How to Choose the Best Email Service for Business

Posted by Viola Eva on September 18, 2018

As a business owner of a small or a medium-sized company, you must weigh in all the technological and organisational features provided by each email provider, before you make a decision. Even though Google and Microsoft dominate the market, there are more viable and high-quality options that can fulfil your professional needs and requirements, like Zoho Mail, Yahoo Mail, Amazon Mail, GMX and others.

 

Finding the best email service for business can be a challenging process, which is why we wrote this article that provides you with information about the most important factors you should consider before committing to an email provider.

 

For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!

 

It’s not uncommon for startups and medium-sized companies to use a generic email service like Gmail or Yahoo, but as the business grows on the market, the need for a business-tailored email account appears vital. According to a research made by the email provider Godaddy, 75 percent of their customers stated that a professional email address helps them build trust with a business. If you consider those numbers and your aspirations for the scalability of your company, the bottom line is that finding the best email service for business is turning into a necessity.

 

We would recommend that you assess the email needs that your business imposes before you make your pick. Furthermore, you should have the size of your team and the organisational structure of your company in mind when you’re choosing an email business package. Each provider has different strengths, weakness and price packages you can choose from, and your due diligence is imperative.

 

“Must-have” features of the best business email service

 

The best business email service should be able to provide you with a list of useful features and services that will make your B2B communication smooth and effective. In this section of the article, we are going to focus on those “must-have” features, and explain how important they are for your daily business operations.

 

  • Technical support and 24/7 service – Not everyone on your team will be technologically savvy, and having a good support system in your email provider that can handle technical questions and accidents is crucial.

 

  • Integration capacity – Integration features are becoming one of the most important factors when it comes to raising efficiency levels in the company. Getting access to tools like the Google Calendar or Dropbox can be a game changer for businesses, primarily because of the potential of streamlined workflow. Email clients like Mailbird (Windows), Evolution (Linux) or Airmail (Mac), also come in handy when it comes to integration capacity because they are developed with that purpose in mind. Mailbird, for example, is fully integrated with Asana, Slack, Todoist, Dropbox and many other productivity apps.

 

  • Spam filters – Spam is annoying and at times, dangerous, which is why a good spam filter can save your employees from wasting time and resources on meaningless spam emails. Email providers offer different levels of sensitivity when it comes to spam filters, so check out your options before you choose the one. Of course, you can also install spam software afterwards, like Clean Mail Home 4.6.1.3, Spambully 4, Mailwasher Pro 2010 6.53 and others.

 

  • Storage – Depending on the nature of your business, the storage space can be the deciding factor when it comes down to choosing the best email provider for your company. For example, the mailbox limit for a standard business package for Google G Suite is 30GB, with Microsoft Office 365 at 50GB and Zoho Mail at 25GB storage.

 

  • Security – Email protection is a serious issue, and it should be treated as such, which is why you should find out if the email provider is compliant with the security standards of SPF (Sender Policy Framework) and DMARC (Domain-based Message Authentication, Reporting and Conformance). Furthermore, you can use email encryption as an extra line of defence.

 

Free or paid email services for businesses

 

The free or paid email services for businesses topic has been discussed for a while, and the jury is in: you should always use a branded email address and a business email account. Using a free email account for business can be limiting and potentially damaging to your company’s image on the market. Your clients, customers and peers will evaluate your company on every front, from the email address to the products and services you’re offering, which is why a paid email account is essential.

 

A professional email account is not beneficial only for your image and credibility, but also the features and extra security and storage you’ll be getting at your disposal are substantial. If your company is growing, and the organisational structure is getting more complex, you’ll want to consider a business-class email account that can help you keep the B2B communication simple, clean and organised.

 

These are the most popular paid business email packages you can consider:

 

  1. Google G Suite – $5 per month for a 30GB storage
  2. Microsoft Office 365 – $8.25 per month for a 50GB storage
  3. Zoho Mail – $2 per month for a 25GB storage

 

Choose business mail services with upgrade potential

 

The business mail services should satisfy your company’s needs today, but what about five years from now? This is why you should choose an email provider that has upgrade potential. Google and Microsoft are still the frontrunners in this race, providing new features and tools to users with every new update.

 

Another example of utilising potential is the Amazon Simple Email Service (SES) platform, which is a cloud-based email service perfect for sending automated emails, notifications and promotional emails. It also provides high-level integration with all your existing apps.

 

Finding the best email service for business can be a complicated process, but as we said in the beginning, it will be worth it. Your business email account should make your everyday work communication much easier and faster.  

 

For all free or low-cost business email providers there, Mailbird is also a great low-cost option for desktop email clients as this is one of the main reasons why existing businesses choose Mailbird over the competition!


Viola Eva

Viola Eva

SEO Consultant from White Light Digital Marketing

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