Setting up a new email address
How a new business email address gets created on your domain, and what you need to provide to get it done.
Setting up a new business email address usually takes just a few minutes once the platform is in place. This guide explains what's involved, what you need to decide beforehand, and what to expect.
Quick summary
A new email address is created in your email platform's admin console. You choose the username (the part before the @), set a password, and optionally configure display name, storage, and aliases. Most setups take under 10 minutes.
What you'll need
Beginner 5–10 minutesBefore creating a new address, have these ready:
- Access to your email platform's admin area (Google Workspace Admin, Microsoft 365 Admin Center, or similar)
- The desired username — for example,
janeforjane@yourbusiness.com - The new user's full name (for their display name)
- A temporary password — the person will change it after first login
- A decision on storage quota, if your plan allows customization
If Chykalophia is managing this for you, simply tell us the details and we'll handle it.
Step-by-step: creating a new address
The exact steps depend on your platform, but the process is similar everywhere.
Open the Admin console. Go to admin.google.com and sign in with your admin account.
Go to Users. Find the Directory or Users section in the menu.
Click Add new user. Fill in the person's first name, last name, and the email username you want.
Set a temporary password. The new user will be prompted to change it when they first sign in.
Click Add new user to save. The address is ready immediately.
Send the new user their login details — their full email address and the temporary password.
Open the Microsoft 365 admin center. Go to admin.microsoft.com and sign in with your admin account.
Go to Users, then Active users. Click Add a user.
Fill in the user's name and username. The username becomes their email address.
Assign a license. You'll need to assign a Microsoft 365 plan to the user — this is what gives them access to email and apps.
Set a password. You can auto-generate one or set it manually.
Click Finish adding. The account is created. Send the user their credentials.
Choosing a good email username
The username is the part before the @. Keep it professional and easy to remember.
Common formats:
| Format | Example |
|---|---|
| First name only | jane@yourbusiness.com |
| First + last name | jane.smith@yourbusiness.com |
| First initial + last name | jsmith@yourbusiness.com |
| Role-based | support@yourbusiness.com |
We recommend using a consistent format across your team. It looks professional and makes it easy for clients to remember who to contact.
Easy to miss
Avoid using numbers or random characters in professional email addresses (like jane123@). It looks informal and can reduce trust. If a username is already taken, try a different format rather than adding numbers.
Setting up extra addresses for one person
One person can have multiple email addresses. There are two ways to do this:
- Aliases — extra addresses that all deliver to the same inbox. See Email aliases & forwarding explained.
- Separate accounts — full separate mailboxes, each using a license. Only do this if the person genuinely needs separate inboxes.
Giving someone else admin access
If Chykalophia is helping you manage your email platform, you'll need to grant us access. Use the account support@chykalophia.com unless your project lead has given you a different address. See the giving access guides for Google Workspace and Microsoft 365.
Common questions
Related guides
- Email aliases & forwarding explained
- Shared mailboxes (like support@) explained
- Accessing email on the web
- Setting up email on your phone
- Professional email options compared
Need a hand?
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