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.

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.

Why go for web based email, when you have business email solutions available?

Business Emails

Both free web based email services and business email solutions have advantages and disadvantages in their own way. The major difference between the two services is security and privacy. While web based services offer little privacy to the users, business email hosting offers adequate security and privacy of the users. Webmail can be accessed through a web browser and are offered free. Some of the examples of webmail include Gmail, Yahoo Mail and Hotmail. While, business email solutions come at an affordable price and are offered by various service providers. Free webmail is ideal for individuals while business email solutions are ideal for businesses.

Business emails are an extension of a selected domain name. A business email asserts the web presence of a business. This is important for enterprises who want to display a professional image using a business email. Hosting services always provide a web-based interface for checking emails. Some professionals use free addresses through the Internet. The biggest disadvantage is the availability of a username that includes both first and last names. Using free email also detracts a business from its edge while reducing the image of the business. It is advisable for businesses to opt for business email solutions instead of free webmail.

Free web based email services have presented certain difficulties over the years. Most of the popular webmail services use targeting advertisements and online-spam filters. This has raised security issues and concerns over deletion of emails from a client's server once an email has been sent. Unlike free webmail, business emails use a client based filter offering protection to emails stored in a client's server. Business email solutions offer an easy-to-use and powerful mail interface, complete business communication solutions, and efficient customer service. Further, clients trust a business email in terms of response time and relationship maintenance.

Business websites make themselves known and allow consumers to access their sites through the Internet. In addition, business websites allow search engine optimization for extensive coverage. This feature is limited in free web based email services. Both individual and multiple search engine advertising is possible with business email solutions. Search engines popularize websites based on their ranking and client usage. A free webmail may offer some popularity to a website but a business webmail offers more popularity based on the number of hits a website receives within a given time. The one main advantage of webmail is that it allows sending and receiving emails from anywhere.

Business email hosting is a business process management that focuses on the flow of business. Unlike free webmail, business webmail offers reliable and efficient services for businesses. With a business webmail, clients can send and receive email, access advanced email tools, and sync with outlook and be connected to the Internet 24/7. Free webmail aids in fast and easy communication with limited email service, simplifies tools, faster search, helpful interface and instant messaging.
Whether to opt for free webmail services or business email services depends on the business. Analyzing the benefits of the two services will aid in making a good decision.

Article Source: http://www.articlesbase.com/email-articles/why-go-for-web-based-email-when-you-have-business-email-solutions-available-6405069.html