Setting Up Business Email For Outlook, Thunderbird and Gmail In Two Short Steps

Last night I told you why your email address should match your website in the blog 3 reasons why email is just as important as website.

Today I’ll look at how you can resolve that in just a few easy steps.



Step 1: Set up your new address in your website’s control panel

If you got someone else to set up and manage the code behind your site then you may not be able to set up the email address by yourself.

Approach the person/company managing your site and ask them to set you up with as many email addresses as you need.

Some good email address ideas might be:

  • info@yourbusiness.com
  • sales@yourbusiness.com
  • yourname@yourbusiness.com
  • support@yourbusiness.com

However, if you got the site built onto one of the larger hosts like hostgator or dreamhost then will have full control which email addresses you set up and how you make them.

I will walk you through the process of setting up an email using hostgator and that will hopefully set you up enough to create email addresses with your own providers.

Once you log into the control panel you should see a bunch of options, one of those should be the ’email accounts’ button.


Click on that and there should be a form to set up a new address at the top of the page.


Fill it out with your preferred email address and password (I’m using newsletter because I will be using this email address for newsletters later).

Once you’ve filled it out, stored your password somewhere safe (you’ll need it soon), and hit the activation button (which is ‘create account’ in this case) then you can check out your new email address.

Head back to the main control panel and you’ll see a button called webmail, click on it.


This may take you directly to the webmail selection screen or it may take you to a introduction screen. If so it might look like the one below, click on the link.


Now you should see a screen where you can select which webmail application you want to use.

Most people prefer to use Horde or Roundcube, my preferences is for Horde so I click on that.


Horde asks you to log into your account again. Don’t worry you don’t need any extra information, just select the language you prefer and hit log in.


All email can be found in the ’email’ option so click on the plus symbol to see your new inbox.


So, you’ve got your new email address… now its time to plug it into your email client/personal email address so you can get all your email addresses in the same place.

Step 2 take 1: connecting your new email address with Microsoft Outlook

This isn’t nearly as hard as you’d think it would be providing you’ve got the right server and port details.

The first thing to do is to get to the account set up screen.


That can be found in tools menu, under email accounts. Make sure you select the ‘add new email account’ option and click next.


You want to get the emails stored on your computer so select the POP3 option and then click on next.

In the next screen you fill out all the boxes giving information on yourself and the server where the mail lies.


When you enter information about the incoming mail server and outgoing mail server you usually enter the same details, mail.yourdomain name (if you look you will see I have used mail.oddjobpr.co.nz). Once you have filled that out click next.


In the next window just click next as you are quite probably using the same login details for your outgoing server that you are using for your incoming server.


You will need to select the correct ports in the advanced screen.

This is incredibly important as it determines whether or not your email address will work.

Incoming server ports are quite often set to 110, with outgoing server ports commonly being set to 25 or 26 but it will vary from host to host.

Check with your host if you don’t get your email address to work the first time.


After that you should be taken back to the previous screen. Make sure that all the information is correct and hit next. And congratulations, you have just set up your email account for outlook.

Step 2 Take 2: setting up your email through Mozilla Thunderbird

In many ways there are less steps to setting up a new email account in Thunderbird than there are in to setting one up in Outlook.

The first thing to do is to get in the right place. If you go about half-way down the home screen you should see the ‘Create New Account’ button.


Put your name, your email address and password into the next box and hit ‘continue’.


In the next screen select POP3 and then click on ‘Manual Config’ to change the ports and server names for both the incoming and outgoing servers.


Make sure the server matches your domain name, the ports are set to 110 for incoming and 25/26 for outgoing (or settings defined by your host) and the username matches the email you want and then hit create account.


Congratulations, you have successfully set up your email account to work with Thunderbird.

Step 2 Take 3: setting up your email through Gmail

Setting up your Gmail to receive and send business emails is actually a lot easier than doing it through Outlook or Thunderbird.


Go to the ‘Settings’ section in Gmail and then click on ‘Accounts’.

There are two things to set up here, setting up your Gmail to send emails on behalf of your business email and setting it up to receive emails on behalf of your business email.

To send emails you’ll find an ‘Add another email address you own’ link below the ‘Send mail as’ section of the site.


Click on it and a little window should pop up asking you to enter your name and your email address.


Use the name you want people to see in the ‘from’ section of their emails and then click on next step.


For the moment, sending mail through Gmail is much easier than sending it any other way so select the top option and click next.


You will be asked to verify you own the address, click on ‘send verification’ and then go to your webmail page in horde (you can get to it through the control panel and then Horde) and click on the email from Gmail.

There are two ways to handle verification, either you can click on the link in the email or you can enter the code into a box that looks like the one below:


Once that’s done all you need to do is to set up your Gmail so it will receive emails from your business address.

While your in the accounts page go down to the section of the page that is labeled ‘check mail as’ and look for the option labelled ‘add POP3 address’. Click on it.


Enter your email address and then click on ‘next step’


Make sure the username is the same as your email address, make sure the server is your domain name with mail. added onto it and ensure that the port is set to 110 and then click on ‘next step’.

Congratulations, you have successfully set up your email account to work with Gmail.

So now you know how to set up your business email. I hope you spend 20-30 minutes this weekend going throughout these steps yourself.

You will be rewarded with a better reputation, more flexibility and more precise CSM tools.

Ticking the right boxes – 3 reasons why email is just as important as website

So, you’ve bought a domain name for your business and have built (or had someone else build) a slick website to advertise your business.

But if you’re still using an email address for your business that ends in @hotmail, @xtra, @yahoo or any one of the many email/internet providers then you’re only half way towards having an effective online presence.


What follows are three reasons why it not only makes sense to have the same email address as your domain but also why you should set up a @yourbusiness.com email address this week if you already have a website.

Reason One: it helps your online reputation

No doubt you’ve heard of the practice of phishing. The practice of using an email address very similar to a reputable business’ to obtain people’s passwords, personal information and login details to bank accounts.

It was common for phishers a few years ago to use free accounts with variations on trusted user names (NZpaypal, westpacservice etc) to get their hands on people’s personal details.

They stopped doing this because it stopped working which begs the question how reputable do you think you will appear to be when you approach someone the first time with an email address like yourbusiness@hotmail.com?

Reason Two: it makes your business more flexibile

Internet service providers are a little like power companies or the people you get to clear the rubbish.

You sometimes find the need to jump to a different service provider.

But unlike power companies or most other contractors you have made your ISPs a public part of your business by using their email service as your business email.

What this means is that if your internet provider dramatically increases their charges the ‘costs’ of changing providers if you have got your email address with them. You need to send out an email to customers informing them of your change of address and hope that they act on it.

With an @yourbusiness.com email you can shift internet service providers as many times as you want and your customers will never be any wiser.

Reason Three: you can use different email addresses for different purposes

There are different parts to any business.

For example, if you have a car dealership you might service cars, sell used cars, sell new cars and sell car parts.

The person getting in contact with you about a car part is going to have very different needs to the person that wants a new car. They might even need to communicate with different people in your company.

With an @yourcompany.com address you will be able to separate these forms of communication into separate lines to make sure customers get their needs met faster with less confusion.

So, as you can see an @yourbusiness.com email provides you with a better reputation online, more flexibility and better customer management tools.

And the best part of it all is that if you have already set up your site then setting up an email is free quick and easy.

Check out this blog tomorrow because I will be walking you through what you need to do to get your very own email address.