business. An email like [email protected] builds trust, creates your brand, and makes you look professional and credible. This guide shows you how to setup professional email, regardless of whether you are a freelancer, startup founder, or agency owner.

What Is a Professional Email?

A professional email is one in which you are using a custom domain instead of a generic provider. For instance, [email protected] is more professional than [email protected]. Moreover, such emails are hosted on business-grade services that provide more security, control, and branding.

Why Do You Need a Professional Email Address?

First impressions count—and a business-branded email makes you look polished. It builds trust with your clients, minimises the possibility of your emails landing in spam boxes and makes your communication more aligned with your brand. Plus, you get better features like virus protection, spam filtering, and multi-device sync.

Step-by-Step: How to Setup Professional Email

Let’s walk through the process of setting up your professional email account—right from registering your domain to accessing your inbox.

1. Register Your Domain Name

First things first, to set up a professional email, you need a domain name.

Your domain is your online identity. It should reflect your business and be easy to remember. To do so, you can head to BigRock’s domain registration page or any provider you choose. Then, search for a name that fits your brand. BigRock offers affordable pricing and free add-ons like DNS management and domain forwarding.

2. Choose an Email Hosting Plan

Once your domain is set, select a professional email hosting plan. Your domain provider can offer business email plan options tailored for startups, teams, and growing businesses. Look for:

• Ample storage
• Spam protection
• Mobile compatibility
• Easy integration with webmail clients like Outlook or Thunderbird

Pro Tip: If you’re managing multiple accounts (e.g., sales@, support@), go for a multi-user plan for better control.

3. Create Your Email Account

Once your hosting is ready, log in to your control panel to setup professional email. Go to the email section.

Follow these steps:

1. Click “Add New Email Account”
2. Enter your desired name (like info@ or contact@)
3. Set a strong password
4. Save the details

Repeat for other team members. You can create accounts for different departments or roles.

4. Access Your Inbox via Webmail or Email Client

You can check your email through the provider’s Webmail interface or configure it with an external client like Outlook.

To use Webmail:

• Go to mail.yourdomain.com (e.g., mail.yourcompany.com)
• Enter your email address and password

For clients like Outlook:

• Incoming Mail Server: mail.yourdomain.com (IMAP/POP)
• Outgoing Mail Server: mail.yourdomain.com (SMTP)
• Port Settings: As per your hosting plan documentation

Your hosting provider will give you the exact server names and port numbers.

5. Add Email Signatures

Now that you’ve setup professional email, it is time to add professional touch. So this is possible by using email signatures.

An email signature should include:

• Your full name
• Job title
• Phone number
• Website URL
• Social media links

It helps clients know who you are and how to reach you. You can set automatic signatures in your mail client or Webmail settings.

6. Enable Security Features

Professional emails need strong security. After you set up a professional email, you need to enable:

• SSL certificates for secure email communication
• Two-factor authentication (2FA) is supported
• Spam filters and antivirus software for each email account

This reduces phishing risks and protects your communications from cyber threats.

6. Set Up Email Forwarding (Optional)

Want to receive emails at multiple addresses? The majority of providers allow you to forward emails from one account to another. For example, forward emails from [email protected] to your main inbox. This keeps your communication streamlined without logging into multiple accounts.

7. Use Mobile Sync for On-the-Go Access

You can access your professional email on your phone, tablet, and laptop. Syncing ensures you’re always connected.

For mobile setup:

• Go to your phone’s email app
• Choose “Add account.”
• Enter your email address and password
• Select IMAP (recommended for multiple devices)
• Enter server details provided by your host

Now, your emails sync across all devices.

8. Set Up Auto-Replies

If you’re out of the office or away, an auto-response keeps people informed.

Most email systems let you set a vacation reply. You can include alternative contact information or let clients know when you’ll respond.

This keeps communication clear and professional.

Monitoring and Maintaining a Professional Email ID

Your job doesn’t end after you set up a professional email. 

You must keep an eye on:

• Storage space
• Spam levels
• Delivery issues
• Blacklist status

Some hosts provide dashboards for performance reports. Review these regularly.

Set calendar reminders to update passwords and check backups.

Common Mistakes to Avoid

• Skipping domain ownership: Always register a domain that aligns with your brand
• Using weak passwords: Use strong, unique combinations
• Not setting up spam filters: Protect your account from threats
• Ignoring mobile configuration: Stay connected even when you’re away

Conclusion

You need to setup professional email and it is not optional as it is essential for branding, communication, and trust. Thankfully, various providers are offering straightforward processes for setting up a professional email.

You don’t need to be tech-savvy. With the right domain, a solid hosting plan, and some simple setup steps, you’re good to go.

Ready to look more professional? Don’t let a generic email hurt your brand image. Set up a professional email with BigRock today and take your communication to the next level. Want domain + email together? Register your domain with BigRock and get started in minutes!