Email is widely used as an effective communication tool and it is one of the leading marketing channels for building connections and increasing conversions in the world of business. Since it enables instantaneous sharing of information with high efficiency, email is being used by people in everyday communication. It also is an integral part of marketing campaigns by many companies that realize its potential in communicating with their target markets.
With the popularity of social media and the ever-growing use of smartphones, it’s especially hard to imagine anyone not having an email now. Whether they use it for enriching their business with new customers and increasing their sales, or to register on various social media networks, or simply exchange information with their friends and family, it is certain that almost everyone has their own email address.
But, how about a custom email address? It might seem like a small detail in the large picture of branding, but it’s a detail that can provide you with great benefits.
Why Do You Need a Custom Email Address?
With over 2.9 billion active users and over 4.6 billion email accounts in operation, email is the most important and widely used communications medium on the internet
It doesn’t matter if you’re a blogger or a business owner – a custom email address will set you apart from competitors. If you’re looking for a job, a custom email address will differentiate you from other prospects. If you’re a blogger, you’ll want to use
networking to create a strong brand image and build a distinguished online reputation. Having a personalized email address will help you accomplish this, as it will help you stand out from other bloggers in your niche.
The same truism applies when establishing your brand. A custom email address gives you instant credibility and shows that you’re a professional. It’s a great way to stand out among others in your industry who create unforgettable first impressions.
If you keep a generic email address, you risk appearing amateurish. Isn’t it time to create your own custom email address and show that you’re tech-savvy and serious about your business?
What’s more, people are more likely to remember you, as they are used to seeing gmail.com, hotmail.com and other domains everywhere they look. Setting up a custom email will make you memorable. Think about it for a moment: how many times have you instantly forgotten what came before @gmail.com?
Verify your identity in an ultra competitive business world and turn your entire game around by showing off a unique and recognizable custom email address. It’s an easy way to demonstrate your professionalism and that you have a real business versus a hobby.
How to Create Your Custom Email Address
Creating your custom email address is actually simple and, even if you are completely new to the process, you’ll get the hang of it in no time. Think of it as creating a website, since you begin by purchasing a domain name and choosing an email hosting provider. If you have a website for your business, then you already have a domain name of your own, in which case the best option is to use that domain name for your custom email address.
If you don’t have a domain name, you have two different options when it comes to creating your personalized email address. Namely, you can purchase a domain name from a domain registrar and choose an email hosting provider afterward. Or, you can buy a domain name and create your custom email address with an email hosting provider of your choosing. Let’s take a look at the steps you need to take for each option.
Option 1 – Choose a Domain Name Registrar Before You Decide Where to Host Your Email
Step 1: Purchase a Domain Name
There are many domain name registrars to choose from, but the most popular ones are GoDaddy, Namecheap, Hover and iwantmyname. GoDaddy is the largest domain registrar. It’s ICANN-accredited (Internet Corporation for Assigned Names and Numbers) and you should give it serious consideration. Nevertheless, all of these domain registrars offer great services, but they differ in price, so you should choose the one that you find most affordable.
How do you actually buy a domain name? Go to the website of the domain registrar you choose and you’ll be presented with a textbox, in which you should enter your desired domain name. If you’re not sure what domain to choose, click here.
Here’s an example to help you get a clear picture of what your custom email address should look like: YourName@DomainName.com, for instance. You can choose other top-level domains, such as .org, .net or many others, but the top-level domain .com is the most widely used and the most memorable.
After you’ve entered your domain name, choose a top-level domain and check if your desired combination of both is available. If not, you need to come up with another domain name, since you can’t register a domain name that’s already registered. When you find a domain name that’s available, click on the combination of the name and top-level domain and add it to your cart.
Afterward, you will be asked to sign up for an account and enter your basic contact information and your choice of payment. After your account is verified and the payment is approved, your domain name will be registered.
Here’s a look at the domain registrar iwantmyname, for example, and, as you can see, you can get your own domain name in just a few minutes.
Step 2: Choose an Email Hosting Provider
When selecting an email hosting service, you need to choose one that will offer you the best email management solutions, storage capacity, technical support and, of course, offer you their services at an affordable price. You have many email hosting providers to choose from, such as Google (Google Apps for Work), Office 365 Business Essentials (including the entire Office suite and many online services), Zoho Mail, FastMail, ProtonMail, Pobox and Rackspace Email.
The process of creating your custom email address is pretty much the same with all email hosting clients. The next section will give you a closer look at the major providers, with all the steps you’ll need to take, including buying a domain name without the use of a domain registrar.
Option 2 – Create Your Custom Email Address Using an Email Hosting Provider
Google Apps for Work
Google Apps for Work is a premium service tool that costs $5 per month per user, although the price can vary by country. It also has a free trial period of 30 days, so you can take it for a test drive before you commit. What’s great about this tool is that, by creating an email account, you are granted access to an entire Google Apps for Work suite, which includes the following applications: Gmail, Calendar, Drive, Docs, Sheets, Slides, Sites and Hangouts. What’s also amazing is that a basic subscription for a paid email account comes with 30GB of cloud storage.
Step 1: Go to the Google Apps for Work website and click on the green Get Started button.
Step 2: Fill out the form asking for your name, your current email address, the name of your business organization and its size, as well as the country it is located in and then click on the Next button.
Step 3: Confirm the domain you want to use for your custom email address. You are presented with two options here: use your own domain or buy a new one, costing from $8 per year and including an automatic email setup.
If you’ve already purchased your domain name, select the first option, after which a box will appear where you will need to enter your domain name.
If you don’t have a domain name yet and would like to buy one from Google, select the second option, after which you will be presented with a box to enter your desired domain name and a list of top-level domains to choose from, along with the pricing for each. Just like buying a domain name from a domain name registrar, you will need to check your domain for availability.
The subject line always has been the most tested element in marketing emails; however, many other elements also contribute to your email’s success
Step 4: Create your Google Apps account using your own domain name. You need to choose your username at this point, so think carefully about what you are going to use.
When it comes to the username for your custom email address, you can go with your first name, your last name or a combination of both. Then, choose a strong and secure password for your email account and click on the Accept and Sign up button.
Step 5: After the process of signing up is completed, you need to add team members to your Google Apps account before you can verify your domain and set up your custom email. Add people by creating accounts they are going to use at your domain. Here’s what you will see after signing up:
By clicking on the Start button, you can start creating accounts by entering your domain, first name, last name and username for each of your team members.
You need to test the deliverability of your emails in three key areas to give your email the best chance of being read
Step 6: Verify your domain and set up your custom email address.
This step is a bit more complicated than the previous ones, so you’ll want to follow the instructions carefully. In order to verify your domain, you can either add a meta tag verification code to the header of your website, upload an HTML file to your website or add a domain host record.
However, in the Google Apps for Work verifying process, you need to add a meta tag verification code. This is what the step will look like:
Segmenting allows you to match content to recipients’ interests, creating a level of personalization that can achieve far greater results
Segmented and targeted emails generate 58% of all revenue
You can easily verify your domain by following the instructions from the screenshot above. Once you do, simply click on the “I added the meta tag to my homepage” button.
However, if you happen to have a WordPress site, there’s another way to verify your domain. In order to add a meta tag verification code, log in to your WordPress dashboard. The easiest option for beginners is to use the Insert Headers and Footers plugin, which you can install by navigating to Plugins > Add New, then search for “insert headers and footers,” click on the Install Now button and then click on the Activate Plugin button. It will look like this:
So far, you have installed the plugin for adding a meta tag verification code, but in order to use it, you need to navigate to Settings > Insert Headers and Footers. Copy and paste the meta tag code into the Scripts in Header section and then click on the Save button. After that, go back to the Google Apps for Work and check the “I added the meta tag to my homepage” button.
Whichever option you choose for adding a meta tag, after you’ve added it, you will arrive at this step of domain verification:
Going to the control panel for your domain enables you to configure your domain’s MX (Mail Exchange) records. This will allow you to use the Gmail service with your custom domain and direct your mails to Gmail servers. In order to do so, you need to access your web hosting account.
Best day to send email (percent of respondents reporting best open rates):
If your web host doesn’t have a cPanel, you need to go to the Domains section after logging into your web hosting account, then you can apply the following instructions for the MX records. All of the instructions below apply, except for the first step of going to the Mail section.
If your web host has a cPanel, log in to the cPanel, go to the Mail section and click on the MX Entry, where you will be provided with a drop-down menu from which you need to select your domain. After that, go back to the Google Apps for Work and check the “I have opened the control panel for my domain” box.
After checking the box, you will be presented with the new MX records:
You need to add each and every one of the records to the cPanel screen:
After adding all of the records, click on the “I created the new MX records” box on the Google Apps for Work setup screen. There will still be old MX records from non-Google servers in the cPanel, so you will need to delete them, after which you need to check the “I have deleted existing MX records” box and then check the “I saved the MX records” box. At this point, all that remains is to click on the blue Verify Domain and Set up Email button.
Depending on your hosting provider, it can take 24 to 48 hours (sometimes even 72 hours) for Google to reroute your email, but after that brief waiting period, you will be able to use your own custom email address.
Note: If you register your domain with Google Apps, the entire verification process is automatic, including the MX records setup. All you need to do to start using your custom email account is to create users.
Zoho Mail is the top choice for many users, since you can have a completely free email account with up to 25 users and 5GB of storage per user. Just as with Google Apps, the process of creating an email account with your custom domain with Zoho Mail is pretty easy and straightforward and the steps are exactly the same. This is what the sign up screen, where you can enter your domain and create the username for your custom email address, looks like:
As you can see from the screenshot, you can also register your domain with Zoho Mail, in which case it will be pre-configured for use in Zoho Mail and the verification process will be automatic.
Office 365 Business Essentials
Microsoft’s Office 365 Business Essentials offers an easy way to access your email using the Outlook application. It also offers a number of other web applications. You can easily create your custom email address in Office 365, but you first need to sign up for Office 365, when you will be given a user ID with an “onMicrosoft.com” domain.
You can then add your own domain by going to the Office 365 admin center, where you will be given steps to follow to complete your setup.
Step 1: Add a domain
Enter a domain name you have purchased and registered.
Step 2: Verify your domain
After you enter your custom domain, you’ll need to verify it. Office 365 will give you a verification code that you need to enter at your domain registrar. If you have registered your domain with GoDaddy, Office 365 will enter the code for you, as it will only prompt you to log in at GoDaddy.
Step 3: Add users
This step is not required for you to be able to complete the process of creating your custom email address, so you can add your users later if you want to.
Step 4: Migrate email messages
If you have an email account with another email provider, you can choose to migrate your email and contacts to Office 365. If that’s not the case, simply select “Don’t migrate email messages”.
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Step 5: Set up your online services
This step includes DNS management and you have two options:
- You can choose to allow Office 365 to update your nameserver DNS records and set up your online services for you.
- You can choose to manage your own DNS records. In the latter case, you will be provided with a list of DNS records that you will need to add to your domain at your hosting provider.
Step 6: Update your nameservers
This step applies to you if you have chosen to have Office 365 update your nameserver DNS records and set up your online services for you (the first option in Step 5). However, if your domain registrar is GoDaddy, you can skip this step, as Office 365 will set up everything for you. If you do need to update your nameservers, you can do so easily, as you will be provided with step-by-step instructions for changing your records.
After you have completed this step, you will have successfully created your email address with your custom domain. Keep in mind that you may have to wait up to 72 hours for your domain provider to start rerouting your email.
FastMail, a very reliable email hosting service, offers three different plans: basic, standard and professional. You cannot use your own domain with the basic plan, so you will want to choose the standard or professional. Whichever plan you choose, setting up your custom email will be extremely easy, as you will see from the following steps. Also, Fast Mail offers a free trial period of 30 days, so you can try it out before making a final decision to go for it.
Note: You cannot register a domain with FastMail, as it does not sell domains. It is a service that only hosts emails, so you need to purchase and register your custom domain from a domain registrar before you can host your email with FastMail and create your custom email address.
Step 2: Add your custom domain in settings, so that FastMail can configure it for you and allow you to create your custom email address. Go to Settings > Domains > Add Domain and enter your domain name into the box. For example, it should look something like this:
Step 3: Update your domain’s DNS records by logging into the cPanel of your domain registrar and changing the nameservers for your domain.
Step 4: Add users for your custom domain, which are referred to as “aliases” in the FastMail settings. Go to Settings > Aliases and add as many new users as you want.
After this step, all that remains is to wait for the verification process to be completed. This usually takes up to a day, then you’ll be all set to use your custom email address.
The process of creating a custom email address with ProtonMail is exactly the same as with FastMail. As it also doesn’t offer registering a domain name as a service, you need to buy your domain from a domain name registrar first. Next, go to the ProtonMail website to set up your custom email.
Step 1: Sign up and create your account with ProtonMail
Step 2: Add your custom domain
You need to go to Settings > Domains and click on the “Add custom domain” button, where you will be able to enter your domain name.
Note: You must have a premium ProtonMail plan in order to be able to add a custom domain.
After you’ve added your custom domain, you need to change your domain’s DNS records in order to complete the verification process, after which you will be able to use your custom email address.
Pobox is an email hosting provider that offers both domain registration and email hosting, so you can either register your custom domain with a domain name registrar first or register one with Pobox for an annual registration fee of $15.
Note: Pobox does not register domains for trial accounts.
If you have already purchased your custom domain, you need to sign up with Pobox before you can host your email with your custom domain.
Step 1: Sign up and create your Pobox email account
Step 2: Add your domain
After you’ve logged into your Pobox account, go to MyPobox > Set up a Domain, where you can enter your domain name into the provided box.
The next steps include changing your domain’s MX records and adding new users for your custom domain, after which your domain will need to be verified. After the verification process is complete, you’ll be able to start using your custom email address.
Rackspace Email is yet another very user-friendly email hosting provider that offers reliable and affordable services with great features. You can create your custom email address easily with Rackspace Email and you can also use it to register your custom domain.
This email hosting provider offers a minimum of five mailboxes, costing $2 per mailbox, per month. It also offers a 14-day free trial period, as well as the premium Microsoft services for improving your business.
When you go to the Rackspace Email website, click on the green Begin Free Trial button, after which you will need to complete five steps.
Step 1: Choose your apps. Here’s what it will look like if you check the Rackspace Email box:
Step 2: Create an account
At this point, you need to create the username for your custom email address and, if you already own a custom domain, you need to enter your domain in the appropriate box and click on “I own this domain.”
If you’ve not yet purchased a domain, you can do so by entering a desired domain name into the box and clicking on “I want to buy this domain.” Next, you will be given the price for the domain, after it has been checked for availability.
The next three steps include providing your account and billing information, as well as the confirmation of your new email account after your domain has been verified.
Syncing Your Custom Email Address with Third-Party Software
Some email hosting providers let you sync your custom email address with third-party software or an app of your choosing. This is a great option for those who prefer a particular user interface and want to consolidate different email accounts under one single inbox. This is referred to as email forwarding and you can set it up easily with every email hosting provider.
17% of Americans create a new email address every 6 months
30% of subscribers change email addresses annually
Email forwarding refers to the process of forwarding emails you receive at one email address to another address of your choosing. Therefore, you can automatically forward all your incoming email messages to a particular email account, without the senders even knowing it.
Namely, people can send emails to your custom email address and you can use another email account to access them. However, when you use email forwarding, you cannot reply to the forwarded emails from the email address they were redirected to; you can only read them.
If your chosen email hosting provider uses POP3 (Post Office Protocol) or IMAP (Internet Message Access Protocol) protocols, you can easily sync your custom email address with the software of your choosing.
POP3 – Post Office Protocol
If you expect to receive a lot of emails, POP3 is your way to go, since it downloads and delivers all of your incoming emails to your device, while deleting them from the server’s inbox. POP3 is a great option if you use a single device for checking your email, but the downside is that the download with POP is tied to a particular device, so you won’t be able to view your emails if you try to access your inbox from a new device.
IMAP – Internet Message Access Protocol
IMAP is a lot more flexible than POP3, since it enables you to sync your emails across multiple devices. Therefore, if you want to be able to check your email from different devices, as well as integrate your custom email with webmail services, such as Gmail or Outlook, you should use IMAP to set up your custom email address.
However, one downside of IMAP is that it does not delete any messages on the server so, if you receive a lot of emails, you can exceed your storage space quickly.
How to Connect Your Email to Your Mobile Phone
Whether you use an Android phone, Windows phone or iPhone, connecting your email to your mobile phone is an incredibly easy process, as you will see from the steps provided below.
Setting up email on your Android phone
- Open your email client.
- Select Add account.
- Enter your email address and password.
- Choose an account type (POP3, IMAP or Exchange). You should choose IMAP, so that you’ll receive cached copies of the emails you receive, which will be stored on the server. If you choose POP3, all the received emails will be downloaded from the server and stored on your phone.
- Configure your desired account options, such as notification settings and syncing emails.
- Select Sign in.
Note: You cannot choose IMAP if your email was configured as POP3. However, you can change the settings for your email and enable IMAP access for your email account by logging into your account at your email hosting provider.
Setting up email on your Windows phone
- Open your email client.
- Go to Settings > Email & accounts > Add an account > Other account. You need to choose “Other account” in order to enter your custom email address (if you are using Windows 10 on your phone, the navigation is a bit different: Settings > Manage accounts > Add an account > Other account).
- Enter your email address and password.
- If your Windows phone doesn’t set up your email automatically, you need to select Try Again. If it still doesn’t connect, try using an advanced setup by selecting Advanced setup.
- Enter your email address and password.
- Select Internet email.
- Choose an account type (POP3 or IMAP).
- Enter the server name for your email provider.
- Select Advanced and then select the boxes Require SSL for incoming mail and Require SSL for outgoing mail.
- Select Sign in.
Setting up email on your iPhone
- Go to Settings > Mail > Add Account > Other.
- Select Add Mail Account.
- Enter your name, email address, password and a description for your account (Personal Account).
- Click Next and, if Mail finds your account settings, click Done. If it doesn’t find your settings, you must add them manually by following the next steps.
- Choose IMAP or POP (depending on your custom email account settings).
- Enter your name, email address and a description for your account.
- Enter the Incoming Mail Server and Outgoing Mail Server information (host name, username and password).
- Select Save to finish.
If you’re reading this, you have successfully learned everything about creating your custom email address. You may feel a bit overwhelmed at this point, but this guide will help you complete the entire process of creating a personalized email address. Just follow each and every step, and you will create your new custom email in no time. More importantly, you can proudly say that you did it all by yourself. You have to admit that will be pretty exciting.