Hosting Tutorial & Guide

How to Create Your Business Email Address with Google Apps and Your Hosting Service?

updated on Dec 29, 2014
How to Create Your Business Email Address with Google Apps and Your Hosting Service? Creating a business email address is a must-do task for all sizes of businesses due to the advantages for brand expanding and convenient communication. A business email address including your brand appears like, making your business more professional and help people seeing the address remember your company better.

Many people may consider using personal email addresses like or to serve business needs, but we don't recommend doing so because this kind of addresses cannot be used to manage different departments of your company separately, and a non-branded address may confuse your customers and clients, leaving them a bad impression.

There are several ways to create a professional business email address, among which using Google Apps for Work and setting up email accounts with your hosting provider are 2 commonly used methods. Both of them are easy to handle and secure, but they do have different advantages and disadvantages.

Google Apps VS Hosting Service – Which Should You Use?

When using Google Apps for Work to build your business email accounts, you are using an independent service that will not be affected by your switch between domain registrars or web hosting service providers. Besides, you can easily integrate other Google tools like Google Talk and Google Calendar.

However, the downside is that the business version is expensive, charging a minimum of $5 per user per month or $50 per user per year, which may become a heavy burden on the budget of small businesses.

Google Apps VS Hosting Service In comparison, using a hosting service is more affordable because when you subscribe to a hosting plan with a couple of dollars, you can get a certain number of email accounts (sometimes unlimited) from the hosting provider. You do not need to pay extra money. Another benefit is that you can manage your email accounts and business websites in a single interface, saving time and efforts.

The demerit, however, is that since the email addresses and domain name are tied to the hosting service, transferring to another hosting provider might cause downtime or data loss. In addition, there will be much work to do since you have to set up your email accounts again with the new hosting service.

Therefore, it's your freedom to make the decision depending on the real circumstance of your business. In below, we will introduce the 2 methods in detail, with steps and easy-to-understand screenshots.

Note: before setting up an email account in any way, you must register a domain name for your business first.

Create a Business Email Address Using Google Apps

Paying $5 per user per month or $50 per user per year for Google Apps, you can not only create as many email accounts as you want, but also enjoy 30 GB storage which can be used to share files. Group email aliases like are free of charge because they are not counted for users.

Open a Google Apps account

If you are not certain about whether to use Google Apps for business email, you can have a try at first as Google Apps offers a free 30-day trial period. Just go to to open a free account. You need to fill in the form required by Google which includes the information about you, your business and your Google Apps account.

In this step, you should pay attention to the form below "Your Google Apps account" because you need to create a new email now as the first user of your business email. After checking the agreement, click on "Create your account".

Open a Google Apps Account

Sign into Google Apps

After the account is set up successfully, you can now sign into Google Apps to do some configurations and management. On the homepage of Google Apps for Work, click on the "Sign In" link, enter your domain name and choose the location as "Admin Console".

Sign into Google Apps

Verify domain ownership

When you are located at the admin console of Google Apps, there is a blue button asking you to set up the account. Clicking on the button comes a new button of "Verify Domain". Google Apps requires you to verify your ownership to the domain name you want to set for your business email. It is very important because this ensures that no one else can use your domain to set up another business email in Google Apps. Once you hit the button, there is a pop-up screen. You have to choose "Begin verification" now to activate your Google Apps account.

Verify Domain Ownership

New here come several choices for verifying, among which signing into your domain name provider is the easiest and also the recommended way. If this is not your choice, clicking the "Alternate methods", you can also choose to add a meta tag to the site homepage, uploading an HTML file or using the Google Analytics account.

When you have chosen your domain name provider, Google Apps presents you the steps for verification. You only need to add the TXT record shown on the page to the DNS configuration of the domain, and then click "VERIFY'. Remember that you cannot remove the record until you stop using this Google Apps account.

Verify by Adding DNS Record

As the DNS record change may take hours to come into effect, you can click on the "VERIFY" button periodically to check whether the TXT record is valid or not. When the verification succeeds, you can receive a congratulations message.

Verification Succeed

Set up MX Records

Even though you have verified the domain ownership, you still cannot begin to use Google Apps to send and receive emails from your domain yet because you have to change your domain's MX record in your hosting control panel first. You can view the MX records you need by signing into Google Apps admin console and going to Google Apps > Gmail > User settings > MX records.

When you have got the records, log into cPanel (for example) and find "MX Entry" in the Mail section. Then, on the "DNS Zone Editor" page, add DNS records, select MX in the drop-down menu for "Type", fill in the destination and priority, and click on "Add Record". Remember to add all the MX records one by one in this way, and delete the old MX records that will be no longer in use.

Find MX Entry
Add MX Records

Congratulations. You have created a business email address successfully and now you can begin to manage the email accounts and groups for your company.

If you have trouble with changing the MX records in your control panel, this page may include a detailed tutorial specific to your domain registrar or web host.

Create and manage accounts for the members in your business

This step can be finished by clicking "Users". Now you see a list of the existing users. On this page, you can rename users, delete users, change the password, and add or move them to any group.


Besides, you can also add new user accounts by clicking the "+" button and filling in the required information. On the pop-up page, you are able to create email addresses for all the members in your business. Filling in the first name, last name and the username of an employee and clicking on "ADD", Google Apps will create and list a new email address. When you have added all people working for your business, hit the "NEXT" button and send the sign-in information to the team members that you have created email accounts for.

Add Users

Create and manage groups

Email groups usually include more than one email accounts. Since the management of different departments of your company, like sales and support, may be the responsibility of several employees, you need groups to keep all the members in the same department informed of the incoming emails from your clients. To add new groups, click on the "Groups" box in the admin and then choose to "Create a group". Complete the information required in the pop-up page and hit the "Create" button.

Create Groups

Update company profile

The last thing you need to do is to update the profile of your business. It is not necessary but we will suggest you to do this, because you need to be professional, after all. Clicking on "Company Profile" in the admin area will allow you to upload a custom company logo, and change the company name, time zone, contact information, support message, etc.

Update Company Profile

Create a Business Email Address Using Your Hosting Service

Nowadays, many large web hosting companies like BlueHost, HostGator and GoDaddy offer very good support for emails and allow customers to create dozens or even hundreds of email accounts for free. Since you have domains(s) connected to your hosting account, you can have professional email addresses branded with the domain(s).

Compared with the method discussed above, creating and setting up email addresses in the control panel of your web host is much easier, taking only a few minutes. As soon as you have logged into the control panel, follow the steps below. Note that the web host taken as an example is BlueHost, a company provides cPanel and a minimum of 100 free email accounts.

Create an email account in cPanel

Firstly, find the Mail section and click on the Email Accounts link.

Email Accounts

Then, on the new page, fill in the name of the user, and select the domain which you want to create email accounts for in the drop-down menu. Now, set a strong password for the account, make a configuration to the Mailbox Quota, and hit the green button of "Create Account".

Create Email Accounts

Below the creation form, there is a list of all email accounts created using the control panel. You can search for any one, browse all accounts' storage usage, change their passwords, delete them, and configure the email client. Configuring an email client will allow you to use email clients like Outlook and Apple Mail to access email accounts on your local computer.

Manage Email Accounts

Set up email forwarders if necessary

The reason why you may need email forwarders is that cPanel does not allow you to create group email aliases like Google Apps, which causes inconvenience if you have two or even more people dealing with the same type of issue from clients. In this circumstance, you can create separate email accounts like, and, and then forward the addresses to people who are responsible to the departments.

To add a new forwarder, click on the Forwarders link in the Mail section and hit the "Add Forwarder" button. Then, you have to fill in the Address and Destination. Address to Forward refers to the email address whose emails will all be forwarded to somewhere else, and the Destination is the email address which will receive the emails. If you want the emails to be forwarded to multiple addresses, type in the Destination with the addresses and separate them with a comma, without any space between each of the addresses.

Set Up Email Forwarders

Add an auto responder to email addresses

Adding auto responders is not a necessity, but this deed can make your business more professional and give your clients a sense of care because they can receive a response as soon as their requests are sent out. They know that your team will work on their issues soon.

Usually, forwarders are needed for the email addresses associated to the departments of your business like A message like "Dear, we have received your request and will look into that problem soon. Our support representatives will contact you in an hour. Please be patient." will make a big difference.

Clicking on the Auto Responders links in cPanel, you can manage all the existing auto responders and add new ones. One the add-new page, you have the following things to do.
  1. Select a character set from the drop-down menu. The default value UTF-8 is recommended because it is most widely used.
  2. Specify the interval in the format of hours, which decides how long a second auto responder will be sent to the same email address which has sent several emails.
  3. Type the email address for which you want to create auto responders.
  4. For the form field, enter the name where the auto response will be from.
  5. Enter the subject of the auto response.
  6. Enter the body of the auto response. If it contains HTML, check the box next to HTML.
  7. Set the Start and Stop time.
  8. Click "Create/Modify".
Add Email Auto Responders

If you are searching for a web host which has great stability, capacity and security in email hosting, the following companies are worth a try.