Skip to product menu
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content
All
  • All
  • Admin Settings
  • Setting up Zoho Mail
  • Getting Started
  • Managing Inbox
  • Using Mail suite apps
  • Drafting emails
  • Sending emails
  • Composing Emails
  • Integrations
  • Customizing settings
  • Inbox management
  • Integrating with apps
  • Securing your data
  • Searching your Inbox
  • Email

How to choose a professional email address

What is a professional email address?

With everything happening online and in the cloud, we all have our own email account and use our email address for all our communications. In fact, our email address has become our online identity and a base for all the personal and work-related services that we use. Hence, it is essential that we have different email accounts or at the minimum, different email addresses for personal and professional communication purposes. Our business email address should be used only for work-related communications and for professional relationships. 

A business email address is the one you mainly use to communicate with your business associates, your colleagues, your customers, and your partners. Only if the business email address includes the custom domain you have registered for your business, it will be a professional email address. A professional email address is the email address used for business communications, that is based on your custom domain. In other words, a professional email address is one that has your business name in it, in the form of a domain name. 

What are the benefits of a professional email address? 

When you create an email account from popular email service providers with a generic domain, you can pick a fancy name or even a funny acronym for your personal email address. However, when it involves business communications, your email address and your employees' email address should not be casual. Following email etiquette rules in addition to having a professional email address, helps in writing an effective email, projecting your professionalism, and promoting your brand.

Your email address should be based on your domain and also have a professional touch. A professional email address provides you with the following benefits: 

  • Branding 
  • Builds trust 
  • Authenticity 
  • Reliability 
  • Ease of recalling
  • Better deliverability and reputation

How to choose a professional email address? 

In order to maintain consistency while creating the email accounts, and to ensure that every employee has a professional email address, you need to plan and determine the format in which you want the email addresses of users. 

Professional email address

Examples of a professional email address

Some of the most popular and commonly used formats of email addresses are as follows: 

firstname.secondname@domain.com

Example: peter.parker@zylker.com

This is one of the most commonly used email formats around the globe. This type of email address sounds professional as it involves both first name and last name. In an organization, even if there are multiple people with the same first names, the possibility of the same last name is much less and hence makes the user and the email address connection less ambiguous. This format is suitable for organizations of all sizes. Even in the case of startups or small businesses, this will help in long-term planning and helps in avoiding conflicts if the organization grows many-fold.  

firstname.initial@domain.com

Example: peter.p@zylker.com 

This is another popular format that is being used by organizations across the world. This email address format is preferred because it is personal and easily rememberable - since it is short and involves the first name of the user. However, there might be conflicts when people have last names beginning with the same initials. Most admins prefer this format and use the shortened form of the second name or two letters from the second name to avoid conflicts. 

Example: peter.pk@zylker.com,

peter.pa@zylker.com when there are two more Peter Parkers in the same organization. 

firstname@domain.com 

Example: peter@zylker.com 

The customers and the business contacts will be able to easily identify the person who sent the email and connect with them. This is ideal and highly suitable for startups and small businesses with 10 users or less.  However, as the business/ organization grows bigger, there might be conflicts based on user names and this confusion gets even more complex when both have customer-facing roles. It also causes confusion in internal emails when there are multiple people with the same first name. This format is highly popular only because the addresses are easy to remember.

In the case of bigger organizations, instead of assigning email addresses in this format to all users, email addresses in this format can be assigned as email aliases to prominent people in the organization. Having such an email address as an alias will help them have their primary email address private and hence easily differentiate internal and important emails from junk emails they receive.

How to create a professional email address for all the users using Zoho Mail? 

To create a professional email address with your domain, you need to set up your domain with Zoho first.  Once you finish verifying your domain with Zoho Mail, you have to add users to create their email accounts. In case you do not have a domain yet, you can buy a domain from Zoho. The domains registered via Zoho are already fully set up and can be used instantly. You can start adding users directly. 

Zoho Mail supports multiple ways to create and choose professional email addresses for users

  1. You can add the users one by one providing their first name, last name, and the email address to be created for them along with the password that should be used for them to log in. This method is better and well-preferred when you have to create 10 users or fewer.
  2. However even if there are 5+ user accounts to be created, it is recommended to use 'Import from CSV' to create users from the details uploaded from a CSV file.
  3. You can use the 'Import' options available to import users from CRM or other Zoho Services or directly import from GSuite. 

Group email addresses: Function/ Purpose-based professional email addresses

Another important aspect that is often overlooked when creating an email address is the purpose-based email address. As the organization grows bigger, it is recommended to use generic or purpose-based email addresses like contact@domain.com, support@domain.com, info@domain.com, etc. which suit the specific purposes. This will ensure that even if employees leave the organization, the email addresses for important purposes like contact@ will still be functional. In the initial stages of an organization, the responsibility of support, sales, etc. is at an individual level, and the communication happens from the customer or the lead to the person directly. However, to make the communication more standard and professional, it is better to ensure that such email addresses are generic group addresses that are managed by a team instead of individuals. 

Common practice for group emails:

To have a professional communication practice, it is recommended to have generic email accounts based on various functional groups in the organization, based on their work nature. The following are some of the standard generic email accounts, that every organization uses for various organization functions.

Public - External group email accounts: 

External or Public email addresses are generally used to provide options for external contacts of the organizations to communicate with the different functions of the organization. When setting up these accounts, the admins should ensure that the group email accounts have permission to receive emails from external accounts. Further, the emails to the group should be properly channelized to the concerned team. 

Examples: 

  • support@domain.com
  • sales@domain.com
  • info@domain.com
  • careers@domain.com
  • enquiries@domain.com
  • news@domain.com 

Organization - Internal group email accounts: 

Organization or Internal group email addresses are used for internal organization employees to reach internal groups and internal functions meant for employees. These accounts can be set up with moderation to receive emails only from the employees within the organization. 

Examples: 

  • payroll@domain.com
  • hrqueries@domain.com
  • systemadmin@domain.com
  • employee-care@domain.com​ 

How to create a professional email address for all the generic accounts or distribution lists using Zoho Mail? 

To create a professional email address with your domain for generic accounts or distribution lists for your domain, you need to create an email group with public access. Refer here for detailed instructions about creating and managing group email accounts with professional email addresses in Zoho Mail.

The following are some of the most useful features when creating domain-based group accounts in Zoho Mail: 

  • You can add multiple members and assign multiple moderators for each group. 
  • The moderator will have the group permissions and can further add users or change the settings of that group. The moderator can also moderate the emails sent to the group and approve or reject them. 
  • The users can send emails using the group address. This feature can be extended by the administrator for the entire group members or only to specific members. 
  • When users send emails using a group email address, their individual email addresses will not be exposed to the recipient. 
  • The administrator can enable the 'Streams' feature for the group using which the group members can collaborate and communicate within the group right from their Inbox,