Email With Company Name: How to Create One Step by Step (With a New Domain or Your Existing One)

An email with company name, such as sales@company.com, is an address that ends with your company's domain, and you create it in a few simple steps: choose the name, register a new domain or connect your existing one, then name your mailboxes and open them on your phone. The result is an address that works on mobile, computer and browser from day one.

This guide is for every company or business owner in Egypt, Saudi Arabia and the Gulf asking: "How do I create an email with my company name?" Here you will learn the two available paths, the steps in order, the time and cost, and how to name your addresses in a way that serves you for years.

Before you start: three questions that decide your path

If the idea is new to you, first read our guide to official business email to learn why an official address makes a difference with customers. If you have already decided and want to get it done, answer these three questions:

Do you have a domain? If not, your path is the first method: a new domain with mailboxes. If you have a domain registered in the company's name, even if you have not used it yet, your path is the second method.

How many people will use email? Count the employees who correspond with customers, and add the department addresses you need. This number determines the right plan, and you can increase it later.

Do you have a website? Having a website does not change the steps, but it reassures you on one important point: the website stays where it is, and email works on the same name without touching it.

Method one: create an email with your company name on a new domain

This is the shortest path, because you do not deal with any technical settings. The domain, the mailboxes and the security records are all set up in one order. If you want the full details of this path specifically, read booking an email with your domain name.

Choosing the domain name and extension

A good name is short, easy to say and spell, and matches your company name or brand. Avoid lots of hyphens and numbers that can be read more than one way, because every extra character is a chance for a customer to mistype your address.

As for the extension, .com is known worldwide and suits most companies. National extensions such as .com.eg for Egypt and .sa for Saudi Arabia give a clear local impression, but they are registered with national authorities under special conditions and documents. If you already have a national domain, use it with the second method below. If you want to understand how domain names work in general, the ICANN beginner's guides are a good reference.

Choosing the number of mailboxes and paying

Plans are built on the number of mailboxes: Solo (1), Small team (5), Business (10) and Enterprise (25). Each mailbox comes with 5 GB of storage, protection against spam and viruses, and you can buy extra storage for a specific mailbox if it needs it.

You pay on the site in the currency that suits you, and the subscription is yearly. If you turn on automatic renewal, your card is stored securely with the payment gateway, and you can turn it off or delete the card at any time.

Naming your mailboxes: people and departments

Once everything is ready, you create mailboxes with the names you want. It is best to combine two types: department addresses such as info@ and sales@, and a personal address for each employee such as mona@. You will find how to organize this in detail in our guide to employee email accounts.

Method two: an email with your company name on a domain you own

If you have a domain with your website on it, or a registered domain you have not used yet, you do not need a new registration or a domain transfer. Start from the "Have a domain?" page on our site, and follow these stages:

Prove ownership with a TXT record. We give you a short text value to add in the DNS settings at your domain registrar. This record does not change anything about your website or current email; it only proves that you own the domain.

Point the MX records. MX records determine where your domain's email is delivered. After verification, we give you the new values ready to copy, and you put them in place of the old values. Google Workspace's help on MX records explains the same idea in general terms for any email provider.

Add the security records. We also give you the SPF, DKIM and DMARC values that authenticate your messages and reduce the chance of them landing in spam, then we check all the records and let you know as soon as the connection is complete.

You will find a detailed explanation of each record, and the mistakes that stop email from working, in our guide to creating email on your domain. And if you prefer to have your domain and email in one place, you can transfer your domain to us.

Opening your new email on mobile, Outlook and the browser

Once your email is ready, you do not need to learn a new program. You can read your email in three places:

• Mobile: the Mail app on iPhone or Android, or the Gmail app after adding your account to it. For iPhones there is a configuration profile that adds the email in one step. The full explanation is in adding company email on your phone.

• Computer: Outlook or any email program that supports IMAP and SMTP.

• Browser: webmail that you can open from any device without installing anything.

You will find all the required settings ready in your account after setup, and from the same account you change passwords and add forwards and auto-replies for each mailbox.

How long does it take and how much does it cost?

Time: with a new domain, email is set up automatically within minutes after payment, and you can follow the progress on screen. With your existing domain, the time depends on how quickly you add the records and how fast they propagate, and it is usually done the same day.

Cost: the subscription is yearly and priced by the number of mailboxes. At the time of writing, the first mailbox cost 1,500 EGP per year (or US$26), and each additional mailbox 400 EGP per year (or US$7). With your existing domain, the price is 300 EGP (or US$8) lower per year because we do not register a new domain.

Our team updates prices from time to time, so always check the pricing page for the current price in your currency, and read about what affects it in our article on the cost of official email.

Tips for choosing email names

A mailbox name stays with you for years and gets printed on business cards, invoices and your website. These tips will help you get it right the first time:

• Start with department addresses: info, sales, support and billing are names customers expect, and they are documented in the RFC 2142 standard for role mailbox names.

• One format for all employees: choose a fixed format, such as the first name only or firstname.lastname, and apply it to everyone.

• Lowercase English letters only: avoid unnecessary numbers and symbols, and spell the name the way it is pronounced.

• Think about growth: if you have two employees named Mohamed, the format mohamed.ali is clearer than mohamed2.

• Do not tie a department to a person: the sales address stays sales even if the sales manager changes, and you forward its messages to whoever takes over the role.

After setup: what to do in the first week

A ready email is only half the way. The first week is what makes the new address a real part of how the company works, and these are the most important steps:

Change the address everywhere a customer sees it. Put the new address on your website if you have one, on your social media pages, business cards, and the signature on invoices and quotes. Every place that keeps the old address means messages going to the wrong place.

Tell your current customers. Send a short message from the new address telling them this is the official contact address from now on. Replying to this message adds your address to their contacts, which lowers the chance of your later messages landing in spam.

Move important correspondence from your old email. If you have been working from a personal Gmail account, you do not need to move everything. Keep the old account open for a while and forward new messages from it to your official address, until everyone gets used to the new address.

Add a unified signature. A simple signature with the name, job title, phone number and company name, in the same format for all employees, completes the professional image that the address started.

Give each employee their own mailbox and password. Do not let the team share one mailbox with one password. A personal mailbox keeps each person accountable for their messages and makes it easy to suspend or forward the account if someone leaves.

Email with company name: common mistakes to avoid

From our experience with companies starting out for the first time, these are the most common mistakes, and they are all easy to avoid:

• Registering the domain in an employee's name: always register the domain in the company's name with contact details owned by management, not in the name of the developer or the employee who handled the registration.

• Choosing a long or complicated name: test the name by dictating it to someone over the phone. If it needs spelling out twice, look for a shorter alternative.

• Neglecting renewal: an expired subscription or domain stops email immediately. Turn on automatic renewal, or set a reminder well ahead of the date.

• Editing domain records without a backup: before any DNS change, take a screenshot of the current records or copy them so you can go back if needed.

• Creating more mailboxes than you need: start with the number you actually need today; adding a new mailbox is available from your account whenever you need it.

Summary

Creating an email with your company name is simpler than it seems: if you do not have a domain, one order covers the domain and the mailboxes together, and if you do have a domain, a few records connect it without affecting your website. Choose the names carefully, open the email on your devices, and start corresponding with your customers in your company's name.

Have a question during setup? Browse the help center or message us on WhatsApp, and our team will reply in Arabic.