How To Set Up Your Email Program To Get The Most From Your Domain Name

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

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 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

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

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

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

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

Free Content For Your Web Site or E-zine! You now have permission to reprint "Anyware Insights" newsletter articles on your web site or in your e-zine, provided you leave the entire article intact including the "About the Author" notice. You have permission to change any links within the article body to link to your own web site but you must leave the "About the Author" section unchanged. You must also send an e-mail to info@anyware.co.nz and include the following information: Your full name Your e-mail address The web site URL and/or publication where the article(s) will appear The issue number(s) of the article(s) you wish to reprint Confirm that you will meet the TWO requirements listed above Enjoy!

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