When you need it
- You or your staff use free email addresses for official correspondence.
- You have a domain in your company's name but haven't set up email on it yet.
- Your emails sometimes land in your customers' spam folders.
- An employee has left the company, and their correspondence with customers went with them.
- You need shared addresses like info@ or sales@ that more than one person follows.
What the service can include
The scope of each project is set according to what you need, and may include:
- Choosing the provider and plan
- based on the number of users and how your team works.
- Creating accounts
- for each person, or shared addresses as needed.
- Domain settings
- the records required for email to work on your domain, and any agreed settings that help receiving servers verify your messages.
- Device setup
- getting email running on phones and computers.
- Documentation
- who has permission to manage accounts, and how a user is added or suspended.
Why domain settings matter
The servers that receive your emails try to confirm they were sent by someone authorized to send on behalf of your domain. When those settings are incomplete or wrong, your messages are more likely to be treated as suspicious. Correct setup reduces that likelihood, but it doesn't guarantee every message reaches the inbox, because that also depends on message content, how emails are sent, and the receiving side's settings.
What's defined in the quote
- The email provider's subscription
- usually charged per user, on a recurring basis according to the provider's plan.
- Number of accounts
- and the storage required.
- Moving old emails
- from a previous mailbox, if needed.
- Support after setup
- what it covers, and for how long.
- Managing users later
- whether adding or suspending an account is part of the service, or handled by your company.
- Email retention policy
- what the provider's plan allows, and what's configured during setup.
What I need from you
- Access to your domain settings, or coordination with whoever manages them.
- A list of the accounts needed.
- Information about your current email, if any, and its provider.
- Who will manage the accounts in your company after setup.
Service limits
Professional email relies on the provider, its policies, and the availability of its services. Correct setup improves the chances of your emails being delivered and gives your company clearer control over its accounts, but it doesn't guarantee every message arrives or that the service will never be interrupted.
FAQ
Do I need a website to have professional email?
No. You need a domain in your company's name, and email can be set up on it whether or not you have a website.
What happens to an employee's emails after they leave?
That depends on three things: who owns and manages the account, what the provider's settings allow, and the email retention policy your company adopts. Using the company domain on its own doesn't guarantee that correspondence is kept or accessible. But when accounts are owned and managed by the company, with a clear retention policy, controlling them becomes possible.
Does professional email keep my messages out of spam?
It reduces the likelihood when the settings are correct, but it doesn't prevent it entirely. Message content, how emails are sent, and the recipient's settings also play a part.
Can I use my email on my phone?
Yes. Professional email works on phone and computer apps, and the right app depends on the provider.