How to create a custom email address

Small business owners know that first impressions really matter. The first tasks they are likely to complete when setting up their business are creating a logo and setting up a website. An important step in the process is creating a custom email address.

There’s nothing wrong with emails that come from a Gmail account, but it looks more professional to a potential client if your email has a custom domain name. A custom email address simply means putting your website domain name as the last part of your email (e.g. instead of

Having a custom email address tells your clients that your brand is established and that you can offer professional services. It also goes a long way to increase the open rate of your emails as it looks more trustworthy.

A custom email address needs a website domain

Creating a custom business email address is a simple process, provided you have your own website domain name. If you don’t have your own URL for your website, you need to register one (even if you do it through WordPress or Wix). You can also purchase a domain name from an authorised registrar or website, such as Namecheap or Hover.

Your website domain name will be assigned to your custom email address, so try to keep it short if possible. A custom email address will allow clients to find you more easily and once you decide on a domain name, make sure you’re happy with it. It will take a lot of work to change your domain name and email address at a later stage.

The next step is to connect your website domain to your email address and choose an email service provider (such as Gmail) that offers you the best storage capacity and technical support at an affordable price. Gmail offers an easy-to-use interface that is modern and they offer great storage capacity, so it’s highly recommended to use Gmail.

Setting a custom domain name for Gmail

Start by visiting the G Suite site and choosing the plan that best suits your needs. Create an account by filling in your basic information and start the free trial. Follow the steps to complete the setup of your account.

G Suite has very clear instructions on how to set up email addresses and new accounts for employees. Log into your G Suite account and you’ll see that you can add new users and email addresses. As you hire new employees, you can simply create new email accounts for them with your website’s domain name.

Here are step-by-step instructions on how to add a new user to your G Suite account.

Adding a custom address to an existing Gmail account

You can also sign into an existing Gmail account and change your settings to send an email from your custom domain name using Google’s servers. Open Gmail and click on the gear icon near the top right of the page. Click on ‘Settings’ and then click on the ‘Accounts’ tab.

In the ‘Send mail as:’ section, you can click on ‘Add another email address’. Enter your name and the custom email address you want to use. Enter the following details if prompted:

  • SMTP Server:
  • Username: The first part of your Gmail address (that comes before ‘’.)
  • Password: Your Gmail password
  • Port: 587 or 465
  • Secure connection using: TLS for Port 587 or SSL for Port 465

You’ll be sent an email with a verification link – click it to verify your new address. Go back into your settings and make the custom email the default. Here are some links that might help with the linking of Gmail to other email servers.

You should now have successfully created a custom email address using G Suite and the Gmail servers. Not only will this boost your first impressions, but it will also go a long way to establishing your brand reputation and offerings.


Sorted Design Agency is a creative company that constantly looks for solutions to other people’s problems. These problems come mostly in the visual format, such as graphic design, logo and illustration, but we’re experts in brand development, website design, and digital SEO campaigns as well.


Based in Pretoria and Cape Town, Sorted has been in the content marketing industry since 2006. We assist your company with its corporate identity by communicating core values through content and articles written for your website, blog and news area. This content is supported by AdWords and social advertising, which facilitates wider reach and audience growth. Turn your website into a business tool.


Sorted also owns two other businesses; InkFish Print Studio – a printing company that handles a range of promotional materials for businesses and other services for individual customers, and Pampiri + Kie – a gifts and stationery store selling online and in-store. Both of these companies operate from Cape Town and Pretoria.


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