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How to Create One in 2024 [+ Examples]



How to Create One in 2024 [+ Examples]

If you want to be taken seriously, a professional email address is necessary.

You might love your old AIM address from high school, but if your clients, partners, or other professional contacts receive an email from “[email protected],” there’s a good chance it’ll go straight into the trash.

That said, coming up with a professional address isn’t always easy. To help you figure out how to set up a professional email address for your business, I tried a handful of the top email address generators available today.

Below, I’ll go through some of the most important do’s and don’ts I’ve learned throughout my marketing career before walking you through three of my favorite email name-generation tools.

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How to Create a Business Email Address

Unprofessional Email Address Examples

Professional Email Address Ideas and Examples

Email Name Generators

1. Choose your email host.

If you want a custom domain for your business, you’ll first need to purchase a domain and hosting site.

One way to create a business email address is to look for a hosting package with a business email. An email address usually costs extra, but many users set up their business email this way because it can be easier than other options.

If you opt for this approach to creating a business email, you must go to your hosting site and set up your email. Usually, this means going to the “Email” section of your hosting site and choosing an email (see tips and examples below).

Alternatively, another way to set up email is to go through G-Suite rather than your hosting platform (this is what we do at HubSpot). Google will walk you through this process, and it’s also pretty straightforward.

2. Connect your email to an email client.

Next, if you choose to host your email through your hosting platform, you must connect your email address to an email client.

To do this, start by logging into your hosting platform. Then, go to the “Email” section and find a button that says “Set up Mail Client” (or something to that effect).

This will walk you through setting up your email with Outlook, Gmail, or any other mail app.

3. Connect your email to your marketing automation software.

Finally, you’ll want to ensure your marketing automation platform has access to your email.

To do this with HubSpot, you can follow these instructions.

If you use another system, you’ll want to go to your settings and look for a “Domains” or
“Email Sending” button. Then, follow the steps to connect your email.

Unprofessional Email Address Examples

We’ve covered the basics of setting up an email address from a technical standpoint. But what address should you choose?

I can tell you firsthand that avoiding an unprofessional email address is critical. Before we dive into ideas to inspire your professional email address, let’s review common mistakes you should make clear of.


Even if your colleagues call you by nickname, you should still leave nicknames and alter-egos from your professional email address.

For example, your name is Daniel Johnson, but your coworkers, friends, and family call you Danny or DJ.

While you may like being called by those nicknames, the following email addresses would still be inappropriate:

To make a good impression, keep your personal and professional lives separate. Your close coworkers can still refer to you by your nickname.

Still, your business email address must reflect your professional name, especially if you’re emailing someone for the first time or giving your contact information to a potential lead.

What does this look like in practice? Instead of using a nickname, use some combination of your first name, last name, and/or initials, such as:

Company Position

Though it’s acceptable to include your profession in your business email, you should avoid having your current role. After all, your position within the company can change over time, and your email address is expected to remain the same.

Plus, your job title may only capture a handful of your skills, and the person you’re contacting may not be interested in those particular skills. As such, I’d suggest that you avoid creating an email address like these:

Remember, you can always include your job position in your email signature. But it’s best to combine your name and initials in your email address. Plus, it’s also shorter and easier to read.


Most names are not unique. Especially if you have a fairly common name, finding an email address that hasn’t been taken yet can be hard. As such, some people may be tempted to include numbers in their email addresses.

However, this can do more harm than good.

When creating email addresses, avoid adding lots of extra numbers like this:

Usernames like these often come across as unreliable and untrustworthy. They can even set off spam filters, meaning your emails will be sent straight to the recipient’s junk folder.

Instead of numbers, you can use periods or underscores — but do so sparingly because too many punctuation marks or symbols can also trigger spam filters.

If you choose this route, use only one or two punctuation marks in your email address. For example, the following formats are acceptable for a professional email:

Professional Email Address Ideas and Examples

Now that you know how to set up your business email (and what to avoid when crafting an address), let me share some of my favorite ideas and examples to help you choose your naming conventions.

Combine your names.

Pro Tip: A period is a great option if you want to break up your first and last name.

Shorten your names.

Best for: If your name is longer, it’s often worth coming up with a shortened version.

Combine your name with your profession, city, or degree.

What we like: Adding a profession, city, or degree to your email address can effectively differentiate yourself.

Email Name Generators

In my experience, it can be challenging to settle on a professional email address. So, if you’re still struggling to figure out how to set up a professional email address, I’d suggest taking a look at some of the email name generators below:

1. Romarto

Romarto is one of the simplest email generators I’ve used. Just enter your first and last name, and the generator tool will come up with different combinations you can use for your address.

You can also add your profession or city to get more options.

I tried out Romarto, putting my first and last name into the generator. I had the option to include my middle name, profession, and the city I live in.

From there, Romarto created dozens of options that I could use for my email, mixing and matching different elements of my name and profession. This is an excellent option with plenty of outputs if you feel stuck.

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Best for Romarto is an excellent option for busy professionals seeking a quick and easy email generation tool.

2. 4MeNearMe

Another option I tried was 4MeNearMe. This free email address generator works similarly to Romarto, except it lets you add your email host.

I tested 4MeNearMe. Similar to Romarto, I had the option to share my name, profession, and area. I could also include the email server I planned to use, like Gmail.

The results appeared cleanly in tables, separated by what combinations of information the algorithm used.

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Pro tip: If you’re looking for a tool to add an email host, 4MeNearMe is the way to go!


Finally, is another excellent tool to help you choose your professional email address.

As you can see in the screenshot below, GetMara allows users to add their company’s domain to craft the correct business email address for their organization. had fewer fields to fill out. All I had to do was put in my name and company name. As a result, I had fewer options to choose from than the other two email generators. However, constraints can be helpful.

If you’re looking for a shortlist, is the way to go.

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What we like: GetMara lets you generate over 50 different email addresses, helping you identify the best possible option.

Crafting the Perfect Professional Email Address

In sum, there are a few key takeaways I’ll leave you with when it comes to creating your professional email address:

  • Stick to a variation of your real name, and avoid nicknames.
  • Don’t use numbers because they can result in your email getting flagged as junk mail.
  • If you must use punctuation or symbols, do so sparingly, using only periods and underscores.
  • Keep your professional and personal lives separate.

Choosing a professional email address can be challenging. Fortunately, there are still plenty of ways to choose a solid, professional email address — and my experience has taught me that they’re well worth the effort.

Editor’s note: This post was originally published in October 2018 and has been updated for comprehensiveness.

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The Future of Content Success Is Social



The Future of Content Success Is Social

Here’s a challenge: search “SEO RFP” on Google. Click on the results, and tell me how similar they are.

We did the same thing every other SEO does: We asked, “What words are thematically relevant?” Which themes have my competitors missed?” How can I put them in?” AND “How can I do everything just slightly better than they can?”

Then they do the same, and it becomes a cycle of beating mediocre content with slightly less mediocre content.

When I looked at our high-ranking content, I felt uncomfortable. Yes, it ranked, but it wasn’t overly helpful compared to everything else that ranked.

Ranking isn’t the job to be done; it is just a proxy.

Why would a high-ranking keyword make me feel uncomfortable? Isn’t that the whole freaking job to be done? Not for me. The job to be done is to help educate people, and ranking is a byproduct of doing that well.

I looked at our own content, and I put myself in the seat of a searcher, not an SEO; I looked at the top four rankings and decided that our content felt easy, almost ChatGPT-ish. It was predictable, it was repeatable, and it lacked hot takes and spicy punches.

So, I removed 80% of the content and replaced it with the 38 questions I would ask if I was hiring an SEO. I’m a 25-year SME, and I know what I would be looking for in these turbulent times. I wanted to write the questions that didn’t exist on anything ranking in the top ten. This was a risk, why? Because, semantically, I was going against what Google was likely expecting to see on this topic. This is when Mike King told me about information gain. Google will give you a boost in ranking signals if you bring it new info. Maybe breaking out of the sea of sameness + some social signals could be a key factor in improving rankings on top of doing the traditional SEO work.

What’s worth more?

Ten visits to my SEO RFP post from people to my content via a private procurement WhatsApp group or LinkedIn group?

One hundred people to the same content from search?

I had to make a call, and I was willing to lose rankings (that were getting low traffic but highly valued traffic) to write something that when people read it, they thought enough about it to share it in emails, groups, etc.

SME as the unlock to standout content?

I literally just asked myself, “Wil, what would you ask yourself if you were hiring an SEO company? Then I riffed for 6—8 hours and had tons of chats with ChatGPT. I was asking ChatGPT to get me thinking differently. Things like, “what would create the most value?” I never constrained myself to “what is the search volume,” I started with the riffs.

If I was going to lose my rankings, I had to socially promote it so people knew it existed. That was an unlock, too, if you go this route. It’s work, you are now going to rely on spikes from social, so having a reason to update it and put it back in social is very important.

Most of my “followers” aren’t looking for SEO services as they are digital marketers themselves. So I didn’t expect this post to take off HUGLEY, but given the content, I was shocked at how well it did and how much engagement it got from real actual people.

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7 Things Creators Should Know About Marketing Their Book



7 Things Creators Should Know About Marketing Their Book

Writing a book is a gargantuan task, and reaching the finish line is a feat equal to summiting a mountain.


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Being position-less secures a marketer’s position for a lifetime



Optimove Positionless Marketer Optimove

On March 20, 2024, the Position-less Marketer was introduced on and my keynote address at Optimove’s user conference.

Since that initial announcement, we have introduced the term “Position-less Marketer” to hundreds of leading marketing executives and learned that readers and the audience interpreted it in several ways. This article will document a few of those interpretations and clarify what “position-less” means regarding marketing prowess.

As a reminder, data analytics and AI, integrated marketing platforms, automation and more make the Position-less Marketer possible. Plus, new generative AI tools like ChatGPT, Canna-GPT, Github, Copilot and DALL-E offer human access to powerful new capabilities that generate computer code, images, songs and videos, respectively, with human guidance.

Position-less Marketer does not mean a marketer without a role; quite the opposite

Speaking with a senior-level marketer at a global retailer, their first interpretation may be a marketer without a role/position. This was a first-glance definition from more than 60% of the marketers who first heard the term. But on hearing the story and relating it to “be position-less” in other professions, including music and sports, most understood it as a multidimensional marketer — or, as we noted, realizing your multipotentiality. 

One executive said, phrasing position-less in a way that clarified it for me was “unlocking your multidimensionality.” She said, “I like this phrase immensely.” In reality, the word we used was “multipotentiality,” and the fact that she landed on multidimensionality is correct. As we noted, you can do more than one thing.

The other 40% of marketing executives did think of the “Position-less Marketer” as a marketing professional who is not confined or defined by traditional marketing roles or boundaries. In that sense, they are not focused only on branding or digital marketing; instead, they are versatile and agile enough to adjust to the new conditions created by the tools that new technology has to offer. As a result, the Position-less Marketer should be comfortable working across channels, platforms and strategies, integrating different approaches to achieve marketing goals effectively.

Navigating the spectrum: Balancing specialization and Position-less Marketing

Some of the most in-depth feedback came from data analytic experts from consulting firms and Chief Marketing Officers who took a more holistic view.

Most discussions of the “Position-less Marketer” concept began with a nuanced perspective on the dichotomy between entrepreneurial companies and large enterprises.

They noted that entrepreneurial companies are agile and innovative, but lack scalability and efficiency. Conversely, large enterprises excel at execution but struggle with innovation due to rigid processes.

Drawing parallels, many related this to marketing functionality, with specialists excelling in their domain, but needing a more holistic perspective and Position-less Marketers having a broader understanding but needing deep expertise.

Some argued that neither extreme is ideal and emphasized the importance of balancing specialization and generalization based on the company’s growth stage and competitive landscape.

They highlight the need for leaders to protect processes while fostering innovation, citing Steve Jobs’ approach of creating separate teams to drive innovation within Apple. They stress the significance of breaking down silos and encouraging collaboration across functions, even if it means challenging existing paradigms.

Ultimately, these experts recommended adopting a Position-less Marketing approach as a competitive advantage in today’s landscape, where tight specialization is common. They suggest that by connecting dots across different functions, companies can offer unique value to customers. However, they caution against viewing generalization as an absolute solution, emphasizing the importance of context and competitive positioning.

These marketing leaders advocate for a balanced marketing approach that leverages specialization and generalization to drive innovation and competitive advantage while acknowledging the need to adapt strategies based on industry dynamics and competitive positioning.

Be position-less, but not too position-less — realize your multipotentiality

This supports what was noted in the March 20th article: to be position-less, but not too position-less. When we realize our multipotentiality and multidimensionality, we excel as humans. AI becomes an augmentation.

But just because you can individually execute on all cylinders in marketing and perform data analytics, writing, graphics and more from your desktop does not mean you should.

Learn when being position-less is best for the organization and when it isn’t. Just because you can write copy with ChatGPT does not mean you will write with the same skill and finesse as a professional copywriter. So be position-less, but not too position-less.

Position-less vs. being pigeonholed

At the same time, if you are a manager, do not pigeonhole people. Let them spread their wings using today’s latest AI tools for human augmentation.

For managers, finding the right balance between guiding marketing pros to be position-less and, at other times, holding their position as specialists and bringing in specialists from different marketing disciplines will take a lot of work. We are at the beginning of this new era. However, working toward the right balance is a step forward in a new world where humans and AI work hand-in-hand to optimize marketing teams.

We are at a pivot point for the marketing profession. Those who can be position-less and managers who can optimize teams with flawless position-less execution will secure their position for a lifetime.

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