How to get a custom email domain

Your email address says more than you think. That bit after the “@” isn’t just filler—it helps shape how people view your brand. A custom email domain adds a layer of professionalism and builds trust from the moment you hit send.

Some email domains even offer better deliverability, trust, and security than others, making your domain choice an important part of your online presence.

In this guide, we’ll explain how to choose the right email domain, what to watch out for (like availability and cost), and how to connect it to your preferred email client without the headache.

 

What is a custom email domain?

An email domain is the part of an email address that comes after the “@” symbol. (Expensify, 2024) 

Most people stick with a few familiar names when it comes to email domains—and for good reason. However, these free‑to‑use providers (like Gmail, Yahoo Mail, and Outlook) don’t qualify as custom email domains you can brand with your own website. Each has its own features and strengths, depending on what you need it for. (TechRadar, 2025)

Here’s a quick rundown of the most popular email domains:

• Gmail (gmail.com) – Gmail is known for its clean interface, powerful search capabilities, and seamless integration with Google Workspace tools like Google Drive and Calendar.
• Yahoo Mail (yahoo.com) – A long-standing email provider with generous storage limits and features like custom folders and disposable email addresses, Yahoo is popular among personal users, but less commonly associated with professional use.
• Outlook (outlook.com) – Outlook offers robust integration with Microsoft Office apps like Word, Excel, and Teams, making it a favorite for corporate environments.

These common email domains cater to a variety of users, from casual emailers to professionals. Choosing the right one depends on your specific needs and how you want to present yourself or your business. 

Depending on the domain provider (or domain name) you choose, your email can:

• Indicate if you’re using your email for professional or personal use.
• Reinforce credibility and professionalism, especially for businesses and organizations.
• Influence whether your emails are flagged as spam or land in the right inbox.

Custom email domains 101

But what about custom email domains—sometimes called “vanity email addresses”? A custom email domain uses your website or brand name after the @ symbol. For example, if your name is Jesse and your website is fitnessbyjesse.com, a custom email address could be [email protected]. 

Your email domain is more than a technical detail. Whether you’re using it for personal communication or business purposes, choosing the right domain can help you make the impression you want.

 

Why your email domain matters for your brand

Why is it so important to create an email address that uses the same domain name as your website? Why not use your personal email (with a different domain name) for business matters? 

Building professionalism and trust

A business email that matches your domain adds credibility to every message you send. It shows clients and partners that you’re serious about what you do and that you’ve invested in a professional brand presence.

More importantly, it builds trust. When customers see that your email domain matches your website, they’re more likely to recognize, open, and engage with your messages.

Creating a consistent brand identity

Using a custom email domain also helps unify your online presence. When your business name, website, and email domain all align, it’s easier for people to remember who you are and where to find you.

That consistency not only looks more polished, but it also helps you stand out, builds recognition, and makes your brand feel more established over time.

 

How to choose a custom email domain

But what if you don’t have a website? While you don’t have to create a website to create a custom email domain, it could help boost your overall credibility and help potential customers find you online. 

Whether you want to build a website or not, choosing a domain name is the first step to creating a personalized email address. 

To create a custom email domain, you’ll need to buy a domain name (sometimes called a web address or URL). Domain names have two key parts:

1. The top-level domains (TLDs, also called domain extensions) are letters that follow the dot in web addresses. In our domain name (Name.com), our TLD is .com. 
2. The second-level domain (SLD) is everything before the dot in your web address. Our SLD is Name.

Simply put, SLD + TLD = Domain name. In our case, Name + .com = Name.com. 

Once you have a domain name, you can use it to create a custom email domain. For example, if your café is called Morning Roast and you register morningroast.coffee, you can set up an email like [email protected].

But to create a custom email domain, you’ll need to claim a domain name if you don’t already have one. The process is simple:

1. Choose a second-level domain (more on this in the next section).
2. Use a domain name search tool to see if your ideal domain name is available. 
3. Once you find an available name that works for your brand, register and purchase it.
4. Be sure to pay any renewal fees associated with your domain each year.

Once you have a domain name, you can use professional email solutions to create an email address with your custom domain.

But let’s back up—the first step to creating a custom email domain is choosing a second-level domain name. 

 

Best practices for selecting a second-level domain (SLD)

With so many options, it’s easy to feel overwhelmed. Follow these best practices to select a domain that not only looks good but optimizes your communications, too:

• Keep it simple – Choose a domain that’s short, easy to spell, and easy to remember. Avoid unnecessary numbers, symbols, or complex words that could confuse recipients.
• Match it to your brand or business – Your email domain should align with your personal or business brand to create consistency and build trust. (Indeed, 2024)
• Consider scalability – If your business is growing, choose a domain that allows for flexibility. For example, using a domain like @yourcompany.com enables you to create multiple email addresses for different team members or departments in the future.
• Say it out loud – Before finalizing your email domain, test how it looks and sounds—say it out loud, type it out, and imagine sharing it in a professional setting. If it feels awkward or unclear, consider refining it further.

.com vs. other TLDs

When you create your custom email domain, keep the TLD in mind—you don’t have to use .com. 

While .com is the most common TLD by far, .com domains can be:

• Difficult to source – Since .com is the most popular TLD, it can be difficult to find a SLD name that’s available with a .com TLD. If JimsBakery.com is taken, for example, you might have to consider alternative options. 
• Expensive – If your ideal .com domain is already taken, purchasing it from the current owner could cost a pretty penny. 

If your ideal .com domain isn’t available or it’s out of your price range, consider alternative domain extensions, or TLDs. You could use another traditional TLD (like .org or .net) or opt for a descriptive TLD like:

• .cooking
• .biz
• .cafe
• .eat

These are just a few examples of descriptive TLDs that could work for your brand; TLDs like these offer a viable (and potentially better) alternative to .com.

 

What if my email domain is taken?

If your email domain is taken and you’d like to buy it, you’ll need to:

1. Use a Whois lookup tool to find the owner of the domain. 
2. Make an offer to the buyer (either directly or on an aftermarket domain platform).
3. Send payment to the buyer, re-register the domain in your name, and pay for registration. 

Alternatively, you can alter your second-level domain or choose a different TLD to skip these steps.

 

How to attach an email domain to an email hosting product

While individual instructions will vary across email hosting platforms, setting up your custom email domain generally boils down to a few simple steps: (Microsoft, 2025)

1. Register your domain name (e.g. via Name.com).
2. Choose an email hosting plan — Google Workspace or Titan Email are trusted providers with flexible pricing tiers and built‑in productivity tools.
3. Sign in to your chosen hosting platform.
4. Navigate to your domain settings (often under “Domains” or “Account”).
5. Enter and verify your custom domain.

After entering your custom domain, your email host will prompt you to authorize access on your registrar. Once permissions are confirmed, save your settings and send a test email to ensure everything’s live.

 

How to get a free or low-cost custom email domain

Can you get a free custom email domain? Not exactly. 

While there are free domain name services available (like Freenom), platforms like these may only offer a limited number of domain names—and limited options for TLDs. While free domain name services are an excellent option for experimenting with your email functions, they’re not the most professional choice. 

You may also be able to secure a free domain name through your email provider. However, you may have to pay for other services to get a free domain, such as cloud storage or email hosting services. 

While there are limited options for free custom email domains, there are affordable ways to get a custom email domain. For instance, by purchasing a domain from Name.com, you can get access to an entire suite of professional tools like:

• Business email hosting (and a custom email domain)
• Site-building tools and templates
• Web hosting
• Link in bio built specifically for business

Plus, we offer TLD promotions—yet another way to save on custom email domains. 

 

Elevate your brand with a custom email domain

A custom email domain is more than just a technical detail—it’s a direct reflection of your brand’s professionalism, credibility, and consistency. By carefully choosing an SLD and TLD that align with your business, securing the right hosting plan, and following the simple setup steps outlined here, you’ll ensure your messages land in the inbox and leave the right impression. With your own domain in place, every email you send reinforces trust and keeps your brand top of mind.

 

 

Sources: 

Expensify. Private email domain: Seamlessly integrate your business’s financial management processes. https://use.expensify.com/resource-center/guides/private-email-domain

TechRadar. Best email provider of 2025. https://www.techradar.com/news/best-email-provider

Indeed. Best Practices for Setting Up Business Email. https://www.indeed.com/hire/c/info/set-up-business-email

Diggity Marketing. How Many Domain Names Are There? Domains Stats for 2025. https://diggitymarketing.com/web-hosting/how-many-domain-names/

Microsoft. Add a Custom Domain Name. https://support.microsoft.com/en-us/office/add-a-custom-domain-name-071780ac-46bb-4758-b30d-39ad0aeccf42