What you need before you start
A business email address is one you create through a domain name you own — something like yourname@yourcompany.com instead of yourname@gmail.com. You will need two things: a domain name (the part after the @) and an email hosting service that lets you create mailboxes on that domain.
The domain name costs between $10 and $15 per year from a registrar like GoDaddy, Namecheap, or Google Domains. The email hosting can come from the same place you register the domain, or from a separate service — Gmail for Business (called Google Workspace) costs $6 per user per month, Microsoft 365 Business Basic costs $6 per user per month, or you can use a hosting company like Bluehost or SiteGround that includes email with a web hosting plan.
If you already have a website, your hosting provider probably offers email hosting as part of your plan. If you do not have a website yet and only want email, Google Workspace or Microsoft 365 are the simplest routes because they handle everything in one place.
Key Takeaways
- You need to own a domain name (register it through GoDaddy, Namecheap, or Google Domains) before you can create a business email on that domain.
- Email hosting and domain registration can come from the same company or different ones — Google Workspace and Microsoft 365 handle both together.
- Business email costs between $6 and $15 per month per user, depending on whether you bundle it with other services.
- Once your email is set up, you configure it in Outlook, Apple Mail, or Gmail's app by entering your domain, username, and password in the account settings.
- A business email address makes you look established to customers and gives you control over who can use addresses on your domain.
Registering a domain name
Start by choosing a domain name and checking whether it is available. Go to a registrar like GoDaddy.com, Namecheap.com, or Google Domains and type your desired name into the search box. The registrar will tell you when ready if the name is taken or available. Most people choose a domain that matches their business name or their own name — something short, straightforward to spell, and straightforward to say out loud.
Once you find an available name, add it to your cart and complete the purchase. You will pay an annual fee (usually $10 to $15 for a .com domain). The registrar will ask you to create an account and provide contact information. This information becomes part of the domain registration record, though most registrars offer privacy protection for a small extra fee so your personal address does not appear publicly.
After you complete the purchase, the registrar sends you a confirmation email. Keep this email — it contains your login credentials and the nameserver information you may need later. Your domain is now registered and ready to use.
Setting up email hosting with Google Workspace
Google Workspace is the most straightforward option if you want email, cloud storage, and a calendar all in one place. Go to workspace.google.com and click the "get your free guide" button. You will enter your business name and the domain name you just registered.
Google will ask you to verify that you own the domain. It gives you a text record to add to your domain's DNS settings. Log back into your registrar (GoDaddy, Namecheap, or wherever you registered the domain), find the DNS or nameserver settings, and add the record Google provides. This usually takes 15 minutes to an hour to take effect.
Once Google confirms you own the domain, you create your first user account — this is typically admin@yourdomain.com or your own name@yourdomain.com. Google Workspace costs $6 per user per month for the basic plan. You can add more users later, each with their own mailbox on your domain. Google handles all the email infrastructure, so you do not need to manage servers or backups.
Setting up email hosting with Microsoft 365
Microsoft 365 Business Basic works similarly to Google Workspace and costs $6 per user per month. Go to microsoft.com/microsoft-365/business/microsoft-365-business-basic and click "Buy now." You will enter your business information and the domain name you registered.
Like Google, Microsoft asks you to verify domain ownership by adding a DNS record. Log into your registrar and add the record Microsoft provides to your DNS settings. Once verified, you create your first user account and can add more users whenever you need them.
Microsoft 365 includes Outlook email, OneDrive cloud storage, and access to Office applications online. If your business already uses Microsoft products, this integrates smoothly with your existing setup.
Configuring email on your devices
After your email account is created, you need to set it up on your phone, tablet, or computer so you can send and receive messages. The process is similar across devices: you open your email app (Outlook, Apple Mail, Gmail, or whatever you use), select "Add Account," and enter your email address, password, and domain information.
For Google Workspace, most devices recognize the account automatically once you enter your email address and password. For Microsoft 365, the same is usually true. If your email is hosted elsewhere (like Bluehost or SiteGround), you may need to enter additional information like the IMAP or SMTP server address — your hosting provider's support page will list these details.
Test sending and receiving a message from your new address to make sure everything works. Send a test email to a personal email account and reply to it from that account to confirm both directions work.
Creating additional email addresses on your domain
Once your first account is set up, you can create more email addresses for other people in your business or for specific purposes (like support@yourdomain.com or sales@yourdomain.com). In Google Workspace, go to the Admin console, click "Users," and select "Add a user." In Microsoft 365, go to the admin center, click "Users," and select "Add a user."
Each new address gets its own mailbox and login credentials. You can set permissions so some users can only send and receive email, while others can manage the whole account. This gives you control over who has access to what on your domain.
If you create a generic address like support@yourdomain.com, you can configure it to forward all incoming messages to one or more people's personal mailboxes, or you can set it up as a shared inbox that multiple people can access.
Protecting your business email from scams
A business email address is a target for scammers because it looks official. Set up a strong password — at least 12 characters, mixing uppercase and lowercase letters, numbers, and symbols. Do not reuse passwords from other accounts.
Turn on two-factor authentication in your email settings. This means that even if someone learns your password, they cannot log in without a code from your phone. In Google Workspace, go to Security settings and enable 2-Step Verification. In Microsoft 365, go to Security defaults or Conditional Access.
Be cautious about forwarding rules. Scammers sometimes gain access to an account and create a rule that forwards all incoming mail to an external address so they can read your messages without you noticing. Check your forwarding settings regularly — in Gmail, go to Settings > Forwarding and POP/IMAP; in Outlook, go to Settings > Mail > Forwarding.
Frequently Asked Questions
Can I use a business email if I do not have a website?
Yes. You only need a domain name and email hosting. You do not need a website. Register the domain through any registrar, then set up email through Google Workspace, Microsoft 365, or another email hosting service. Your domain will exist only for email purposes.
What happens to my business email if I stop paying?
Your email account will be suspended or deleted depending on the service. Google Workspace gives you a grace period of a few weeks before deleting data. Microsoft 365 does the same. If you plan to keep the domain but pause email service, keep paying the domain registration fee (usually $10 to $15 per year) so no one else can register it.
Can I move my business email to a different hosting service later?
Yes. You own the domain name, so you can move your email to a different host whenever you want. Before switching, export your old emails and contacts, then set up the new email service on the same domain. The process takes a few hours but is straightforward.
Is a business email address better than Gmail for my business?
A business email looks more professional to customers and gives you control over your domain. Gmail is free but uses Google's branding. If you are running any kind of business — even part-time — a business email on your own domain builds credibility and separates work from personal messages.
What if someone else registers my business name as a domain before I do?
Register your domain as soon as you decide on a business name. Domain names are first-come, first-served. If someone else owns it, you can try contacting them to buy it, but they can ask any price. Registering early protects you and ensures your business email matches your business name.