Small Business IT Guide – Business Email

Why do I need business email?

Email is an essential tool for businesses for several reasons.

  • It provides a way to separate your business email from your personal email, which is important for maintaining a professional image.
  • It looks more professional, is more memorable, offers more control, and enhances your security. 
  • A professional email address speaks volumes about how serious you are about your work and will ultimately help you win the trust and convey credibility when dealing with partners and customers. 
  • Using the same domain name as your website and shop front adds to brand awareness by creating touchpoints where your potential clients can check out your business.
  • Email is a great way to inform your customers, build brand awareness and appeal, and inspire action.
  • Email builds relationships and credibility, and is scalable.
Business Email

How do I get business email?

Email is an essential tool for businesses for several reasons.

  1. If you haven’t got one already, the first thing you need to do is get a domain name.
  2. Choose an email provider, at Atmosphere IT we recommend Microsoft 365 which can offer either only email or a complete suite of business applications depending on your requirements.
  3. Your email provider will provide a way to verify that you own our domain name. Once that is done you will be able to use your domain name within that email provider.
  4. Add mailboxes. Typically you want one mailbox per person. If you need multiple people to access a mailbox use something like Microsoft 365’s shared mailboxes. If you don’t do this it may cause security problems if a staff member leaves or complications with Multi-Factor Authentication.
  5. Setup email security and authorisation features such as SPF, DKIM and DMARC. These will ensure that only your email platform is authorised to send from your domain. As these can be quite complex to setup please contact us for assistance.
  6. Change your email delivery location from your domain name’s control panel. After doing this any new incoming email will be delivered to your new mailboxes.
  7. Setup your email client. Most email services allow you to access your email online, however many people prefer to use an email client like Outlook to access and organise their email.

What else should I consider?

Once you have your business email configured there are a few other steps you can take to enhance your experience.

  • An email protection platform such as Acronis Email Protection. This will check through your email as it is received to remove spam and malicious emails. It also checks emails you send to avoid inadvertently sending out viruses or phishing emails to your contacts which will damage your reputation.
  • Email signatures are a good way of communicating your brand identity. Using a system like Exclaimer guarantees that every email, regardless of which person or device it is sent from is consistent.
  • Decide how you want to lay out your email addresses and stick to it. Using just firstname@ makes interactions feel intermit but may cause problems if you employ people with the same names. Using firstname.lastname@ is a lot more scalable but can result in much longer email addresses.
  • Aliases allow you to use more than one email address per mailbox. This can be great for catching typos or for shortening long email addresses.
Business Email

What are Shared Mailboxes, Distribution Groups and Office 365 Groups?

When you need multiple people to access a mailbox there are several different options you can use. Each of these may sound similar but they all have slightly different use cases:

  • Shared mailboxes are used when multiple people need access to the same mailbox, such as a sales opportunities or a support email address. Multiple users can access a shared mailbox, and it can be used as a single point of email contact for a team or group of users. All members of the shared mailbox can see the same content and will be able to see when an email has been responded to. You can also use folders, categories and Follow-up flags to keep organised. However, only people inside your organization can use a shared mailbox.
  • Distribution groups are used for sending email notifications to a group of people. They can be created to expedite the mass sending of email messages and other information within an organization. Email person in the group receives a separate copy of the email, meaning that they are great for distributing information but not collaboration. Some groups allow dynamic membership or email.
  • Office 365 Groups have many of the features that shared mailboxes do. Multiple users can access an Office 365 Group mailbox, just as they would a shared mailbox. A Group mailbox can be used as a single point of email contact for a team or group of users, just as a shared mailbox can be. In addition, Office 365 Groups include additional collaboration apps and resources such as a SharePoint team site, OneNote notebook, Planner, and Teams. These combine to give members a complete workspace  that can be the hub the relevant tasks &files. Groups have a guest access model for external collaboration that shared mailboxes do not, allowing you to work seamlessly with 3rd parties.

Contact Us

If you would like to get setup with business email or need assistance with your current email system please contact us via one of the contact methods below or the contact form.

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