Knowledge Base

What is Corporate Email and Why is it Necessary?

Corporate email is an email address that a company uses through its own domain name (e.g., @companyname.com). This is a communication tool that reflects the company's brand and professionalism, instead of general email providers (Gmail, Yahoo, etc.).

Why is it Necessary?

• Professionalism: Corporate email ensures that your company presents a reliable and professional image to customers and business partners.
• Brand Awareness: It increases brand awareness by carrying your company's name in every email.
• Security and Control: The company can control email accounts and data, and implement security policies.
• Efficiency: Corporate email systems often integrate with other business tools such as calendars and task management, which increases efficiency.
• Spam Filtering: Corporate email servers are more advanced in spam filtering.

Example Case: A small business initially used a free Gmail account. However, as they grew, they realized that it created distrust among their customers. After switching to corporate email, customer trust increased and they started taking on larger projects.

How to Get Corporate Email? (Step-by-Step Guide)

You can follow the steps below to get corporate email:

1. Domain Name Registration: First, you need to register a domain name for your company (e.g., companyname.com). You can use one of the domain name registration services such as GoDaddy, Namecheap.
2. Email Hosting Provider Selection: Choose a provider that offers corporate email services. Popular providers include Google Workspace (formerly G Suite), Microsoft 365, Zoho Mail, ProtonMail Business, and private hosting companies.
3. Package Selection: Choose the package that suits your company's needs from the different packages offered by the provider. Consider factors such as the number of users, storage space, and additional features.
4. Domain Name Verification: Verify your domain name according to the instructions of the provider you have chosen. This usually means updating DNS records (MX, TXT records).
5. Creating Email Accounts: Create an email account for each employee (e.g., [email protected]).
6. Email Client Setup: Configure email clients (such as Outlook, Thunderbird) or the webmail interface so that your employees can access their emails.
7. Security Settings: Configure security settings such as SPAM filtering and two-factor authentication.

Technical Note: You may need to follow steps similar to the example below to update DNS records:

; Domain name: companyname.com

; MX Record (Specifies the email server)
companyname.com.  3600  IN  MX  10  mail.emailhosting.com.

; TXT Record (Verifies domain ownership)
companyname.com.  3600  IN  TXT  "google-site-verification=xxxxxxxxxxxxxxxxxxxxxxxxxxxxx"

Which Corporate Email Service Should I Choose? (Comparative Table)

You can review the table below to compare the features of different corporate email services:

Important Note: Prices and features may change over time. It is important to check the relevant service provider's website for up-to-date information.

Ethical Rules and Writing Standards to Consider in Corporate Email

To project a professional image in corporate email communication, you should pay attention to the following ethical rules and writing standards:

• Subject Line: Always fill in the subject line and use a concise expression that summarizes the content of the email.
• Greeting: Start the email with an appropriate greeting (e.g., "Dear [Full Name]," or "Hello [Name],").
• Language and Style: Use formal and professional language. Avoid slang, profanity, or sarcastic expressions.
• Spelling and Grammar: Pay attention to spelling and grammar rules. Always check the email before sending it.
• Be Brief and Concise: Keep the email as brief and concise as possible. Avoid unnecessary details.
• Attachments: Be careful when using email attachments. Avoid unnecessary attachments and compress large files.
• Signature: Add a professional signature to the bottom of the email that includes your company name, title, and contact information.
• Privacy: Avoid sending confidential information (passwords, credit card numbers, etc.) via email.
• Quick Response: Try to respond to emails as quickly as possible. If you cannot respond immediately, set up an auto-responder.
• CC and BCC: Use the CC (Carbon Copy) and BCC (Blind Carbon Copy) fields correctly. CC is used to add people who need to be aware of the content of the email, while BCC is used to add people whose email address should be hidden from other recipients.

Real-Life Example: A sales representative made spelling errors and used slang in an email sent to a potential customer. The customer did not take this email seriously, and the sales opportunity was missed.

How to Ensure Corporate Email Security? (Precautions and Best Practices)

Corporate email security is critical to protecting your company's sensitive information. You can increase your email security by taking the following precautions and following best practices:

• Strong Passwords: Use strong and unique passwords for all email accounts. Change your passwords regularly.
• Two-Factor Authentication (2FA): Enable two-factor authentication for all email accounts if possible.
• Spam Filtering: Use an effective spam filtering system on your email server.
• Antivirus Software: Keep an up-to-date antivirus software on all computers.
• Phishing Training: Train your employees against phishing attacks. Warn them not to click on suspicious emails.
• Email Encryption: Encrypt emails containing sensitive information. You can use encryption methods such as S/MIME or PGP.
• Email Archiving: Back up and archive your emails regularly.
• Email Security Policies: Create email security policies for your company and ensure that your employees comply with these policies.
• Up-to-Date Software: Regularly update your email server and client software.
• Access Control: Restrict access to email accounts to authorized personnel only.

Technical Note: You can use a command similar to the example below for email encryption (with GnuPG):

gpg --encrypt --recipient "[email protected]" file.txt

This command encrypts the file.txt file with the public key of [email protected].

Problems Encountered in Corporate Email and Solution Suggestions

You may encounter some problems in corporate email usage. Here are frequently encountered problems and solution suggestions:

Important Note: If you encounter technical problems, contacting your email provider's technical support will be the best solution.

How to Create a Corporate Email Signature? (Step-by-Step Guide)

You can follow the steps below to create a professional corporate email signature:

1. Gather Information: Determine the information to be included in your signature (company name, your title, contact information, website address, social media links, etc.).
2. Create a Design: Create the design of your signature. You can use your company's logo and colors.
3. Create an HTML Signature (Advanced): You can create a richer signature using HTML. You can base it on the following example:

<table>
  <tr>
    <td>
      <img src="company_logo.png" alt="Company Logo" width="100">
    </td>
    <td>
      <p><strong>First Name Last Name</strong><br>
      Title<br>
      <a href="https://www.companyname.com">www.companyname.com</a<br>
      Phone: +90 5XX XXX XX XX</p>
    </td>
  </tr>
</table>

4. Add to Email Client: Add the signature you created to the signature section in your email client's settings.
5. Test It: Send yourself a test email to make sure your signature looks correct.

Important Note: Some email clients may not fully support HTML signatures. In this case, you may need to use a simple text signature.