How To Set Up Your Email Program To Get The Most From Your Domain Name
by Phil Donaldson
If you've recently purchased a domain name this article helps you set up your email
program to use your domain name.
If you've had your domain name for a while, this might be a good time to check that your
email program is set up to get the most from your domain name.
If you don't have your own domain name, here's why you need one:
What is an internet domain name and how can it help you?
Email Forwarding
Now that you have your own domain name, you can use it in your email address.
Instead of promoting the email address your Internet Service Provider (ISP) gave you (like
phil.donaldson73@quik.net.nz) you can now promote an email address that uses your own
domain name (like phil@anyware.co.nz).
The company you bought your domain name from probably set up email forwarding
so that (for example) all email sent to phil@anyware.co.nz is forwarded to
phil.donaldson73@quik.net.nz.
You just keep using your email as usual. Emails sent to addresses that use your domain
name just arrive in your inbox.
You can also set up your email forwarding so that emails sent to any address at your
domain name are forwarded the same way. For example, my domain name forwards
emails for phil@anyware.co.nz, info@anyware.co.nz or
threeleggedcamel@anyware.co.nz.
You can test if these addresses work yourself - just send an email to any address at your
domain name. If it arrives it worked.
Next I'll show you how to set up your email program so that the email address
everybody sees uses your domain name. I'll also show you how to add a signature
to your emails that includes your contact details and promotes your product or service.
Your From Address
Your "From" address is the email address other people see in their email program
when you send them an email. It's also the email address a reply is sent to when
somebody clicks the Reply button in an email you've sent them.
Your "From" address probably still contains the email address your ISP gave you
(like phil.donaldson73@quik.net.nz) from when you originally set up your email program.
Setting Up Your From Address
It's easy to change your "From" address, here are some instructions for some of the
more popular email programs.
Microsoft Outlook Express
From the Tools menu, select Accounts then click the Mail tab.
There's probably only one account on the list, so select it and click the Properties button.
In the "E-mail address" field you'll see the email address your ISP gave you. Change it to
an email address that uses your domain name (mine is phil@anyware.co.nz).
Click the OK button.
Microsoft Outlook
From the Tools menu, select E-mail Accounts then select "View or change existing accounts"
and click the Next button.
There's probably only one account on the list, so select it and click the Change button.
In the "E-mail address" field you'll see the email address your ISP gave you. Change it to an
email address that uses your domain name (mine is phil@anyware.co.nz).
Click the Next button, then click the Finish button.
Netscape 6 & 7
From the Edit menu, select "Mail and Newsgroup Account Settings".
On the left you'll see a list of accounts (there's probably only one). You'll see an email
address with a list of properties below it.
Click the email address on the left and you'll see the details on the right.
In the "Email Address" field you'll see the email address your ISP gave you. Change it to
an email address that uses your domain name (mine is phil@anyware.co.nz).
Click the OK button.
Your Signature
A signature is the text at the bottom of an email that identifies you, provides your contact
details and promotes you or a service you provide.
It can include details like your name, job title, company, phone number, email address and
web site address.
Providing all your contact details on every email you send makes it easier for your
customers to get hold of you. A small thing that helps improve your service.
In extreme cases having your details at hand could even be the difference between a
prospect contacting you or going to a competitor.
Ensure you briefly tell people what you do. Below my signature I promote my newsletter
like this:
Increase sales using your brain not your wallet
Free newsletter - Anyware Insights
http://www.anyware.co.nz/newsletter.html
Creating A Signature
Here are some instructions for creating a signature for some of the more popular email
programs.
My full signature looks like this - feel free to use it as a template:
Regards,
Phil Donaldson
Web Site Developer
Anyware Limited
Phone: 64 4 939 1708
mailto: phil@anyware.co.nz
Internet: http://www.anyware.co.nz
Increase sales using your brain not your wallet
Free newsletter - Anyware Insights
http://www.anyware.co.nz/newsletter.html
Microsoft Outlook Express
From the Tools menu, select Options then click the Signatures tab.
Click the New button to create a signature.
In the Text field type in your signature.
Tick "Add signatures to all outgoing messages".
Click the OK button.
Microsoft Outlook
From the Tools menu, select Options then click the Mail Format tab.
Click the Signatures button.
Click the New button to create a signature, then click the Next button.
In the Signature Text field type in your signature.
Click the Finish button.
Click the OK button, then click the OK button.
Netscape 6 & 7
First create a text file that contains your signature.
From the Edit menu, select "Mail and Newsgroup Account Settings".
On the left you'll see a list of accounts (there's probably only one). You'll see an email address with a list of properties below it.
Click the email address on the left and you'll see the details on the right.
Tick "Attach this signature", then click the Choose button and select the text file you created.
Click the OK button.
It's About Service, Branding and Sales
Setting up your email program properly doesn't sound all that significant.
But having your contact details readily available makes it that little bit easier for your
customers to contact you. And improving your service is always a good thing.
Showing your brand through your domain name at every opportunity makes it that little
bit more likely that a prospect will think of you for their next purchase.
And when you promote your product or service in every email through your signature, you
just don't know when it will be seen by a prospect who is ready to buy.
About the Author
Since 1998, Phil Donaldson has helped hundreds of business owners understand, in plain English, how their web sites can help their businesses grow, and find the simplest solutions to do it.
If you'd like to apply this system to your business, but don't have the time or inclination to complete all the steps yourself then we can help.
Contact www.anyware.co.nz for professional web design and search engine marketing services in Wellington, New Zealand.
Free content for your web site, see: Search Engine Optimisation Article
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