And how to set one up without paying for expensive email hosting
If you're still using a personal email like [email protected] or [email protected] for your business, you could be giving the wrong impression.
Switching to a branded address like [email protected] is one of the simplest and most cost-effective ways to boost your professional image.
And the best part? It doesn't have to cost you a penny in ongoing fees.
Why It Matters
Trust and Professionalism
- First impressions matter - a branded email address shows customers you're serious
- Avoids looking like a personal or hobby project
- Particularly important when reaching out to new clients, suppliers, or when sending invoices
Brand Consistency
- Keeps your business name front and centre in every email
- Reinforces your brand in communications, on business cards, and across marketing materials
- Makes your contact details easier to remember
Better Deliverability & Control
- Personal Gmail/Hotmail accounts can sometimes land in spam when used for business
- A custom email domain gives you more control over your email's reputation
- You own the domain - your email address moves with you, even if you change providers
The Main Ways to Set Up a Custom Email
Option 1: Email Forwarding (Recommended & Free)
Best for small businesses that want a professional-looking email address without monthly fees.
How it works: Email sent to your custom address is forwarded to your existing Gmail, Outlook, or similar.
Benefits:
- You can still reply from your branded email by setting up "Send mail as" feature
- No new inbox to manage - everything stays in one place
- Free - no costs beyond your domain name
- Simple to set up and maintain
This is the method I recommend and can set up for you if I manage your domain through Cloudflare.
Option 2: Google Workspace or Microsoft 365 (Paid)
Full inbox hosting with added features.
- Google Workspace: From around £4-6/month per user
- Microsoft 365: Similar pricing
- Includes a dedicated inbox, calendar, file storage, and collaboration tools
- Best for larger teams or businesses needing shared drives and scheduling
- Ongoing monthly costs
You can always start with free forwarding and upgrade later if your needs grow.
Option 3: Your Web Hosting's Email (Not Always Ideal)
- Some hosting packages include basic email accounts
- Can be less reliable, with limited storage and poor spam filtering
- Often harder to integrate smoothly with Gmail or Outlook
- May be fine for some, but forwarding is usually simpler and more reliable
Keeping Multiple Addresses Organised
If you use more than one forwarded address (e.g. info@, sales@, quotes@), it's easy for everything to get mixed together in your inbox.
Rules or filters can help you automatically sort emails into folders/labels so they're easier to manage. For a detailed guide on setting this up, see our article on How to Organise Multiple Forwarded Email Addresses in One Inbox.
Having a well-organised email system is crucial for any business looking to maintain professional communication standards. Get help setting up your email system with our included email configuration service.
How I Can Help
If I host your website, I can:
- Set up a @yourdomain email address
- Route messages to your existing Gmail (or any other inbox)
- Configure your "Send as" settings so replies come from your branded address
- Do all of this with no extra ongoing costs - using your existing domain
If I don't host your site, you're still welcome to ask me questions about the setup process.
Frequently Asked Questions
Can I have multiple addresses like sales@ and support@?
Yes - you can forward multiple addresses to the same inbox.
Will I still use Gmail (or my current inbox)?
Yes - you'll just start receiving emails from your new branded address there.
Can I reply as [email protected] from Gmail?
Yes - I can set this up so your replies always show your professional address. This takes a few extra steps but is worth doing.
Do I need a website first?
No - but having both a website and a branded email gives the best professional impression. Learn more about how to get your local business found online to maximize your professional presence.
Final Thought
Switching from a personal email to a professional one is a small step that can have a big impact on how customers see your business.
It's affordable, quick to set up, and instantly makes you look more credible.
Ready to upgrade your business communications? Contact Designs Decoded today to learn how we can set up your professional email address with no ongoing costs.