Email addresses for community groups
Many community groups use a generic email address for enquiries rather than a personal email address belonging to one committee member.
Examples include:
- yourgroup@gmail.com
- yourcommunitycouncil@outlook.com
- secretary.yourgroup@gmail.com
A generic email address can continue to be used when office bearers change, helping groups maintain continuity and avoid publishing personal contact details online.
Does Digital Fife provide email addresses?
Digital Fife provides free websites and domain names for community groups but does not provide email hosting directly.
Many groups therefore choose to use free services such as Gmail or Outlook for their organisation email accounts.
Using the website contact form
Digital Fife websites can include a contact form which allows visitors to send enquiries without displaying an email address publicly on the website.
Messages from the contact form can be forwarded to one or more email addresses used by the group.
For many groups, this is the simplest way to receive enquiries while keeping personal email addresses private.
Managing a group email account
Groups should think carefully about how email accounts are managed and how access will be handed over when office bearers change.
Possible approaches include:
- one designated office bearer managing the account
- forwarding emails to current committee members
- using separate email addresses for different roles within the organisation
Groups should ensure login details are stored securely and updated when responsibilities change. Wherever possible, email accounts should be registered using organisation-owned contact details rather than personal details belonging to one individual.
When an office bearer changes
If an office bearer leaves the organisation, the email account can usually be handed over to the next office bearer by transferring access to the account.
This may include:
- providing the new office bearer with the login details
- changing the password
- updating recovery email addresses or phone numbers
- reviewing any email forwarding settings
Using a generic organisation email address rather than a personal email account can make these handovers much easier.
Does the email address need to match the website domain?
No. Your group can have a Digital Fife website domain while using a separate Gmail or Outlook address for correspondence.
For many groups, this is the simplest and most practical option.
Some groups choose to use an email address that matches their website domain name, for example:
- info@yourgroup.org.uk
If your group already has a Google Workspace or Microsoft 365 account and the technical knowledge to manage it, Digital Fife can provide the DNS information needed to connect your email service to your domain name.
Need further help?
If you would like support setting up a contact page or discussing the best option for your group, please contact the Digital Fife team.
