How to Create an Email Account and Use It Professionally

This guide will show you how to create a free email account (using Gmail or Yahoo Mail) and how to use it professionally the right way to make a good impression online.

What Is an Email Account?

An email account allows you to send and receive electronic messages (emails) through the internet. It’s like a digital mailbox where people can contact you anytime, anywhere.

Popular free email providers include:

• Gmail – https://www.gmail.com

• Yahoo Mail – https://mail.yahoo.com

• Outlook – https://outlook.com

• ProtonMail – https://proton.me (for privacy-focused users)

Step 1: Choose an Email Provider

Choose a trusted platform. Gmail is the most widely used, secure, and easy to access on all devices.

Go to www.gmail.com and click “Create account.”

 Step 2: Fill Out the Registration Form

You’ll see a form asking for:

• First and last name

• Username (this becomes your email address)

• Password

Example of a professional email:

ubandoma.ictworld@gmail.com
mariam.johnson@outlook.com

Avoid unprofessional ones like:

crazyboy123@gmail.com
sweetbaby@gmail.com

Tip: Keep your email name simple, short, and related to your real name or business.

Step 3: Secure Your Account

Add:

• Recovery phone number

• Recovery email (optional)

• Strong password (mix letters, numbers, and symbols)

This protects you if you forget your password or someone tries to hack your account.

Step 4: Learn Basic Email Features

Once inside your inbox:

• Compose: Write and send new messages.

• Inbox: Read incoming mail.

• Sent: See your sent messages.

• Drafts: Save unfinished messages.

• Attachments: Add files or photos to emails.

You can also organize emails using folders or labels like “Work,” “School,” or “Personal.”

Step 5: Use Your Email Professionally

1. Write clear subject lines
   → Example: “Request for Internship Opportunity – John Daniel”

2. Start with a greeting
   → “Dear Sir/Madam,” or “Hello Mr. Yusuf,”

3. Be polite and brief
   → Go straight to the point.

4. Avoid slang or all caps
   → Don’t write like this: “PLS REPLY ASAP!!!”

5. Add a signature
   Example:

   Best regards,
   John Daniel
   Student, UBANDOMA ICT WORLD
   Takum, Taraba State
   

6. Check grammar and spelling before sending.

Bonus Tips for Business or School Use

• Use your official email for professional matters.

• Avoid using one email for everything (create separate ones for work, personal, and business).

• Don’t share your password.

• Regularly clean your inbox to stay organized.

• Set up two-step verification for extra security.

Accessing Email on Your Phone

You can add your Gmail, Yahoo, or Outlook account to your smartphone:

• Download the Gmail or Outlook app from Play Store or App Store.

• Log in with your email and password.

• You’ll receive notifications instantly whenever new mail arrives.

Final Thoughts

Creating and managing an email account is simple but using it professionally can make a big difference in how others see you online.

Your email represents your brand, your character, and your credibility. Whether you’re applying for a job, contacting clients, or registering for exams, a professional email can help you stand out for the right reasons.
 

Written by UBANDOMA ICT WORLD – Takum, Taraba State, your trusted ICT training center for digital skills and computer education.