Understanding The Domain Email Forwarding In Detail
Sending and receiving emails are integral for the proper functioning of a business enterprise. Usually, there are two ways to manage and receive emails from clients:
Business email accounts:
This is a popular method as it enables business entities to receive emails from the mail client service providers like Outlook.
Domain email forwarding:
This is an excellent alternative because it facilitates the redirecting of emails from one email address to another. After this facility is activated, mail servers automatically forward all incoming emails to the chosen address.
Who Provides Email Forwarding Services?
Email forwarding is a common feature in all major business organizations. Nearly all web hosting service providers like Google and Amazon provide best free email forwarding services for free. Service providers like Google Domains allow business entities to create and use up to 100 alias email addresses for their domain.
Email hosting is a service in which online hosting service providers lease email servers to their clients. Different providers have different focuses, based on their target users, concerning their technology and services;
An Example Of Domain Email Forwarding
Jack manages XYZ Sweets, one of the top bakery units in town. He owns a business domain xyzsweets.com. Using this domain, he creates a professional alias firstname.lastname@example.org to receive customer emails. Google Domains facilitates Jack to forward all emails received at this professional domain address, to his regular email, i.e., email@example.com. In this way, it becomes easier for Jack to access emails from customers.
What Are Some Of The Best Free Email Forwarding Services:
When it comes to the cost of using an email forwarding service, there are reliable email forwarder services available for free. At the same time, there are premium services as well, that require business enterprises to pay a specific sum for availing the benefits.
Depending on your usage, you may not necessarily have to pay money to avail email forwarding services. There are some of the best free email forwarding services available today from reputed companies such as Google, Namecheap, ImprovMX, ForwardEmail, etc.
Organizations are advised to check out for and evaluate any of the free email forwarders available in the market to optimize their communication channels and improve their business ratings.
What Are Some Of The Features To Look For In Best Email Forwarding Service?
Many service providers offer email forwarding facilities. If a person manages different domain names and requires funnelling all the emails to one inbox, email forwarding service becomes crucial. The best email forwarding service is not so difficult to choose from, and you merely have to evaluate some existing products or new entrants based on the following features.
- It is excellent if it is free of cost or is less expensive
- It does not collect any personal or sensitive data
- The communication is fully transparent
- It uses encryption for data protection
- Allows forwarding of email to multiple recipients
- Protects email users from phishers and spammers
Setting Up Domain Email Forwarding
Setting up the domain email forwarding facility is simple. It does not involve any cost. Consider the same example discussed above.
- Log in to Google Domains and select the appropriate domain name.
- Go to the navigational panel, on the left-hand side, and click ‘Email.’
- Proceed to the ‘email forwarding’ section and enter the professional email address.
- Provide the recipient’s email address to enable the service to forward the emails received by the alias email address.
- Click on the ‘Add’ option to complete the procedure.
Activating Email Forwarding Facility
After setting up the email forwarding feature, you have to activate the service. The procedure is a simple one. Google Domains sends a simple confirmation email to the recipient’s email address. Following the instructions in this confirmation mail leads to activating the email forwarding facility for the business concerned.
Email forwarding does not require activation under the following circumstances.
- Recipient’s email address is already verified for another forwarded email address in Google Domains.
- Recipient’s email address is the same as that of the business concerned, which he or she uses for signing in to Google Domains.
Benefits Of Domain Email Forwarding
Ensures that the correct person receives the important email
Organizations generally have a standard email address for customers to make inquiries and complaints. These email addresses do not have an inbox; they have to be forwarded to the inbox of an account assigned for this. Domain email forwarding is the ideal solution, as it facilitates the company to distribute the mail to the appropriate person, to address different customer issues.
Addresses the problem of lack of access to mail programs
Start-ups can find it challenging to sign up for mail programs because licenses for Outlook or Microsoft are expensive. A simple alternative is to forward all official mail to a Gmail account. It becomes easy for the enterprise to access emails anywhere and at any time.
Helps avoid spelling confusions
Consider the email address, firstname.lastname@example.org. As it is, the spelling is not tricky. However, customers can confuse Sarah with Sara, whereby emails can go to the wrong email address. Having an email forwarding facility for such circumstances is beneficial.
An efficient way of forwarding emails to multiple recipients
Marketing organizations require the facility for delivering emails to all members of the team. Setting up an email forwarding service enables the business concerned to send emails to each member of the team with impeccable ease.
Integrating several addresses into one account
For businesses running more than one services, it might sound impractical to create a separate account for each service they provide. Instead, they can create many email IDs with pseudo names, and link all of them to a single account. This helps in integrating different services of the same enterprise.
Drawbacks Of Domain Email Forwarding
An unprofessional ethic
Email forwarding is beneficial as it allows the business to receive emails on personal addresses. However, the disadvantage is that any reply to the customer’s email will also be sent from the same email address. Although it should not be a significant issue, it looks unprofessional to send official emails from a personal email address. Many customers do not trust such emails. However, some email services allow businesses to use the alias email address in the ‘from’ field. For this feature to work, it is essential to set up a proper email account, for example, using G Suite.
Risk of classification as spam mail
A significant disadvantage of email forwarding is the risk of classification of forwarded emails as spam, depending on the provider’s ‘spam’ settings. Changing MX (Mail Exchanger) records can solve this problem. All web hosting services provide the facility to modify MX records.
Is It Possible To Disable Email Forwarding?
Yes, it is possible to switch off the email forwarding feature when it is not required. You can do so without a hassle.
- Open Gmail using the account for which you want to stop the email forwarding service.
- Click on the Settings option and choose the Forwarding and POP/IMAP tabs.
- Click ‘Disable Forwarding’ in the Forwarding section.
- Save the changes and exit.
- Now, you have stopped domain email forwarding for that particular account.
Domain email forwarding is a useful feature for all business entities, as it helps them monitor the emails which they receive from customers. It becomes easy for enterprises to segregate and send each email to the right person. Almost all business organizations that provide customer services use best email forwarding services.