How to create a business email address – A step by step guide

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The official way today!



The meeting ended with a handshake!

David told his client:
Excellent, as soon as I get back to the office I will send you an email with a summary of our discussion we had today so that you can have it writing."

His client responded:
"Thank you, it always good to do business with you, I will respond as soon as I receive it so you can proceed with the order."

It is a re-occurring event! A conversation that takes place every day at Dome Cafe, at a Meeting room, a Skype video or a Phone conversation.

Email has irrefutably become the formal method of "getting it in writing." As opposed to 20 years ago when a signature was the only way of making things official.

I felt the need to write about this as there is an increasing amount of small business leaving opportunity on the table. Here I am going to show you how to create a business email address.



Daily occurrences..

A manager approves an expense claim via email.


A new employee receives a new role contract via email, signs, and returns using E-Signatures.


A contract manager sends a quotation and further adjustments via email.



I think you are aware of the point we are trying to make.

Email is used daily in the workplace!

It has become second nature for a corporate worker to have full confidence in the integrity of the information being shared via email when both businesses have their personalised email addresses.

The moment they receive emails from @gmail.com, @hotmail.com they begin to doubt and resist further business making or communication.

CEO's are 9X more likely to collaborate with other businesses who use true business email addresses.

What is the harsh truth?

Your business deserves to be trusted. Do everything you can to ensure more than 20% will communicate with you.

If you are using a generic email address;

  • 33% Will will not be communicating with you or your business over email
  • 24% Will be concerned about sharing personal information
  • 23% Will be worried about sharing their credit card information

Having a personalised email will consist of a small investment. Of course, there is a cost. Everything worth having is likely, to not be free.

It is not likely to increase your sales and revenue directly however it does display professionalism and improves brand awareness which in fact could indirectly help your revenue long term.

So what is our recommendation?


Google G Suite

Our focus at Cloud-E Systems is to offer solutions, not just a product.

We know our in-house Cloud E-Business Exchange product doesn't apply to every single business so that is why we recommend Google G Suite as it suits Small Businesses ranging from 1 to 10 users that don't need.

  • Endpoint security (Antivirus )
  • Endpoint backup (Automated PC backup)

Below are pre-requisites for using this guide.


  • You are a small business looking to set up personalised email accounts
  • Don’t have in-house security obligations to keep data hosted within Australia ( Google host their data centers overseas )
  • Require basic and limited functionality of Email, Calendar, Cloud storage, Forms, Slides, and collaboration applications.

    Google G Suite is NOT a competitor to our in house product Cloud-E Business Exchange. They offer a great product for Small Businesses ranging 1 - 10 users.

    We will go into a product comparison in an up and coming post.

    There are many hosting companies out there that offer a great product and services. We have tested them over and over again. Our recommendation is to use Google G Suite due to the following points.

    1. Security
    2. Reliability 
    3. Stability 
    4. Feature set
    5. Reputation 

    What is G Suite?

    G Suite is a cloud-based productivity suite that helps teams communicate, collaborate and get things done from anywhere and on any device. It's simple to set up, use and manage, so your business can focus on what really matters.

    Millions of organizations around the world count on G Suite for professional email, file storage, video meetings, online calendars, document editing and more.

    Watch a video or find out more here.

    Here are some highlights:

    Business email for your domain

    Looking professional matters, and that means communicating as you@yourcompany.com. Gmail’s simple, powerful features help you build your brand while getting more done.

    Access from any location or device

    Check email, share files, edit documents, hold video meetings and more whether you’re at work, at home or in transit. You can pick up where you left off from a computer, tablet or phone.

    Enterprise-level management tools

    Robust admin settings give you total command over users, devices, security and more. Your data always belongs to you, and it goes with you if you switch solutions.

    Start free trial

    Note: A full review will be uploaded to this post at a later date.

    Based on our research below are the points below are recommended requirements in order to setup email hosting with Google G Suite.


    If you don’t have a domain name yet please click here to go through “Register a domain for your business blog”



    As part of our partnership with Google, we have the ability to provide a 20% discount upon request.

    Your feedback is valuable so feel free to drop us a line to support@cloudesystems.com.au with your review on G Suite and we will provide the discount code as soon as it has been generated - ( usually 24 - 24 hours)

    If you have any questions, feel free to leave a comment below.

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