What Is A Domain Email Address? 

Email addresses are made up of three parts – the root domain, the username, and the “@” symbol. Which relates to the mail server, the type of connection being used, where the message is being delivered to and who the email is for. 

The domain part of an email address is usually either a third-party service like Gmail or Hotmail or a self-owned domain name – the root domain guides where an email is sent.

User Domain 

A user domain is an identifier for the primary mail server. For example, if you use a mailing service like Gmail then the domain, then the user domain will be – Gmail.

If you work at it the business, your email address will reflect the institution at the end and if you use a company account, then your email is sent through the company’s domain. A user domain can be likened to a zip code written on an envelope, in place of the post office, the mail is sent to a domain (general area) and then distributed to individual recipients. 


A username is how your root domain identifies your specific mailbox. Data packets that are sent to the network are categorized according to Internet protocol (IP) addresses or network usernames and sent to the corresponding location. When a mail server of the network is unable to deliver a username, the mail is rejected and returned to the sender with the error message- “user cannot be found”. 

Root Domain 

This is visually represented by the characters at the end of the email address. Root domains in email addresses can either indicate a commercial root domain with the .com domain name extension or other forms of TLDs. The root domain in your email address identifies the type of server your message is being passed through but doesn’t directly affect your email. 

Why Is A Domain Email Address Important? 

A unique domain email address helps to create and boost business credibility as well as provide a professional image. This is because some internet users judge potential vendors based on if they use third-party email services such as Hotmail, Gmail or Yahoo or their own domain. Even though Yahoo and third-party email services such as Yahoo and Gmail are okay for personal emails, businesses that use them often come across as unprofessional. 

Most consumers expect an email address that matches a website’s domain. When that doesn’t happen, it raises suspicion. All these questions and ambiguity will harm the first impression and this is important – especially if you use emails to communicate with your clients, partners, stakeholders and so on (via email correspondence, and email newsletters). 

In addition, using a third-party service puts you at risk because you really cannot control the image you project. For example, spammers use third-party email services to send spam messages, so a lot of people are wary of business messages by free email addresses. In fact, a lot of mail servers have blacklisted these domains up when it comes to bulk messages – bulk messages sent via these accounts would most likely end up in the spam or junk folder of your recipients. 

Email messaging is an important form of communication in today’s digital world – therefore, representing your business in a professional manner when using this tool is essential. 

Do not put your business at risk of creating a negative first impression, get the best. AOL, Hotmail, Gmail, Yahoo and so on are best left for personal email correspondence. If you are really particular about people taking your business seriously then a custom email address is best. 

Who Needs A Domain Email Address? 

1. Organizations:

If you run a community organization, custom email addresses are a great tool for members of your organization to communicate with each other, press contacts and the general public. 

2. Business owners:

It doesn’t matter how large or small your business is (sole proprietorship with no employees) an email address that is related to the same domain name as your website is a more professional look. As a bonus, you can create custom email addresses for the different departments in your business like customer support. 

3. Freelancers and independent contractors:

This is another group of web users that can utilize custom email addresses – it is the best way to go for a more professional look. As a freelancer and independent contractor, first impressions are important and having a custom email address is better for first impressions with potential clients. 

Even though the above-mentioned three groups of web users would benefit the most from custom email addresses – if you have security concerns, then registering your own custom email domain with the use of a very secure email host can help safeguard your privacy, anonymity and provide additional security. 

Common Terms Used In Relation To Domain Email Addresses 

1. Using Mail-to 

Usually, email is intrinsic to most platforms. If Maito is typing into an address bar of a browser, it will load the system’s default email program(If the mail address exists)-the mail will be sent as normal. The mail-to protocol is one of the earlier network protocols along with file transfer protocol (FTP), transfer protocol, HTTP and so on. 

2. Top-level domain 

A top-level domain is what comes after the second-level domain. Some top-level domains are common such as ‘.net’, ‘.com’, ‘.org’ are referred to as gTLDs or generic top-level domains. Other times they are country-specific – known as ccTLDs or country code top-level domains 

3. Second level domain 

A second-level domain is found just after the ‘@’ symbol in an email address. It is a combination of this icon and top-level domain separated by a dot. Usually, the second-level domain is either the domain name of the organization, Internet email service provider or business domain. 

How Does A Custom Domain Email Address Work? 

A custom domain email address works the same way as any other email address. Your business contact can send messages to your email – using your domain email address – and you can see email out as normal using your domain email address. 

The major difference between a domain email and third party services email addresses is the way message is sent, accessed and read. With a custom email address, email hosting services allow you to use any email program or even a webmail interface. However, this would vary depending on the email hosting provider. Pro tip: before selecting one, it is important to ascertain that they support IMAP or POP3 as well as the webmail interface. You should also check if you are not really conversant with technology if they have tutorials or guidelines showing how to configure them.