Email Address

An email address is a unique identifier that enables electronic messages, known as email, to be sent and received on a computer network. Since the 1980s, email addresses have followed the format of username@domainname.TLD. For example, janedoe@domainname.com.

The top-level domain (TLD) represents the purpose or type of organization using the email address, such as .com for commercial entities, .org for non-profit organizations, and .edu for educational institutions. The domain name is the specific name of the organization, such as Google.com or Target.com.

The @ symbol is the connector between the domain name and the individual the email address belongs to, such as Jane Doe. When an email is sent to this address, the message is delivered to Jane Doe at the domain name.

Email addresses can be used for personal or business purposes, and common providers include Gmail, Yahoo, Microsoft Outlook, and HubSpot. Custom email addresses for businesses and websites can be purchased through these providers or website hosting services.

Early email systems used a variety of non-internet email address formats before the standard format of username@domainname.TLD was adopted in the 1980s. Initially, email addresses identified users on a homogenous system, such as a minicomputer or mainframe, using the user’s login name on the system, such as 432654,6564 when using CompuServe, one of the largest online services that supported electronic mail.

How to create an Email Address

To have a consistent email address that you can use regardless of changing schools, jobs, or internet service providers, sign up for an account with an email provider of your choice, such as Gmail or Yahoo! Mail. During the account setup, you will be prompted to provide your first and last name, which will be used to create your unique email address. It’s common to use your name in your email address for easy recognition. After setting up your account, create a secure password that you can use to access your emails.

How to create a Business Email Address

How to create a Business Email AddressIf you’re starting a business, one way to create a business email address is to purchase a domain and hosting site that includes business email as an additional feature. This can make the process easier for many users. To set up your email, go to the “Email” section of your hosting site and choose an email. Alternatively, you can use G-Suite instead of your hosting platform. Google will guide you through the process, which is usually straightforward.

Next, if you choose to host your email through your hosting platform, you’ll need to connect your email address to an email client such as Outlook or Gmail. To do this, log in to your hosting platform and look for a button that says “Set up Mail Client” or something similar.

Finally, you’ll want to ensure that your marketing automation platform has access to your email. In HubSpot, for example, you can connect your email by going to your settings and looking for a “Domains” or “Email Sending” button. Make sure to follow the instructions provided by your automation software.

Before you start brainstorming ideas for your professional email address, it’s important to know what to avoid.

Unprofessional Email Address Examples

Examples of what not to include in your professional email are as follows:

Nicknames:

It is best to leave nicknames out of your professional email, even if your colleagues call you by that name. Although it may be acceptable in your personal life, it is best to keep things professional in your business life. Instead, use a combination of your first and last name or initials.

Company Position:

Avoid using your company position in your email address. Your position can change over time, and the person you are contacting may not be interested in those specific skills. Instead, include your job position in your email signature.

Numbers:

Although it may be tempting to use numbers in your email address, avoid using them as they can be unreliable and untrustworthy. They may also trigger spam filters and send your emails to the recipient’s junk folder. Instead, use periods or underscores sparingly.

Professional Email Address Ideas and Examples

Professional Email Address Ideas and ExamplesHere are some ideas and examples for professional email address naming conventions:

Use your profession or industry:

johndoeengineer@domain.com

janedoeconsultant@domain.com

  1. michaelsmithlawyer@domain.com

Add your location or city:

johndoechicago@domain.com

janedoemiami@domain.com

  1. michaelsmithnyc@domain.com

Incorporate your degree or certification:

johndoebsc@domain.com (Bachelor of Science)

janedoejd@domain.com (Juris Doctor)

  1. michaelsmithphd@domain.com (Doctor of Philosophy)

Use a combination of your name and role:

johndoeoperations@domain.com

janedoeaccounting@domain.com

  1. michaelsmithsales@domain.com

Use your company name or brand:

johndoeacme@domain.com

janedoeamazon@domain.com

  1. michaelsmithgoogle@domain.com

Keep it professional and avoid using nicknames or numbers. Choose a naming convention that is easy to read and remember. And don’t forget to check that the email address is available before finalizing your decision.

Email Address FAQs

Gmail uses several measures to keep your email communications secure and private. Firstly, Gmail uses Transport Layer Security (TLS) encryption to protect your messages as they travel between your device and Gmail's servers. This helps prevent third-party eavesdropping or tampering during transmission. Secondly, Gmail uses strong encryption to store your messages on its servers. This ensures that even if someone were to gain unauthorized access to the servers, they would not be able to read your messages without the encryption key. Gmail also has AI-enhanced spam-filtering capabilities that block nearly 10 million spam emails every minute, as well as advanced phishing and malware detection systems that scan your emails for suspicious content and links. Finally, Gmail allows you to enable two-factor authentication (2FA), which adds an extra layer of security by requiring a unique code in addition to your password to access your account. This helps prevent unauthorized access even if someone were to obtain your password. Overall, Gmail takes a comprehensive approach to email security and privacy to ensure that your communications remain safe and confidential.
Absolutely not. Although ads may appear in your free Gmail account, your emails are completely confidential. Google does not analyze or utilize the content of your Gmail messages for advertising purposes.
Although Gmail provides a secure platform for the majority of users, certain accounts may require extra levels of protection. Google's Advanced Protection Program is designed to protect individuals with high visibility and confidential information, who are vulnerable to deliberate online attacks.
Google Workspace offers a range of plans that include Gmail as part of the package. With these plans, you can enjoy all the features you love about Gmail and more, such as a custom email address with your company name (@yourcompany.com), unlimited group email addresses, 99.9% uptime guarantee, twice the storage of a personal Gmail account, no ads, 24/7 support, Google Workspace Sync for Microsoft Outlook, and additional features to boost productivity.

Author

  • Shivani Adhikari

    I am Shivani Adhikari author of the website Mailersadda, where I write about a variety of topics including digital marketing, SEO, SMO, email marketing, conversion optimization, content marketing, website design and more. When I'm not working on the website, I enjoy exploring outdoors, travelling and painting. I Hope you find my website helpful and informative. Thank you for visiting Mailersadda.