Email Platforms For Small Businesses

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5 Best Email Hosting Services for Business These professional email providers take care of everything for you in the background.

Email Platforms For Small Businesses

Email looks simple to the user, but that’s because your email provider takes care of all the back-end complexity. If you’re just starting out, YourBusinessName@gmail.com might be fine, but as your business grows and you want to give each employee their own email account, you’ll need to invest in a dedicated email hosting service.

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While you can technically still host your own mail server, it’s messy, boring for everyone, and probably not a good use of anyone’s time. And the best business email hosting services are just as good (or the same) as mainstream email services like Gmail and Outlook.

I have spent time researching and testing different options and these are the best email hosts to consider for your business.

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Your web hosting provider may offer email hosting for an additional fee. While some of these applications and services are reliable (like Titan, which is available from several different hosting companies), others are completely useless. You will be able to send and receive emails, but if you have used a modern consumer email service such as Gmail or Outlook, things will naturally be incredibly simple. So that some of these services only offer desktop and mobile email synchronization as a feature on their higher level plans.

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For about the same price, or at least a few dollars more per month, you can get a modern email client instead. (Two of these options are literally business versions of Gmail and Outlook.) That’s why we’ve focused only on dedicated email hosting services.

Many email hosting providers also offer other productivity tools, from calendars and contact books to full suites of office applications. The most important thing was the messaging service, but I also consider the additional tools provided by each service as part of the overall package. (If you look at the first two applications, you’ll see why.)

I started with a list of almost 20 companies that claimed to provide business class hosting. Using these criteria, I reduced the list to about 10 that warrant further testing – the rest clearly would not meet the bar I set. For these 10 people, I logged in and went through the process of creating an account (if I didn’t already have one). In some cases, it quickly became apparent that the application should not be on the list, so I quit. Otherwise, I generally review apps and their features, noting how easy they were to use. (It was a strange experience at times, as I have used several of these applications in my technical writing assignments for over a decade.)

Since all good email hosting services offer roughly the same set of features, the decision on which apps to include often comes down to what other apps come with it and price. Although I generally try to avoid comparing apps by specifications, in some situations it is necessary.

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(Quick note: It’s important to understand the difference between an email hosting provider and an email client. An email host is what allows you to send and receive email over a network. A mail client or mail application is an application that you use to write. and read email. Your mail host and client do not have to be the same. For example, you can send and receive email hosted through Google Workspace or Microsoft Outlook through various desktop, web, and mobile applications. (In In this article we look specifically at the features of the email hosting provider and not always the built-in email clients. If you are looking for an email client for your company, check out our recommendations for the best messaging apps.)

There are two major email hosting options: Microsoft 365 and Google Workspace. Both are great and it is difficult to draw a line between them based on their individual characteristics. If your employees rely on Microsoft Office applications such as Word, Excel, and PowerPoint for their work, the Microsoft 365 Business Standard plan is probably the best choice for your email hosting. (Or if you like Outlook. It’s a great email service.)

Microsoft 365 Business Standard combines all the features you need from a hosted email service—sending and receiving email, personalized domain addresses, and protection against spam and data loss—with the desktop applications your employees use every day at work. For $12.50 per user per month, you get email and web, desktop, and mobile access to Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive, and OneNote. (If you only want web and mobile versions of apps like Word or Excel, you can also try the Microsoft 365 Business Basic plan for $6 per user per month; it’s a more direct equivalent of Google Workspace.)

In addition to standard office applications, Microsoft 365 Business Standard gives your employees access to some of Microsoft’s hybrid work tools, including Microsoft Teams, the company’s competitor to the team chat app Slack. With Microsoft 365 integration, you can automate all of these tools.

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Email hosting is provided with a Microsoft 365 subscription through Microsoft Exchange, which is also available as a standalone subscription if you don’t need all the extra apps – just $4 per user per month is about the same price as some websites. accommodation service. The cheapest Exchange Individual plan with Microsoft 365 Business Standard gives each of your users up to 50 GB of mailbox storage, although the Microsoft 365 Business Standard plan also includes 1 TB of OneDrive storage that can be used to share large attachments.

If your organization prefers to use cloud-based tools, otherwise relies on apps like Google Drive, or if you just prefer Gmail to Outlook, then Google Workspace is your best bet for email hosting.

Google Workspace is Google’s alternative to Microsoft 365, which combines email hosting with its own communication and collaboration applications. With a Google Workspace subscription, you get a minimum of 30 GB of cloud storage per user (although enterprise plans provide as much storage as needed), plus shared contacts and calendars.

You also get access to Google’s full suite of communication and collaboration tools in the workplace, including Chat for messaging and Meet for audio/video conferencing, Google Drive for cloud file storage, Keep for note-taking and access to Google Docs, Sheets and Slides . – some of the most affordable tools for file editing and real-time collaboration. If you use Google’s suite of apps, you can also automate them with .

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Google’s management tools are also easy to use and increasingly have the advanced features businesses need, such as Vault for compliance archiving. And since it’s still Gmail that your team already knows how to use, signing up will be easy.

Zoho Workplace is Zoho’s version of Microsoft 365 and Google Workspace, offering organized email, calendar and contacts, as well as Zoho’s own applications for communication and collaboration: WorkDrive (for cloud storage), Office Suite (for creating and collaborating on documents, spreadsheets calculations, and presentations), and Cliq (for team chat). You can automate Zoho Workplace with integrations for Zoho Mail, Zoho Cliq, Zoho Writer, and Zoho Connect.

It’s also worth talking about the Mail application here: Zoho Mail is a beautiful, modern email with handy collaboration features. Instead of sending a long message with a subject and signature every time, you can send a quick message to your colleague or share an email from a client you need to collaborate on. It also includes shared inboxes so everyone on your marketing team can share the same partner and print and search email.

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