Professional Email Setup Guide

Using a professional email address like [email protected] instead of a generic Gmail or Yahoo address helps you:

• Build credibility with customers and partners who see you take your business seriously
• Strengthen your brand by including your business name in every email you send
• Look professional in proposals, invoices, and client communications
• Keep work separate from personal email for better organization
• Gain customer trust - studies show 90% of customers find branded emails more trustworthy

➕ Add a New Email Account

1. Click the "Add Email Account" button at the top of the Email Addresses page
2. A form will appear with several fields to complete

✏️ Fill in Your Email Details

Here's what each field means and how to fill it in:

✅ Complete Email Creation

1. Review your settings to make sure everything looks correct
2. Click the "Create Account" or "Add Email Account" button
3. Wait for confirmation - you should see a success message within a few seconds
4. Your new email will appear in your Email Addresses list

🔢 Creating Additional Email Addresses

Need more email addresses? No problem! Simply repeat the process above. Common scenarios include:

• Multiple team members: Create separate email addresses for each person (john@, sarah@, mike@)
• Different departments: Sales, support, billing, and marketing can each have their own
• Special purposes: Create addresses for specific projects, forms, or automated notifications

All email addresses are included free with your hosting plan - create as many as you need!

🔑 Changing Email Passwords

Need to change an email password? It's easy:

1. Go to your Email Addresses page in the client area
2. Find the email account you want to update in the list
3. Click the "Edit" or "Manage" button next to that account
4. Enter a new password (or use the "Generate Password" button)
5. Click "Save Changes"

💾 Adjusting Storage Quotas

You can change how much storage space each email account uses:

1. Navigate to Email Addresses in your client area
2. Click "Edit" or "Manage" next to the email account
3. Modify the quota setting to your desired limit (or choose unlimited)
4. Save your changes

We generally recommend keeping email accounts on "Unlimited" storage unless you have a specific reason to limit them.

🗑️ Deleting Email Accounts

To delete an email account:

1. Go to your Email Addresses page
2. Find the account to delete in your list
3. Click the "Delete" button (often a trash can icon)
4. Confirm the deletion when prompted

📊 Checking Email Storage Usage

You can view how much storage each email account is using:

• The Email Addresses page displays storage information for each account
• You can see both used space and total quota
• This helps you identify accounts that might need quota adjustments

🔐 Security Best Practices

• Use strong, unique passwords for each email account
• Change passwords regularly (every 3-6 months is ideal)
• Be cautious of phishing emails - don't click suspicious links or download unexpected attachments
• Never share your email password with others
• Log out of webmail when using public computers
• Enable two-factor authentication if available for your client area

📋 Organization Tips

• Create folders to organize emails by project, client, or topic
• Use descriptive subject lines when sending emails
• Set up filters/rules to automatically organize incoming mail
• Delete or archive old emails regularly to keep things tidy
• Unsubscribe from newsletters you no longer read
• Use signatures with your contact info and professional details

📧 Professional Email Etiquette

• Respond promptly to business inquiries (within 24 hours when possible)
• Use professional language and proper grammar
• Keep emails concise and focused
• Include a clear subject line that summarizes your email
• Proofread before sending to catch typos and errors
• Use your professional email for all business communications

💾 Backup Recommendations

While we backup your email data daily as part of your hosting service, we recommend keeping local backups of critical emails:

• Use IMAP so your emails are stored on the server and on all your devices
• Archive important emails to your computer periodically
• Save critical attachments to cloud storage or your hard drive
• Export contact lists regularly to prevent data loss