A new email address is one of the most useful things to set up, and it takes about five minutes once you know what you’re doing. Here’s how.

Which email provider should I choose?

There are several free email services. The main ones are:

Gmail (Google), probably the most popular. Works well on all devices, has good spam filtering, and connects easily with other Google services (Google Drive, Google Maps, YouTube). If you use an Android phone, you likely already have a Google account.

Outlook (Microsoft), formerly Hotmail and Live Mail. Good choice if you use Windows and Office apps. Integrates with Microsoft’s services.

iCloud Mail (Apple), if you have an iPhone or iPad, you may already have an iCloud address (something@icloud.com). Simple and private, but less flexible on non-Apple devices.

For most people starting fresh, Gmail is the easiest recommendation, it works well everywhere and the interface is clear.

How to create a Gmail address

Open a browser and go to gmail.com
Click Create account
Enter your first and last name
Choose an email address, something like firstname.lastname or add a number if your preferred name is already taken (e.g. joewells74@gmail.com). You can’t change this later, so take a moment to choose something sensible.
Create a password, at least 8 characters, mixing letters and numbers. Write it down somewhere safe.
Add a recovery phone number or existing email address, this is how you get back in if you ever forget your password. Don’t skip this step.
Follow the remaining prompts (date of birth, agree to terms)

That’s it. Your email address is ready to use.

How to create a Microsoft Outlook address

Go to outlook.com
Click Create free account
Choose your address, you can pick @outlook.com, @hotmail.com, or @live.com
Set a password
Enter your name and date of birth
Complete the security verification

Setting it up on your phone

Once your email address is created, you’ll want it on your phone so you get notifications when new emails arrive.

On iPhone:

Open Settings
Scroll down and tap Mail
Tap Accounts → Add Account
Choose Google (for Gmail) or Outlook
Sign in with your new email and password

On Android:

Open the Gmail app (pre-installed on most Android phones)
Tap your profile picture (top right) → Add another account
Choose Google or Outlook and sign in

A note about old email addresses

If you’re moving away from an old Hotmail or Yahoo address, you don’t have to abandon it immediately. A sensible approach:

Set up the new address
Email your contacts to let them know your new address
Update your email with any important accounts (bank, Amazon, NHS login, etc.), do these one at a time over a few weeks
Keep the old address active for a few months while the transition happens
Check the old inbox occasionally in case anything important comes in

Rushing this transition causes problems. Slow and steady is the right approach.

What to do after you’ve set it up

Write down your email address and password somewhere secure (not on your phone)
Test it by sending yourself an email and checking it arrives
Set up a profile picture if you’d like, it makes it easier for people to recognise your emails in their inbox
Check the spam folder occasionally, new accounts sometimes get legitimate emails sorted there until they learn your preferences

If you’d like help setting up a new email address or moving from an old one, get in touch. We do this kind of setup regularly and can make sure everything is connected properly on your devices.

How to Set Up a New Email Address