Professional Email Setup for Australian Small Businesses

Introduction

Using [email protected] or [email protected] for business looks unprofessional. Customers notice. A proper business email address—[email protected]—costs little but makes a real difference to credibility.

This guide covers how to set up professional email for your small business.

Why Professional Email Matters

Credibility

Compare these:

• [email protected]
• [email protected]

The second immediately looks more legitimate.

Trust

Customers sharing sensitive information want confidence:

• Financial details
• Personal information
• Business discussions

Professional email signals a serious business.

Brand Consistency

Every email reinforces your brand:

• Consistent domain
• Professional signatures
• Brand in every interaction

Functionality

Business email platforms offer features you need:

• Shared calendars
• File sharing
• Team collaboration
• Professional features

Choosing a Provider

Microsoft 365 (Recommended for Most)

What You Get

• Professional email with your domain
• Outlook for email management
• Word, Excel, PowerPoint
• OneDrive storage (1TB)
• Teams for communication
• SharePoint for file sharing

Pricing (Approximate)

• Business Basic: ~$9/user/month (web apps)
• Business Standard: ~$18/user/month (desktop apps)
• Business Premium: ~$33/user/month (advanced security)

Best For

• Businesses using Microsoft Office
• Those wanting desktop applications
• Windows-focused environments

Google Workspace

What You Get

• Professional email with your domain
• Gmail interface
• Google Docs, Sheets, Slides
• Google Drive storage (varies by plan)
• Google Meet for video
• Google Chat

Pricing (Approximate)

• Business Starter: ~$9/user/month (30GB storage)
• Business Standard: ~$18/user/month (2TB storage)
• Business Plus: ~$27/user/month (5TB storage)

Best For

• Businesses preferring Google products
• Heavy web-based work
• Those wanting simple interface

Other Options

Zoho Mail

• Cheaper option (~$1.50/user/month basic)
• Fewer features
• Good for very small budgets

Direct Hosting

• Some web hosts include email
• Basic features
• Can be unreliable

What You Need

Domain Name

Your business web address (yourbusiness.com.au):

• Register through domain registrar
• Annual cost: ~$15-50/year
• Keep registration details safe

If you don’t have a domain, get one first.

Administrator Access

Someone to manage the email system:

• Add/remove users
• Reset passwords
• Manage settings
• Handle issues

This is often the business owner or IT person.

Basic Plan

Choose your provider and plan:

• Number of users needed
• Features required
• Budget available

Start with what you need—upgrade later if necessary.

Setup Process

Step 1: Purchase Email Service

For Microsoft 365:

1. Go to Microsoft 365 for business
2. Choose your plan
3. Enter business details
4. Create admin account
5. Enter payment details

For Google Workspace:

1. Go to Google Workspace
2. Choose your plan
3. Enter business details
4. Create admin account
5. Enter payment details

Step 2: Verify Domain Ownership

The provider needs to confirm you own the domain:

1. Provider gives you a verification code
2. Add the code to your domain’s DNS records
3. Wait for verification (minutes to hours)
4. Provider confirms ownership

If this sounds technical, your web host or IT support can help.

Step 3: Configure Email Records

Email requires specific DNS settings:

MX Records Tell the internet where to deliver your email.

SPF Record Helps prevent email spoofing.

DKIM Record Adds digital signature to emails.

DMARC Record Additional anti-spoofing protection.

Your email provider will give you the exact records needed. Add them to your domain’s DNS settings.

Step 4: Create Email Accounts

For each person:

1. Choose their email address ([email protected])
2. Set initial password
3. Assign appropriate license
4. Send login details

Step 5: Set Up Email Clients

Users can access email via:

Web Browser

• outlook.office365.com (Microsoft)
• mail.google.com (Google)
• Works immediately

Desktop Apps

• Outlook
• Gmail
• Apple Mail

Mobile Phones

• Outlook app
• Gmail app
• Native mail app

Follow provider instructions for each platform.

Best Practices

Professional Email Addresses

Standard Format

• [email protected]
• [email protected]
• [email protected]

Generic Addresses

• [email protected] (general enquiries)
• [email protected] (billing)
• [email protected] (customer support)
• [email protected] (sales enquiries)

Email Signatures

Include:

• Full name
• Job title
• Business name
• Phone number
• Website
• Professional (optional: small logo)

Keep it clean—avoid quotes, multiple fonts, or huge images.

Security

• Strong passwords
• Two-factor authentication (essential)
• Don’t share passwords
• Be careful with attachments and links

Backup and Archiving

Most business plans include:

• Cloud backup of emails
• Recovery from deletion
• Search across email history

Understand what’s included in your plan.

Common Issues

Email Going to Spam

If recipients don’t see your emails:

• Check SPF, DKIM, DMARC are configured
• Build sending reputation gradually
• Don’t send bulk unsolicited email
• Verify authentication settings

Domain Not Verified

If verification fails:

• Check DNS changes have propagated (can take 24-48 hours)
• Verify record values are exactly as provided
• Try verification again
• Contact provider support

Login Problems

If users can’t access email:

• Verify username is full email address
• Reset password
• Check browser/app compatibility
• Clear app cache and retry

Synchronisation Issues

If email doesn’t sync across devices:

• Check internet connection
• Verify account settings
• Restart email app
• Reconfigure account

Migration from Old Email

Moving from Personal Email

If you’ve been using personal email for business:

1. Set up new professional email
2. Update email with customers and contacts
3. Set auto-reply on old address pointing to new
4. Forward old email to new for transition period
5. Gradually phase out old address

Moving from Another Business Email

If switching providers:

1. Set up new provider
2. Migrate historical emails (many providers offer tools)
3. Switch DNS records
4. Allow overlap period
5. Confirm delivery working
6. Cancel old provider

Getting Help

When to Get Professional Help

Consider IT support for:

• Initial setup (especially DNS)
• Migration from existing email
• Multiple users
• Complex requirements

What to Ask

When engaging help:

• Setup included in flat fee?
• Ongoing support available?
• What documentation will you provide?
• Who manages the account long-term?

Conclusion

Professional email is a small investment that makes a real difference to how customers perceive your business. Microsoft 365 or Google Workspace both work well—choose based on your preference and what other tools you use.

The setup process has some technical steps, but it’s a one-time effort. Once working, professional email becomes part of your business identity for years to come.

If you’re still using personal email for business, making the switch is one of the best small investments you can make.