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How-To: Setup A Professional Email Address Through Gmail


I think we have all done it at some point; Used an email address like myphotographybusiness@hotmail.com. Am I right? Well, it obviously looks a lot less professional than we would like. Clients generally would be more attracted to an email address like info@myphotography.com as it not only looks more professional, but it is also easier to remember.

I believe the reason most people have never thought about changing their email address to something more professional is because they simply do not know how. There are so many benefits to using a professional email address. Also, if you are gonna pay for a domain name and website hosting, you better take full advantage of the opportunity to have a professional email address. Thanks to Gmail, it literally only takes a matter of seconds to setup a professional email address using your very own website.

– Domain (i.e. www.mywebsite.com)
– Website Hosting
– A Gmail Account (Free)

Step 1. The first step is setting up an email address through the cpanel of your hosting account. (You will need to remember the username and password.) I have included links below to instructions from some of the most popular hosting providers. If your hosting provider is not listed, try contacting them and they should be able to help you. Or simple perform a Google Search.

Step 2. Once you have created an email account through your hosting provider, the next step is to start setting things up with gmail. First go to the drop down menu on the right of the gmail interface by clicking the dark gear icon. Then select “Settings”. From here you will select “Accounts” in the top menu. This is where we will be making the rest of the changes.

Step 3. At the “Accounts” page choose “Add another email address you own.” You will be prompted with a pop-up box. You are asked to first fill out your Name and Email Address. The name is what people will see as the contact. For example, I would put “Photography Finds” however you may choose to use your actual name. Once the name is filled out, put your new professional email address you created in Step 1 in the Email Address field. For example, we would probably use something like info@photographyfinds.com. Hit Next Step.

Step 4. This screen asks you whether you want to send mail through Gmail or the SMPT Servers on your website. Simply choose: Send through Gmail. Click  Next Step and then click Send Verification. This will send an email to your professional email address. You will need to access this email by going through your hosting provider’s email interface. The email will ask you to click a link to verify this setup. Once this has been completed, go onto step 5. *Note, on the “Accounts” page you can choose to make this new email address your default email. This means that any email sent from this gmail account will be sent using your new professional email address.

Step 5. Once you have granted Google the ability to send email from you Gmail account under your professional email address, you then need to setup your Gmail to fetch incoming mail. To do this, go back to the “Accounts” page used in the previous steps. At this page, navigate and click: Add a POP3 mail account you own. The first screen asks for your new email address, enter that and press Next Step. This is where you will need the username and password for the email account you setup with your hosting provider in Step 1. Fill in the fields as required. The next sections can be quite confusing, but do not worry. The predefined values in the fields are already usually what your hosting provider requires. (I have not found a major hosting provider that is different.) So the POP Server and Port do not need to be changed. All of the hosting providers mentioned above will work with these settings. If for some reason the email setup does not work, please contact your hosting provider and ask for these values. The 4 options below the input fields are totally up to you. I usually always suggest the first two; Leave a copy of retrieved message on the server. and Always use a secure connection (SSL) when retrieving mail. Finally, you can click Add Account.

Step 6. Check to make sure your new professional email address is functioning properly by having a friend send you an email. You can also use a different email account to send yourself an email. Make sure you respond to the email to see that it works both ways.

See! Wasn’t that easy?! Now you are all set with your own professional email address and all of the benefits that come along with it. No more using the generic Yahoo! and Hotmail addresses. Having this style of email address will certainly give off a better vibe to clients.

If you have any questions, comment below and I will help you. If you found this article helpful, please consider sharing to your friends using the social media buttons.

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