Setup Notes

These notes collect short, practical pointers for smaller companies setting up free business email. They are meant to be read before you create mailboxes, so that the first structure you choose is one you will not have to untangle later.

Domain readiness

If you want addresses on your own company name, check the basics first. Confirm that the domain is registered in the company's name rather than a freelancer's personal account, that more than one trusted person knows where its login is kept, and that renewal reminders go to an address that is monitored. A mailbox setup is only as dependable as the domain underneath it.

Shared inbox planning

A shared enquiries address works best when someone clearly owns it. Decide who checks it, how often, and who covers when that person is away. Agree a simple habit for marking which messages have been answered, so two people do not reply to the same customer and nobody assumes someone else has it.

Early mailbox structure

Keep the first structure small and predictable. A public enquiries address, individual mailboxes for the people who need them, and a short written note of who has access to what is usually enough to begin with. Avoid creating addresses for roles that do not exist yet; they tend to collect mail that nobody reads.

Before you change setup later

If you move to a different arrangement down the line, treat it as a short project rather than a quick switch. List every address currently in use, note where each one forwards, tell regular contacts about the change in advance, and keep the old mailbox reachable for a while so late replies are not lost. Having your notes on who owns what makes this far easier.

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