Email

I'm always amazed at the knowledge gaps that still abound when it comes to getting domain names and email addresses set up.

I've just tried to contact two companies - but their email addresses bounced back as undeliverable. In both instances, I know the web site exists and the business is active.

Okay, so I was lazy. In one case I was using someone else's computer and did not want to fill in a web form. In another, I had seen the URL on the company vehicle and wanted to get a quote from them, in addition to some other companies I had already approached. Instead of looking them up on their web site, I fired off an email I assumed would reach them.

In the case of the first company, knowing the owner's name, I guessed the email address to be ownersname@businessdomainname.co.nz. When that came back undeliverable, I supposed they had just not set up their own name as an email contact, and tried sales@businessdomainname.co.nz, orders@businessdomainname.co.nz, as well as the info@ and admin@ prefixes. In the second case, I just added enquiries@ in front of the URL I had seen on the side of the van.

Buying a domain name for a business these days is a no-brainer. But setting it up correctly for email should be one too! Not only is it more professional, but it makes it easier for customers to get hold of you - and you are not tied to any particular ISP. If you want to move to another, you can just change your domain email settings and you're away. No more lost customers when you move ISPs.

For those who would like more detail, you will obviously need an ISP to provide you with an internet connection and an email address. This could be something like yourname@xtra.co.nz or yourname@inspire.net.nz. Do your research - there are plenty of ISPs and the biggest are often not the best. You won't need to publicise this email address.

Talk to your domain host (or some have an online interface where you can set up your own domain and email management). You will want to ensure you have what is called a "catchall" address. This means that anything@businessdomainname.co.nz gets forwarded to your Inbox. You can also set up other email prefixes such as sales@, enquiries@, complaints@, etc. They can all come to your inbox, or you can arrange for them to be sent directly to the relevant people who will deal with them.

Not only will you not lose messages sent to incorrectly guessed email addresses, but also those sent to misspelt ones. You can further enhance this by setting up rules in your Inbox so all emails to orders@ go to your Orders folder, and reports@ go to your Reports folder. How's that for efficiency?

Finally, set up your "from" details in your email client (e.g. Outlook, gmail, etc.) to show your main domain-based email address. There's plenty of information on the Internet on how to do this.

Maybe you have some other suggestions. I'd love you to share them!