Most modern companies communicate with customers through the use of the Internet: e-mail, social networks and instant messengers. This greatly facilitates the process of contacting the public, but also causes some problems with security and trust. Fraudsters can use the name of the organization to deceive users. Therefore, company accounts must look unique and confirm the officiality. For this, corporate mail addresses with the company domain are used. They allow not only to confirm that this communication channel leads directly to the organization, but also emphasize its seriousness and representativeness.
Corporate mail: definition and creation
If you are thinking about how to create a corporate email, it will be useful to first understand what it is and how to solve the problem.
Corporate mail is such a system of electronic mail addresses that is managed by the company’s administration, has a separate domain in the address after the @ sign, and has certain dedicated resources for doing business: a shared calendar, cloud storage, and automatic mailing. Such mail also provides other features, such as managing employee accounts, creating them, and using short and simple mailbox addresses.
Many hosters offer their customers their own corporate email services. You can also create a mail server by purchasing special equipment or placing it on a cloud server. But perhaps the easiest and most inexpensive way is to use the services of large mail services from Google or Yandex.
Domain registration
The first thing to think about after the question “how to create corporate mail with your domain” is to create your own domain. You can do this with special registrars or hosters who rent domain names. To do this, choose in which zone your domain will be. Now there are a huge number of such: from national (.ru, .ua, .de) and territorial (.su, .eu) to activities and interests (.online, .run, .website, .club, .game,. jobs). There are more than 1000 different zones, and the rental price can vary from 100 to hundreds of thousands of rubles, depending on the exclusivity and rarity of the zone.
In addition, if the desired domain name is already taken, then you can try to re-buy it, but then the issue price will be no less than several tens of thousands of rubles. But it’s worth it if you also plan to create or move a site under this domain.
Once you succeeded in creating a corporate mail domain, you can think about the operation of the mail server.
Mail server mechanism with your domain
In order to create mail, you need to at least represent the basics of the mail server.
A mail server is required to send and receive emails. It uses special domain settings to establish a connection with the recipient server. These settings are called MX records and provide information for the program which servers accept incoming messages for this domain. To receive letters, the server also contacts the sender’s domain and analyzes the data from the SPF records, which indicate which server can use the domain to send messages. The domain is checked by the presence of a DKIM key confirming the security of the source.
Thus, your domain must have the correct MX and SPF values in DNS in order to work with the mail server. There are a large number of mail servers, but the most affordable, reliable and secure are at the same time the most popular - these are Google and Yandex services. Their advantages are free hosting (constantly for Yandex and 2 weeks for Google), an email server for the domain, professional and timely support, and constant support in working with mail.
How to create corporate mail in Google?
You can start using corporate mail from Google after registering in a special service for business - G Suite. To do this, go to the service page and specify the following data:
- Company name.
- The number of employees.
- Domain name (in the absence there is the possibility of registration directly from the service page).
- Phone number.
- The mailing address you regularly check.
By registering, the user gets the opportunity to further configure corporate mail.
But first of all, you need to confirm the ownership of the domain. It’s convenient that Google identifies the registrar and gives recommendations on how to configure the DNS for it. There are 4 ways to do this:
- Via TXT record.
- Via CNAME.
- Via an MX record.
- Through the HTML code on the site (if any).
The first method involves adding a TXT control record in the domain’s DNS settings that G Suite will provide. The second and third methods differ from the first only in the type of recording. And the fourth can be performed only if there is a website: you need to create a page with a specific name (set by the service) and add the specified verification code to it.
After confirmation, the corporate mail settings become available.
Google Mail Settings and Features
Google provides many different advanced options and features for customization, all of which are paid. Please note:
- First, you can enable features such as single sign-on to enhance security. This allows you to authorize employees in email accounts using a web page to log in specifically for these people. Or, for example, password management, which will allow you to recover lost or change the passwords of employees. As well as Google API management, which makes it possible to disconnect third-party services from the mailbox and disk.
- Secondly, you can add users to the mail system. To do this, click on the “+” icon in the corresponding panel and enter information about the employee, specifying a new mailing address in your system and setting the initial password. Using this data, he will be able to log into his corporate account.
- Thirdly, if necessary, you can create aliases for mail addresses. That is, the second address, letters from which will be sent to the source.
- Fourthly, for the communication of employees there is the option of organizing groups and mass mailings.
In addition to an email account, all employees will receive from 30 GB of disk space, a synchronized calendar, a Google+ account and access to all Google services.
How to create corporate mail in Yandex?
To do this, you need to do almost the same actions as for the Google service. You need to register the domain in Yandex.Mail, confirm that it belongs to you (via the html code and through the MX settings) and proceed with the settings.
There is a slight difference - Yandex offers the user to delegate their domain under the control of the search giant to avoid manually configuring DNS. This can be done through the registrar’s website following the detailed Yandex instructions.
Having done all this, you can begin to learn about all the features of free mail for a domain from Yandex.
Settings and features of mail on Yandex
The first thing that Yandex proposes to do is to add a DKIM record for your domain so that the letters pass spam checks more successfully.
Creating accounts for employees here is also simple: specify the name, address and initial password. This data will help you log in to your account. Account administration allows you to change personal data, change the password and user status in the corporate system.
Yandex makes it possible to create up to 1000 email addresses; their owners can use disk space and other services as a regular user. And the administrator can create bulk mailings and chats, aliases for addresses and a single sign-on system.
Total
To take such an important step as the decision to create corporate mail, on the way to forming a representative and solid team that they recognize and want to deal with - this is what every ambitious company should strive for. And this does not require large investments: using the mail hosting of the two largest companies in the field of Internet technologies, you can organize your own corporate mail system. Moreover, if the limitations of the free Yandex have become tangible for the company, then there is the possibility of painless integration with the paid G Suite service, in which these shortcomings are removed.