Email Hosting: Why You Should Carefully Select The Right One For Your Business

Webmail Hosting

It would be very hard to find a business that does not uses email for communication. This highlights the importance of business email hosting in modern day businesses. In the business world, email is the most preferred way to establish contact or send a notification. This means that either you find a solution at your own end or seek services of webmail hosting companies.

Now, the implementation of webmail hosting within your organisation needs specialized equipments and trained professionals. As a result, the set-up needs a huge capital investment which many companies will not be able to afford. Worth mentioning would be that this cost can be overwhelming with ongoing maintenance of services in an attempt to prevent latency, intermittent failures and troubleshoot faults. So, what are the viable options left. The answer is to look for a service provider that can offer the right kind of email solutions.

Just to mention, there are many companies who offers such email hosting services to customers. So, does that mean you can go with any service provider. The answer is a simple 'No'. For, though it is true that there are many companies out there providing email solutions, but then other factors also need consideration.

Which Service Provider to Choose and Why

As mentioned previously, you have to be very careful while choosing the service provider for webmail hosting. This is due to the fact that emails are critical and carry a lot of sensitive data referring to business deals, proposals, updates, notifications, internal updates and mission critical audio and video data etc. The crux of the matter is that email is an indispensable tool for communication in business and as such, deserves a lot of consideration while opting for the service provider.

Here are the points which need to be kept in mind to choose the right provider:

1. Reliability: Reliability is the key factor for choosing a good Business email hosting service provider. The company should be able to provide reliable services with low latency and high up time. This is important as it helps your business to connect with clients or vice versa, building on good faith and establishing long term relationships. High up time will ensure smooth communication resulting in increased production and lowering of the turn-around-time.
2. Security: With Cyber crime on the rise and hackers trying to penetrate servers to steal valuable information, the company should implement adequate security measures to negate such kind of threats. This means that webmail hosting servers need to be secured against such attacks.
3. 24 hours Technical Help-desk: Your service provide should have a dedicated help-desk for offering round-the-clock technical assistance. In other words, there should be someone available in case you confront an inevitable technical problem.
4. Reasonable Price: The service provider should be able to offer most competitive price with regards to sought services. This can be based on storage space on the  server and other critical services as request.
5. Accessibility of Information: As a business entity, you may require to access information for meetings and presentations. You can also check if your service provider offers synchronization feature so that you can share files and other important data with other members.
6. Spam Filters: You can check the webmail hosting service provider for spam filters. This ensures protection of mails from being sabotaged.
7. Backup: In case of theft or loss of data your service provider should be able to provide you with the backup files. It this is service is not in offer, then you might want to check with someone other provider.

Business Email Hosting - How it can benefit Your business

Emails, as we all know, ensure an easy exchange of information that is crucial for running a business. In fact, it is the need of hour. No organization can hope to thrive without using emails. Now, as business emails carry sensitive data, audio and video files, it becomes even more important that the email system is robust, reliable and should allow frequent backups to build an archive database for future use.

One can opt to implement e-mail services for internal use, but it requires purchasing of sophisticated equipment, implementation, maintenance and critical backup of the data to facilitate data recovery in case of loss or theft. All these activities will come at a huge initial cost and then the recurring cost of maintenance and backup. To sum up, this can be a big amount to invest and needs ample consideration based on the business being run. So, is there an alternative to it?Yes, it is business email hosting.

Email server hosting, for those who are hearing it for the first time, is a technique of hosting email servers. It's very similar to the website that needs hosting for making an online presence. Email servers are kept live on the Internet in order to facilitate communication through emails. The Business email hosting is highly recommended as it provides you an effective way to establish identity and possess certified email address at an affordable price tag. There are many companies in the market who provide web hosting services. Here, user discretion is required. But, the golden rule is to choose the one that provides reliability and ensures redundancy.

Benefits of Business Email Hosting

There are numerous benefits of going for business email hosting. Below mentioned list gives an insight to some of its major advantages:

1) Storage Space: The email server hosting companies provides adequate storage space for each mailbox. Here, users get the flexibility to increase or decrease storage space .

2) Secure Access to Web-mail: Encryption and authentication through user-name and password ensure secure access to your web-mail. The data integrity is also maintained during the transmission of messages.

3) Anti-spam filters: It blocks potentially harmful spam and virus. The unwanted emails are prevented from reaching your in-box. The filtering methods includes grey listing, white listing and blacklisting that send spam to a quarantine folder for being quarantined.

4) Email Archive: Needless to say, frequent data backup is crucial for a business. Now, with the email server hosting, companies ensuring regular backup of their email servers, you do not have to worry about your business being affected due to data loss. This facility will help you to easily recover accidentally deleted emails.

One must be very careful when it comes to choosing the services you wish to subscribe from the business email hosting company. Various attributes to be kept in mind are space, data backup, privacy and protection. In a nutshell, a reliable business email hosting service is immensely beneficial for your business as it ensures proper communication over emails with easily accessible archive database.

Why Should Never Use FREE Email Addresses for your online business

Email Hosting Service

There are many reasons due to which it is advisable not to use free email accounts for business communication in a company. For one, free email services from providers such as Gmail and Yahoo present an unprofessional attitude towards business, which could be very harmful for small companies that are looking to create a reputation in the market.

The importance of business email hosting perceptions
Perceptions play crucial role in gaining the confidence of clients and potential customers. These perceptions also play an important role in facilitating the final consumer purchase decision. Customers may perceive one's products and services to be cheap and unreliable, if these are being marketed through personal email addresses. The company would be seen as one which does not value its clients enough, which will be very harmful for small and medium sized businesses at the end of the day.

Apart from the above reasons, when emails are sent through personal addresses, they may land up in the spam box, since they are often sent in bulk. This would result in potential customers never opening these emails at all. In fact, spam blockers would delete these messages over a period of time. No knowledge is provided about the administration of email services at the back-end. One can also not know what possible restrictions may be imposed in the future, which would result in a loss of business.

If a company already has a website but still uses personal email addresses, this would be inappropriate, since most web hosting companies provide several free email accounts. For the purpose of internal communication, webmail hosting may also have been provided. If the answer to this is in the negative, efforts must be made to contact the necessary web hosting provider. They could help in setting up email services on an existing domain name. A suitable business email hosting plan can be selected for future communication.

Commonly used email services
Most of the internet users send email in a combination of these ways: with a free webmail hosting address, free account provided by the Internet Service Provider (ISP), all these methods have advantages as well as disadvantages. Using the help of the ISP literally binds an individual with the provider, as they do not allow switching to a different service without payment of exorbitant charges.

In the competitive world of business today, loss of a client due to non-use of business email hosting may have a spiraling effect on the whole company. Due to this, companies must make use of business email services to reflect a professional attitude. However, this common sense does not always prevail and some companies still end to use generalized email addresses, showcasing an amateurish attitude towards business.

Article Source: http://www.articlesbase.com/email-articles/why-should-never-use-free-email-addresses-for-your-online-business-6560504.html

What is corporate email solution and its benefits for business?

Business Emails

Email solutions are provided by web hosting service providers for businesses. Corporate email solutions are nothing but email hosting services that manage and run emails on servers like web hosting runs a website on servers. In corporate email solutions service is provided on the domain name of that corporate house. The email hosting service offered by web hosting service providers mainly administer POP3 emails and protect from viruses and spam. Corporate email solutions are mostly availed by all huge corporate houses and they generally prefer dedicated email hosting as they have different departments and the number of emails are high. Moreover, it is a big advantage for a company to have an email account in their own domain name because it helps in building trust as well as provides authenticity to their existence as a company.

Benefits of Corporate email solutions

With the increasing use of Internet, the use of electronic mail service has increased and even companies today use this facility. Although there are several companies offering email services for free like Gmail, Yahoo and Hotmail. However, for a business sending emails using free service might not always be safe and moreover, the trust building factor is lost. But by availing email hosting service, the authenticity of the business can be maintained and trust building in ensured. Furthermore, the corporate email solutions provided by other companies make the whole process of sending and receiving emails a safe one. This also helps in increasing the efficiency and reduces the dependency. Another benefit of corporate email solutions for business is that it protects the domain of the company website from the attack of the spammers by filtering the emails. In addition, it also creates a shield against viruses that are sent via emails. Another benefit of email hosting is that it provides ample storage space; the systems are not overloaded and also reduces the risk of viruses from affecting the working of the computer.

Essential Facets of business email hosting

Owing to the increasing demand of email hosting, multitude of companies have mushroomed in recent times offering business email hosting. However, it is important to be cautious before choosing an email hosting service provider for a business. Some of the essential features of business email hosting that need to be considered include:

1. Protection from unsecured networks and spammers: It should provide HTTPS connections for unsecured networks and offer proper solution against spammers and protect the domain from their attack.
2. Data storage and file storage space: It should provide sufficient data and file storage space as huge corporate houses convert mailboxes into their own corporate cloud to send files and data of any size to their clients and associates.
3. Mailbox Migration: It should provide the facility of mailbox migration. This means that they should facilitate switching the mailbox from Gmail, Yahoo, etc. to their server with the domain name of the website.

These are some of the essential features that needs to be considered while hiring a company that offers corporate email solutions for business. However, there are other features that also need to be considered. 

Features you should check before choosing an email hosting plan

Business Email Hosting

For any business owning a website, it is mandatory to have a reliable email service to interact with the online customers and boost their Internet presence. In such scenario, it is recommended to employ services of a reliable email service provider. When it comes to selecting an email hosting service provider, a company has to judge its options very carefully. There are number of email server hosting service providers in the market, both paid and free. However, one needs to take into consideration their requirements, features they need and compatibility with operating system. Security is also of a paramount importance as no business set up would want their interaction with customer to be leaked.

Things to remember for a suitable email server hosting service

There are some pointers to be kept in mind before zeroing down upon an email hosting service provider. The first and most important is the security level. A good email service should go the whole yard to prevent and restrict spam on the website. It is usually ideal to go for paid email service provider as they offer the best security measures for eliminating all kind of harmful viruses and spyware, in order to prevent compromising of sensitive information.

Next up is the speed of the email server hosting as a fast server will only help in a speedy interaction with clients and customers. It is very important to select an email hosting service provider that offers a swift server for the betterment of the business set up. Last but not the least is the reliability of the email service provider. It is critical to have a trusted and known email hosting service provider if the email service is intended to send and receive important documents, invoices, payment information and product information. It is necessary to have a secure email server hosting to ensure a healthy and fulfilling business relationship with clients. Since most online companies depend on email services to complete deals and transactions, it is crucial to have a server that does not give up on them when it is most needed.

Thus, it is mandatory for an online business to have a secure, fast and reliable email server at their disposal. It not only helps in smooth and steady communications with clients and customers but also helps in staying ahead in the race. There are a number of email hosts in the market; one must choose one out of these wisely by considering their requirements and priority.

Email Archival: Perfect Solution to Protect Your Corporate Privacy

Email Archiving

Most businesses today deal with the challenge of archiving different types of data. The email data must be treated and processed differently in comparison to the other digital data, as per the industry norms. Nowadays, there are many email archival solutions available in the market to manage mails. One such solution that is gaining popularity is the email hosting services, which have been specially designed to manage bulk mails. The information that corporate people exchange is highly confidential and sensitive, hence it is imperative to choose a system that can store the mails without compromising on the authenticity of the data. In the current scenario where there is a sudden surge in the number of industries, there is a dire need of an efficient email archival solution.

Advantages of choosing email archiving

1. Faster Information Access

Email archiving solutions create a framework, which makes reading, writing and searching through large archives fast and easy. Businesses which do not use specialized services often have to resort to other ways in order to store the files. The use of right application allows the user to access the stored information across a network, which has been stored for months or longer.

2. Flexibility and Agility

Email hosting services, which use virtual storage platform, provides flexibility. These services provide the company an ability to dynamically change or upgrade the location of the archive to meet the growing needs of the business. Furthermore, these services will help the user to save space by aggregating the mails in an organised way and eliminating the redundancy. 

3. Security

One of the practical benefits of using the email archiving solution is the security. Services, which are dedicated to the email archiving, ensure that confidential information contained in the mails are not tampered or mixed with the client data or any other external information that might get exposed to unauthorized users. Additionally, these services isolate the drive or devices to be used store the information physically. This eliminates the possibility of wrong updates due to human error.

Need of archival system

Every mail carry considerable amount of importance for business professionals and associates. One needs to save these mails because one might need to refer to them any time. It is impossible to manage these mails manually hence an email archiving system, which preserves the mail in a way so that they can be easily tracked down. It is advisable to consult the professionals who are providing the services. Last, but not the least for sure, one must compare the rates offered by different email archiving service providers, so that you get the best deal available in the market.

Email Archival Solution: Protect Your Information

Email Archiving

Email archiving is the process of directly capturing emails when they are being sent or received from the client. These mails can be saved on the hard disks to be used for reference at a later date, instead of having online access of the same every time. Most companies try to limit the amount of data that can be stored in the form of emails. Depending on the job profile, limits are differently allotted to employees. Storage in the form of PST files increase chances of data loss or corruption on hard disks. With the help of an email archival solution, it is possible to access mails on mobile devices and also while being offline. It must be noted that mails can be lost when one forgets to create a back up, but an archive search tool can help in locating the same. If deleted by mistake, it would still be available in the archived folders. Archives are usually set for deletion only after a certain period of time.

Advantages of choosing email archiving

A reputed email hosting service can provide archival solutions if asked for. Header information such as about the sender, receiver and message contents is stored by the email archival solution. Certain advanced versions of these solutions can even search for data in attachments, which would save a lot of time for any business. In some companies, access to archives is only available with account administrators, while others allow employees to go through complete mail accounts. Email archiving can also prevent mails from becoming viral. If there is some derogatory information about employees that is to be conveyed to a particular manager, then archiving would prevent it from being leaked on sources such as social networking sites. Some archiving solution providers can store all mails within a tamper proof space, so that no alterations can be made.

How to select the right email hosting service

For selecting the necessary email hosting service, company management and the I.T. Department need to keep the requirements of a company in mind. For example, businesses which require litigation-oriented information would need to address e-discovery and legal holds. Companies addressing performance management would give importance to the end-user experience. As per statistics, litigation-related e-discovery makes the greatest use of archives. Some companies would look for on-site hosting while others would choose local hosting, depending on the nature of information being shared. One way of using emails could be transitory, where communication constantly takes place between different entities, while the other could be repository, which would need storage space. Therefore, one can say that email archiving helps in preventing confidential information from being shared with an inappropriate party. The I.T. department can always maintain track of different mails being sent, which would protect a company's reputation in the long run. 

Benefits of Webmail Hosting For Small Businesses

Smart webmail hosting is a key to success for small business owners. The order in which mails are organised on the server and then displayed in the web client is important for any company. In addition, there are many spam mails that also get transferred via online networks. Effective filters would ensure that right mails are being sent to the spam box, so that an important email is never missed.

Companies that provide email hosting services often give several email addresses and acquiring an appropriate address for one’s businesses is important. Some offer a variety of addresses based on the allotted domain name, while others give limited email addresses, depending on the domain. In such cases, the management of a company needs to be clear about the number of addresses that would be required. Experts believe that individuals’ own domain name over a third party name would look much more professional, while sending out emails. Several reputed email solutions come with spam blocking tools, which help in eliminating unwanted mails. However, criteria for blocking need to be clearly specified so that necessary business communication is not blocked by mistake.

Importance of mail storage space

Companies need to plan appropriately in order to have appropriate storage space for emails and other files on their systems. First, it needs to be decided whether mails have to be downloaded to individual machines or files are to be stored on a local server. Many clients use a combination of both systems. For example, page designers have to incorporate several elements of design while creating a magazine or a newspaper, for which it would be easier if mailed articles and other graphics can be stored directly on local machines. As a backup, data could be stored on the server. But if only text emails are to be handled, email hosting companies would not need to provide much space. In addition, based on the nature of job, data transfer limits should be allocated so that the server is not unnecessarily pressurized.

Web and Email hosting as per a combined package

By combining the host of webmail hosting and email solutions, a number of benefits can be obtained. Less time and money will be spent in purchasing a combined package, which would be important for a business. Hosting through a single space would mean that it is easier to keep the track of data. While configuring a company’s websites, getting it done through the domain and email service provider becomes simpler.

For the purpose of storage of mails even without online access, it is best to have a synchronized web client. Software such as Microsoft Outlook download mails from multiple web servers to one single location and old mails can be accessed even if there is no web access.

Hosted mail services- Small Business, Corporate Email Solutions

Email Solutions

Communication has witnessed a great transformation with the development in the Information Technology over the last two decades. With advancements in the technology, the sources of communication have reached new heights as more and more individuals and businesses are opting for internet based services. In almost all fields, including business or education, the ever growing use of email services has changed communication processes. While free email services like Gmail, Yahoo mail are preferred by individuals, hosted mail services offer ideal email solutions for business.

Considering the popularity and effectiveness of online communication in business, a number of web hosting companies are offering corporate email solutions. Providing all these services in almost every budget is now possible, owing to the significant technological progress made in this domain in the last one decade.  Business email hosting service assists in streamlining your online communication needs in an efficient and secure way. These solutions can be customized  depending on the requirement of small businesses and corporate. With effective corporate email services, companies can successfully promote their products on the cyber world.

With business email hosting, a company can provide a specific number of email accounts and also customize them for each and every employee. Interestingly, there are different types of email services that can be availed by a user. While choosing an email hosting service provider, companies should discuss the cost parameters, availability of storage and ensure that the service is virus protected.

Email hosting India is becoming quite popular these days as most of the companies are opting for the same. A hosted mail service plays a major role if the user is involved in a small business establishment. The small business firms generally do not have the time and resource to employ its staff to manage the email server as it demands a significant cost. However, when using a hosted mail service, individuals can not just reduce the cost of project, but can also undertake their business transactions safely. Hosted mail services assists users in a number of ways, which enhances their business processes and adds to the overall productivity. With these services, an entrepreneur can concentrate on his core business activities, while email hosting company manages technical requirements for his all online communication needs. In today’s time, several service providers also offer shared hosting services to further streamline the process.

Generally, a large number of business transactions take place over business emails. Owing to this, companies are somehow anxious about the security of their data and take several necessary steps to keep it safe. Business email hosting takes this concern into account and use latest technologies to safeguard user data and privacy from hacking and malicious virus attacks, adding to the convenience of small business and corporate.  Business email hosting not only provides safety for your important data, but also offers a clean and fast webmail experience that adds value to your business.

Email Hosting-An Insight on Email Solutions

Email Hosting-An Insight on Email Solutions from Net4 India Ltd.