From Free Email to Pro: Set Up you@yourcompany.com (No Headaches)

A branded inbox is the fastest trust upgrade most businesses can make. It improves deliverability, looks professional on invoices and proposals, and keeps roles organized.

TL;DR

  • Choose a provider (Google/Microsoft).
  • Create role-based aliases.
  • Add SPF/DKIM/DMARC for deliverability.

Why branded email matters

  • Trust: “you@yourcompany.com” signals you’re established.
  • Deliverability: Proper records help your emails land in Primary, not Spam.
  • Organization: Role addresses (info@, billing@) route messages to the right place.

The simple setup plan

  1. Pick a provider: Google Workspace or Microsoft 365 are safe bets.
  2. Create accounts: One per person. Add aliases for roles (info@, support@, billing@) that forward where needed.
  3. Update DNS:
  4. SPF: Authorizes your provider to send mail for the domain.
  5. DKIM: Adds a cryptographic signature to prove authenticity.
  6. DMARC: Tells receivers how to handle suspicious messages; start with monitoring, then enforce.
  7. Signatures & templates: Standardize your signature with name, role, phone, website, and social links. Create canned replies for FAQs.
  8. Publish everywhere: Update your website, contact forms, Google Business Profile, and social bios so customers always use the right address.

Don’t overcomplicate it

You don’t need multiple tools or fancy routing to start. One provider, clean aliases, and correct DNS records beat complex setups you won’t maintain.

Team etiquette that saves time

  • Keep personal and role inboxes separate.
  • Use labels/folders for leads, invoices, and support.
  • Reply from the address the customer used to reach you.
  • If someone leaves, forwarding keeps the address alive.

FAQ

Do I really need DMARC? Yes—start in monitoring mode to see who’s sending mail “as you,” then tighten.
What about catch-all emails? Avoid if you can; they collect spam and hide typos you should fix.
Will switching break my forms? Update your form recipients and test after the change.

Set Up you@yourcompany.com

Tell me your domain/provider, I’ll map your exact email setup steps.