Authenticating Your Business Email Addresses with OctopusPro

Authenticating your business email addresses is a crucial step in ensuring smooth and uninterrupted usage of your OctopusPro account.

This guide will help you authenticate your business email address with your OctopusPro account. By doing so, you can send emails to your customers and fieldworkers using your own business email address directly through your OctopusPro account via the OctopusPro app or through any desktop browser.

Table of Contents

• Authenticating a Single Email Address
• Authenticating an Entire Domain Name
• Activating a Business Email with Your Own Domain Name
• Creating a Custom Email Address
• Frequently Asked Questions

Authenticating a Single Email Address

To connect your existing custom business email address with your OctopusPro account, follow these steps:

1. Go to Settings > Communications > Custom Email Settings
2. Enter your existing business email address which you would like to use for sending emails from your OctopusPro account.
3. Make sure the email address is from a custom domain (e.g., [email protected]) to improve email delivery and make your online presence more recognizable.
4. Authenticate the email address in your OctopusPro account. To do so, you will need access to the email address you want to set up, as a verification email will be sent to confirm.
5. Note: You can use any email address to send emails from your OctopusPro account, even if it’s not a custom domain.

Authenticating an Entire Domain Name

Should your business operations require sending emails from various addresses under your domain name, OctopusPro has you covered. By authenticating your entire domain name, you enable the system to send emails from any address under your domain without the need to verify each email address individually.

To send emails from multiple email addresses under your domain name, you can authenticate your entire domain name with OctopusPro. To do this:

1. Go to Settings > Communications > Custom Email Settings
2. Enter your domain name under the “Authenticating an entire domain name” section in the page.
3. Follow the instructions provided on the screen and modify the DNS records of your domain to authorize OctopusPro to send emails from any email address under your domain name without verifying each email address individually.
4. Allow up to 72 hours for the verification and completion process.

Activating a Business Email with Your Own Domain Name 

To utilize OctopusPro’s email communication capabilities effectively, it’s essential to link your custom business email with your account. Doing so ensures you can maintain a consistent communication strategy with your customers and fieldworkers.

Regardless of your email’s domain, you can connect it to your OctopusPro account. This includes addresses from popular providers like @gmail.com. However, for the sake of brand consistency and professionalism, we highly recommend using a custom business email associated with your own domain name, like @mybusiness.com.

OctopusPro offers you the flexibility to either authenticate a single email address or an entire domain name. If you want to streamline your operations by sending emails from multiple addresses under your domain name, consider authenticating your entire domain. This process allows you to send emails from any address under that domain without the need to individually verify each one.

By integrating your custom business email with your OctopusPro account, you maintain your brand’s identity in all communications and ensure the uninterrupted and efficient flow of information to your customers and fieldworkers.

This step not only adds a layer of professionalism but also comes with an array of benefits:

• Credibility and Brand Identity: Employing a custom business email, particularly one associated with your own domain name, enhances your credibility and augments your brand image. Although OctopusPro allows you to use any email address, even those ending in @gmail.com, we strongly advocate for a professional business email to exude a greater degree of sophistication.
• Enhanced Email Delivery: The likelihood of your emails being marked as spam reduces significantly when they’re sent from an authenticated address. This enhancement in deliverability ensures your important communications successfully reach your customers and fieldworkers.
• Building Trust and Customer Engagement: Emails originating from your business domain are typically trusted more by recipients, resulting in stronger relationships and increased customer engagement.

Creating a Custom Email Address

You can create a custom business email address through your domain host, Google Workspace (formerly G Suite), or any email hosting service. Ensure your chosen provider offers fair pricing, strong security, and plenty of storage. They will handle the backend for your email address, allowing you to send and receive emails and store incoming emails and files.

Frequently Asked Questions

Is it possible to create a free custom email account?

Yes, some domain hosting providers offer free custom email accounts if you have your domain registered through them. Others may charge extra for email accounts on top of domain hosting fees.

Is my email hosted by OctopusPro?

No, your email is hosted externally. OctopusPro allows you to send emails through your OctopusPro account using your existing email address.

Can I create more custom email addresses for my business for free?

Creating additional email addresses depends on your email hosting provider. Some domain hosts offer free additional email addresses, while Google Workspace charges based on your plan.

What are some business email address examples that I should use?

Consider creating custom branded emails for individuals (e.g., [email protected]) and department-specific addresses like [email protected], [email protected], or [email protected].

To stay updated, please subscribe to our YouTube channel.