The world has become a small village because of fast communication. Now verities of communication medium have been evolved. Although instant messaging platforms are in trend, the temper of traditional email remains same. Some say that email has no space in the modern era. But email still remains a crucial tool for personal communication and business. It is also popular in the age of instant messaging platforms.
Whenever we heard the word “email”, some names revolves around mind like Gmail or Yahoo mail. Yes, these are some famous email platforms. But these are mostly used for personal uses.
When it comes to business email you should switch to some email hosting providers. Gmail and Yahoo mail is a lack in some areas like the email address. It also suffixes with their brand names. It does not seem like a business mail. To establish the brand identity, you should go for your own business email id. So you should go for an email hosting provider to host and manage your business email accounts.
What is the best email hosting providers? You may have the same query or some more queries. Don’t worry, in this article, I am going to discuss everything related to email hosting. So without wasting time, let’s jump to it.
What is email hosting? : Before going to discuss anything long on email hosting, let’s discuss what is email hosting first. Email hosting service provides email servers to manage your email services. These services provide hustle free way to manage all the email related stuff.
Most email hosting providers premium email features and rich webmail features. It usually includes services like mailing lists, whitelists, unlimited aliases, unlimited forwarders, autoresponders, calendars, online storage, large attachments, folder management, contacts management, robust spam/virus protection, mail rules, IMAP/POP3, blacklists, backups, archiving, etc.
Popular free webmail services contain ads that are the business model of them. But in premium email hosting service is free of ads and advanced email creation features and management solutions. This type of email hosting is the best options for the small and medium-size business.
Options for Email Hosting : Before going to buying any email hosting plan, the first decision you should make is how you’ll host your email. There are three main options available.
Shared web and email hosting : Usually, every web hosting providers offers many services including email hosting. Based on the plan you can host your email or emails there as well. They allow you to host 1 to 10 emails on the web hosting plan. But most of the time there is a bunch of limitation along with this. You will not get the freedom to have your own.
Self-hosted email : If you more money to invest on your own servers, you can enjoy your own self hosted email service. You don’t need to go for a third-party provider. It provides more control and customizability options but it has its own disadvantages. The cost of servers and maintaining the whole infrastructure is very high.
Third-Party Email Hosting : If you need a wide range of features than what your web host provides, you should go for a hosted email provider. A third-party email host helps you to avoid the costs of self-hosting email. With this plan, you will also get some business-specific tools like team chat, shared contacts and calendars, built-in video conferencing, and more.
Email host vs Email client : Many people stick on what is the difference between email host and email client. So let’s face this first. An email host allows you to send and receive email across networks. An email client is the application you are using in your daily life for write and reads emails. Your email host and email client do not have to be the same. You can choose a host from the different service provider and client from different.
Features to Look for : As of now, you may have a clear idea about how you will host your email. In the case of email hosting service comes with the hosting plan, you have no choice to look for the features. You have to satisfy with the features that are provided by the hosting provider. Because you have not paid extra money for that. The cost may include the email hosting charge but they never show this separately.
In self-hosted emails, you have the full freedom to build your own features. You can choose what feature you want to equip in your plan. So there is nothing to look for. The real decision-making comes when you decide to go with a third-party email hosting service.
There are various features you should look for. I agree that the features vary from business to business. A healthcare business will look for different features than a marketing agency. So rather than looking at every single possible feature of email hosting providers, we can go for features that apply to most business types.
Custom Domains : As your intention is to make your brand identity, look for the hosts that are providing enough support for the custom domains.
Security Features : As the email fishing attacks are increasing day by day, you should make cautious about the security feature. Make sure that the host has spam- and virus-filtering features. Many email hosting providers have built-in security features.
Mailbox Storage : Storage space is one of the most important things to look for. You will be need of more storage space to archiving the old emails or email communication with the client. The more storage space you have the more you will get the advantage.
Sending size limit : In business, file sharing a common process. Sometime the file sharing limit may cost a lot. So choose a host that provide more attachments size. They also have to offer file sharing or FTP tools that help you to send larger files.
Support : If you have not a systems administrator staff already, then you may face trouble in the beginning. You may need support from the host. Make sure that the hosting provider provides around-the-clock support and ready to solve your questions or issues.
These are the most important things to look for when you are in search of email hosting providers.
Best email hosting providers : Now we have a clear idea what is email hosting and things to know before going to buy any plan. So based on the above criteria, we can go for the best email hosting providers out there. So let’s get started.
G Suit : Google’s G Suit is one of the most advanced cloud-based email hostings. You will get access to Google’s entire set of workplace communication and collaboration tools. It includes access to Google Docs, Hangouts for messaging and voice/video conferencing, shared calendars, Google Drive for sharing and storing files, Keep for note-taking, and, Google Sheets, and Slides. G Suite is similar to Microsoft’s Office 365.
The Basic plan of G Suit costs $5 per month. It includes 30 GB cloud storage and all the above benefits. The higher-tier plans provide unlimited storage as well as many more advanced features like eDiscovery for emails, chats, and files, audit reports to track user activity, low code app development environment, smart search across G Suit with cloud search and more security features. Google also provide 24/7 customer support via phone, email or online chat.
Zoho Workplace : Zoho is very popular for its wide range of services. One of the services is Zoho Workplace. It is also one of the best email hosting providers out there.
Zoho Mail quite similar to social networking-style features. Instead of sending a long mail with a subject and signature line each time, you can send a quick message to colleagues. You can share an email from a client that you need to collaborate on. It is a tabbed app means you can switch between your inbox, send emails, and a draft email in a single tap.
The Mail Lite plan costs $1 per month. It includes 5 GB storage, 25 MB email attachments, email hosting for multiple domains, email recall, IMAP/ POP access in email clients, fully functional business calendar, exchange ActiveSync, email forwarding, domain aliases, eWidget, Zoho Cliq, add-on storage upgrade options, tasks, notes and bookmarks, Zoho clip, unlimited channels, 100 members per channel.
The higher plans include more storage space and services like Zoho Docs, Zoho office suite, Zoho Meeting, Zoho contact, Zoho Showtime. You can trail the services for a limited time for free. You can get familiar with the tools and if you feel that it is helpful for you, then you can buy a paid plan. Zoho also provides 24/7 customer support via phone, email or live chat. Zoho Workplace is also considered as the best email hosting for small business.
Rackspace : Rackspace is popularly known for its business email hosting services. Its premium spam filtering keeps your inbox free of viruses and spam. They also claim that they never read, sell or scan your email content for any type of advertising purposes like some other do.
The basic plan costs $2 per month with a single user. It includes Webmail access, 25 GB storage, unlimited aliases, group lists & forwarding. More advance plan will give you file editing, instant messaging features. It also has some advance plans that provide some advanced features.
They also provide 24x7x365 live support. You can contact via phone, email ticket and live chat. You can trail the services for a limited time for free.
IceWarp : IceWarp also provides pro-level email hosting services. It Is not well-known but among the best service providers. If you have a web development company and needs to provide business email accounts to your clients, then this is the best choice for you. The best thing about IceWrap is, it allows minimum 10 users in each plan. If you are a Windows user, IceWrap has a dedicated desktop app from which you can manage all the things.
The Lite plan costs $2.50 per user per month. It includes 5 GB storage, up to 100 GB email attachment, email & calendaring, mailing lists for e-mail distribution, online document editing, active directory synchronization with SSO, tasks & Notes, Microsoft Outlook Integration, audio & video calls, conferencing.
Benefits of email hosting : Email hosting plays a very vital role in businesses. So let’s see what are the main benefits of email hosting.
Most of the email hosting provides a secure environment. You will get multiple filters and spam blockers. Security is much-needed thing for every business.
All email hosting companies provide adequate storage space so that you will never run out of storage. They also offer to increase the storage if needed.
The address book is one of the most significant aspects of Email services. The companies allow you to share address book through their platform.
Specialized tools just for better communication and team management.
The disadvantages may be limited but exist. With the third-party email hosting, you have no control over their storage and security. If their hardware fails or crashes, you may face data loss. However, they are already aware of this and also taking backups. Make sure of that.
Final thoughts : So, these are some of the best email hosting providers. Email plays an important role in any business and starts ups. So the need of email hosting is evolving. According to your level of business, you can choose one from the three option of email hosting. Establishing your own self-hosted email server is very expensive and not recommended for small and medium-size business.
Third-party email hosting providers give you a garden of tools and features. So you can manage your emails in a hustle-free way. The price is also affordable. Some web hosting provider also offering email features with the plans. But the service is lack of specialized tools that are only available on the dedicated plans.
For building and maintain a brand and leave a brand identity, every organization should go for their own customized email address. By the way, if you are asked to choose a host from the above, what is your choice? Or you know some more best hosts? Feel free to comment me below and let me know.