Your email address is part of your identity
Think about the places your business email appears: quotations, invoices, business cards and messages to new customers. An address such as hello@yourcompany.com puts your business name in every conversation. It gives customers a consistent way to recognise your organisation as different people on your team reply.
A custom address does not guarantee that a business is legitimate, and it does not guarantee inbox delivery. Its value is a clearer, more consistent identity—backed by the way you actually serve your customers.
Start with the people who need a mailbox
List the staff who need their own login and separate message history. Then list the shared business functions customers need to reach, such as sales, accounts or general enquiries. These are different requirements: an extra address may be an alias or forwarder rather than a separate mailbox, depending on your provider’s setup.
Before choosing a package, decide who will receive each address and who will be responsible for responding. A simple address list helps avoid enquiries being forwarded to several people without a clear owner.
- Personal addresses: amin@yourcompany.com for individual correspondence.
- Role addresses: sales@yourcompany.com for customer enquiries.
- General contact: hello@yourcompany.com for your website and business card.
Choose storage around real usage
Mailbox count and mailbox capacity are separate decisions. Five accounts with 5GB each are not the same as one account with 25GB. Staff who retain large attachments may need more space than colleagues who mostly exchange short messages.
If you already have email, check each mailbox’s current size before moving. Ask whether your chosen capacity leaves enough headroom for new messages, and confirm how archived mail and backups will be handled. Avoid deleting old correspondence simply to fit a smaller plan without first reviewing what you need to keep.
Plan the switch before changing anything
A new email address is a small operational project. Confirm access to your domain, list the accounts to create and identify the devices that need to be configured. If you are keeping existing addresses, agree how old messages will be transferred and when mail routing will change.
Test incoming and outgoing messages after setup. Update your website, signatures and customer-facing documents if the address itself has changed. Keep the previous service available until the agreed migration checks are complete.
A practical starting point with OnHypp
OnHypp Business plans start with five email accounts, with larger packages for growing teams. You can compare account counts and storage options on our plans page. Tell us whether you already have a domain and existing mailboxes so your quotation can cover the right setup and migration scope.