To set up a business email address like [email protected], buy a domain name, sign up with an email provider (such as Google Workspace, Microsoft 365, Zoho Mail or the email that comes with your hosting), add the DNS records the provider gives you at your domain registrar, and then log in to your new inbox. The whole setup usually takes under an hour, plus some waiting while the records spread across the internet.
A business email looks more professional than [email protected], helps your emails land in inboxes instead of spam, and keeps business and personal messages apart.
1. Buy a domain
Your domain is your business's address online, like yourbusiness.com or yourbusiness.com.gh.
- Keep it short and easy to spell.
- Use your business name if it's free.
- .com is the most familiar. .com.gh shows you're Ghanaian.
- Avoid hyphens and numbers where you can.
You buy domains from registrars. Domain prices are usually yearly, so set a reminder to renew.
You can also use the same domain for your online store. See how to use your own domain for your online store.
2. Choose an email provider
| Option | Good for |
|---|---|
| Google Workspace | Gmail you already know, plus Drive and Meet |
| Microsoft 365 | Outlook, Word and Excel |
| Zoho Mail | Lower cost, and has a free plan for small teams at the time of writing |
| Email from your web host | Cheapest if you already pay for hosting |
Check current prices on each provider's website; plans change often.
3. Create your addresses
Common addresses for a small business:
- hello@ or info@ for general enquiries
- orders@ or support@ for customers
- yourname@ for you personally
Many providers let you add extra addresses ("aliases") to one inbox at no extra cost, so you don't need to pay for each.
4. Add the DNS records
Your provider gives you records to add at the place you bought your domain:
- MX records: tell the internet where to deliver your email.
- SPF: says which servers may send email for your domain.
- DKIM: a digital signature that proves your emails are genuine.
- DMARC: tells inboxes what to do with emails that fail the checks.
Copy each record exactly. Then wait: changes can take from a few minutes to a day to work everywhere. Your provider's setup page will tell you when everything is verified.
SPF, DKIM and DMARC matter a lot. Without them, your emails are more likely to land in spam.
5. Set up your phone and signature
- Add the account to your phone's mail app or the provider's app.
- Create a simple signature: name, business, phone, website or store link.
6. Send marketing emails from your domain
Newsletters and promotions sent from your own domain look more trustworthy and land in inboxes more often.
On Paylead, you can add your domain for sending campaign emails. Paylead shows the DNS records to add, checks them, and lets you send from an address on your domain. If your domain is on Cloudflare, Paylead can add the records for you. Each store has its own sending domain, so each brand emails from its own name. See how to send email newsletters to your customers.
7. Keep it secure
- Use a strong, unique password.
- Turn on two-step verification.
- Don't share logins. Add separate addresses or accounts for staff instead.
Frequently asked questions
Can I get a business email for free?
Some providers have free plans with limits, and some hosting plans include email. Paid plans usually give more storage and better support.
Can I use my business email with Gmail?
Yes. With Google Workspace your business email works in Gmail. Other providers can also be connected to the Gmail app.
Why do my emails go to spam?
Usually because SPF, DKIM or DMARC records are missing or wrong, or because you send to people who didn't sign up. Check your DNS records first.
Read next: how to create a website for your business, how to build an email list and how to write a welcome email.
