Most modern companies keep in touch with customers through the use of the Internet: email, 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 organization's name to deceive users. Therefore, company accounts should look unique and confirm officiality. For this, corporate email addresses with the company's 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 you can solve the problem.
Corporate mail is such a system of electronic mail addresses, which is managed by the administration of the company,has a separate domain in the address after the @ sign and has certain dedicated resources for doing business: a shared calendar, cloud storage, automatic mailing. Such mail provides other options, such as managing employee accounts, creating them, and using short and simple mailbox addresses.
Many hosters offer their own corporate mail services to their clients. You can also create a mail server by purchasing special hardware or hosting 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 a corporate mail with your own domain" is to create your own domain. You can do this with special registrars or hosters who rent domain names. To do this, you need to choose in which zone your domain will be. Now there are a huge number of them: from national (.ru,.ua,.de) and territorial (.su,.eu) to those related to occupations and interests (.online,.run,.website,.club,.game,. jobs). There are more than 1,000 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.
Besides, if the desired domain name is already taken, you can try to buy it, but then the issue price will be at least several tens of thousands of rubles. But it's worth it if you also plan to create or transfer a site under thisdomain.
Once you have managed to create a corporate mail domain, you can think about the work of the mail server.
Mail server engine with your domain
In order to start creating mail, you need to understand at least the basics of the mail server.
A mail server is required to send and receive emails. It uses specific domain settings to establish a connection with the recipient's server. These settings are called MX records and provide information to the program which servers accept incoming mail for a given domain. To receive messages, the server also contacts the sender's domain and parses data from SPF records that indicate which server can use the domain to send messages. The domain is also verified by the presence of a DKIM key confirming the security of the source.
So your domain must have 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 accessible, reliable and secure are at the same time the most popular - these are Google and Yandex services. Their advantages are in free hosting (permanently for Yandex and 2 weeks for Google) of a mail server for a domain, professional and timely support, constant support in working with mail.
How to create a corporate mail in Google?
Start using corporate mailfrom Google is possible 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.
- Number of employees.
- Domain name (if not available, you can register directly from the service page).
- Phone number.
- The mailing address you check regularly.
After registering, the user gets the opportunity to further configure corporate mail.
But first of all, you need to confirm ownership of the domain. It is convenient that Google determines the registrar and makes recommendations on setting up DNS with him for confirmation. This can be done in 4 ways:
- Via TXT record.
- Via CNAME.
- Via MX record.
- Via HTML code on the site (if any).
The first method involves adding a TXT control record in the DNS settings of the domain, which will be provided by G Suite. The second and third methods differ from the first only in the type of record. And the fourth can be done only if you have 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, corporate mail settings become available.
Google mail settings and features
Google provides many different advanced settings and features to customize, all of which are paid. Please note:
- First, forFor enhanced security, you can enable features such as single sign-on. This allows you to authorize employees in mail accounts using a web page to log in specifically to these people. Or, for example, password management, which will allow you to recover lost or change employee passwords. As well as managing the Google API, which makes it possible to disable third-party services from the mailbox and drive.
- Secondly, you can add users to the mail system. To do this, you need to click on the “+” icon in the corresponding panel and enter information about the employee, indicating a new mailing address in your system and setting the original password. Using this data, he will be able to log into his corporate account.
- Third, you can create aliases for email addresses if necessary. That is, the second addresses, letters from which will be forwarded to the original one.
- Fourth, there is an option to organize groups and mass mailings for employees to communicate.
In addition to an email account, all employees will receive at least 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 steps as for the Google service. You need to register a 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 his domain under the control of the search giant in order to avoid manual DNS settings. This can be done through the registrar's website, following the detailed instructions from Yandex.
Having done all this, you can start learning about all the possibilities of free mail for a domain from Yandex.
Settings and options for mail on "Yandex"
The first thing that "Yandex" will offer to do is to add a DKIM record for your domain so that emails pass the spam check more successfully.
Creating accounts for employees is also easy here: just enter a name, address, and initial password. This information will help you log into your account. Account administration allows you to change personal data, change the password and user status in the corporate system.
"Yandex" allows you to create up to 1000 email addresses, their owners to use disk space and other services as a regular user. And the administrator can create mass mailings and chats, address aliases and single sign-on.
Result
To take the important step of deciding to create a corporate mail on the way to building a representative and solid team that is recognized and wanted to do business with is what every aspiring company should strive to achieve. And it does not require large investments: using the mail hosting of the two largest companies in the field of Internettechnologies, you can organize your own corporate mail system. Moreover, if the restrictions of the free "Yandex" have become tangible for the company, then there is the possibility of painless integration with the paid service G Suite, in which these shortcomings are removed.
