Exploring the best email hosting for small business is essential in today’s digital era where effective communication is key to success. The average office worker sends around 40 business emails and receives 121 emails every day, highlighting the immense role that communication plays in the modern professional landscape.
This statistic underscores not just the prevalence of email in daily work routines, but also its significance as a communication tool. Emails remain a vital form of communication for businesses across all industries, serving as a cornerstone for interactions both within companies and with external stakeholders such as clients, suppliers, and partners.
For many small businesses, email is not just a convenience but a necessity. Its instant nature allows for swift exchanges of information, making it a critical tool for time-sensitive communications. Additionally, the flexibility and versatility of email make it suitable for a variety of purposes – from formal contract exchanges to casual internal updates.
In today’s fast-paced business environment, the ability to send detailed messages, attach documents, and reach multiple recipients simultaneously gives email an edge over other forms of communication.
Moreover, email serves as a vital record-keeping tool. It provides a traceable, time-stamped record of conversations and decisions, which can be invaluable for reference, compliance, and accountability purposes.
For small businesses, this is particularly important as it helps maintain transparency and organization without the need for extensive physical documentation.
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Our Methodology: How We Chose the Best Email Hosting for Small Business
For small businesses, selecting the right email hosting service is crucial for reliable communication, data security, and professional branding.
Our methodology for choosing the best email hosting services for small businesses employs a scale from 1 to 10, with each criterion’s score reflecting its importance in providing an effective, secure, and user-friendly email experience. Higher scores, closer to 10, indicate features that are particularly vital for small businesses, such as affordability, reliability, and security.
Reliability and Uptime (10/10)
Consistent reliability and high uptime are given the highest priority, as they are critical for maintaining uninterrupted business communications.
Affordable pricing is crucial for small businesses, making cost-effective solutions with transparent pricing structures highly valued.
Security and Spam Protection (9/10)
Robust security measures, including spam protection and secure data handling, are essential to protect sensitive business information.
User Interface and Ease of Use (8/10)
An intuitive, easy-to-navigate interface ensures that businesses can manage their email communications efficiently.
Customer Support and Service (8/10)
Reliable and accessible customer support is key for resolving any issues swiftly and minimizing disruptions.
Storage Space (7/10)
Adequate storage space to handle email traffic without additional costs or the need for frequent cleanups is important.
Integration Capabilities (7/10)
The ability to integrate with other business tools and services, such as calendars, contact management, and productivity suites, adds significant value.
Email hosting services that can scale with the growth of the business, offering more accounts or advanced features as needed, are beneficial.
Custom Domain and Branding Options (6/10)
The option to use custom domains enhances professional branding and is a valuable feature for small businesses.
Mobile Accessibility (6/10)
Mobile access and compatibility ensure that business owners and employees can manage email communications on-the-go.
Additional Features (5/10)
Additional features like collaborative tools, advanced analytics, or automated responses, while not critical, can provide added benefits.
Our methodology is designed to guide small businesses toward email hosting services that offer a blend of reliability, security, and user-friendly features at an affordable cost. By focusing on these key aspects, we aim to identify services that not only meet the fundamental email needs of small businesses but also support their growth and professional image.
Best Email Hosting for Small Business
With a range of different email hosting providers available, how do small businesses choose the best email platform? To give you a helping hand, take a look at the following eight best email hosting for small business.
Microsoft Office 365 Business Essentials
If your business relies on the sending and receiving large email attachments, Microsoft Office 365 Essentials could be the right email server for you. Microsoft Office 365 Business Essentials offers support for 150MG attachments, which is three times the size compared to many of their competitors.
Business Essentials also provides 50GB of storage per user meaning your team will be able to keep old, important emails for a long time, so you don’t lose important business emails.
Google’s Gmail prides itself on being an ultra-reliable server for businesses, which guarantees 99.9% uptime. As well as using GSuite for sending and receiving business email, you can use it for video conferencing, cloud storage and file sharing, all invaluable tool for greater team efficiency and collaboration.
One of the best features of Gmail is its Undo Send feature, where you can recall emails that have been miss-sent, providing you act quickly.
One of the best parts of GMX Mail’s free email account is that you can define how long your messages are stored in the server, so that you have control of when messages in specific folders get trashed.
GMX Mail has a spam protection feature, helping your business email inbox stay uncluttered and spam-free. With a virus protection feature, you’ll also have peace of mind your business emails are well protected from hackers.
iCloud Mail has some advanced email features that can be useful for small business users, including auto responder for when you or members of your team are unable to respond to emails. Providing email senders with an automated response can boost the professionality of your business, though it has to be said, auto responder is a feature available on most email servers.
There are times when small businesses need to block nuisance email addresses and specific domain names, so they don’t waste any time reading or responding to unproductive emails. With Lycos Mail you can block specific email addresses and domain names so precious company time isn’t wasted and inboxes unnecessarily clogged up.
Lycos Mail includes 500MG of storage, as well as virus checking and spam filtering features, to help keep your business emails protected.
Rackspace provides a host of email products aimed at catering for the needs of small businesses. Rackspace’s Plus Plan provides 30GM of cloud storage, instant messaging, ActiveSync support and Office-compatible apps, costing $3.50 a month.
The server’s extended Plus account brings an unlimited storage space via archiving, which can be useful for businesses that send and receive large numbers of emails.
With advanced spam filters and virus protection, AOL Mail is another good choice for business email users. If your business stores a hefty amount of business emails, you won’t have to worry about running out of space and the AOL Mail feature comes with unlimited storage space.
Zoho Mail is a reliable and secure business email solutions, which can be customized to cater for your business’s communication needs. Zoho Mail provides custom domain-based email addresses for your employees. You can also set up different email groups for different teams and departments. Zoho Mail also provides a highly reliable 99.9% email uptime guarantee. Zoho Mail isn’t free and its Professional package costs $6 per user per month.
Key Features of Top Email Hosting Options for Small Businesses
- Microsoft Office 365 Business Essentials: Ideal for businesses that deal with large email attachments, offering 150MB support and 50GB storage per user.
- Gmail’s GSuite: Known for its reliability (99.9% uptime) and unique ‘Undo Send’ feature, making it a solid choice for businesses seeking versatile email solutions.
- GMX Mail: Offers customizable message storage duration and robust spam protection, ideal for businesses looking for free yet effective email hosting.
- iCloud Mail: Features like auto responder enhance professionalism; suitable for Apple ecosystem users.
- Lycos Mail: Ability to block specific email addresses/domains, useful for managing productivity and inbox clutter.
- Rackspace Email: Offers a comprehensive Plus Plan with 30GB cloud storage and various business tools, suitable for businesses needing advanced email features.
- AOL Mail: Unlimited storage and advanced spam/virus protection, a good option for businesses with high email storage needs.
- Zoho Mail: Customizable, secure email solution with domain-based addresses and group setup, perfect for businesses needing a tailored email experience.
Comparing the Best Email Hosting for Small Business
To summarize the key features and benefits of the top email hosting services for small businesses, the following table provides a quick overview. This comparison will help you choose the most suitable email hosting service for your business needs, based on factors like storage capacity, unique features, and pricing.
|Email Product||Storage Space||Attachment Size Limit||Unique Features||Spam/Virus Protection||Pricing|
|Microsoft Office 365 Business Essentials||50GB||150MB||Large attachment support||Yes||[Pricing details]|
|Gmail’s GSuite||[Storage details]||[Attachment size limit]||99.9% uptime, Undo Send feature||Yes||[Pricing details]|
|GMX Mail||[Storage details]||[Attachment size limit]||Control over message storage duration||Yes||Free|
|iCloud Mail||[Storage details]||[Attachment size limit]||Auto responder||Yes||[Pricing details]|
|Lycos Mail||500MB||[Attachment size limit]||Email blocking by address/domain||Yes||[Pricing details]|
|Rackspace Email||30GB (Plus Plan)||[Attachment size limit]||Instant messaging, ActiveSync support||Yes||$3.50/month (Plus Plan)|
|AOL Mail||Unlimited||[Attachment size limit]||Advanced spam filters||Yes||Free|
|Zoho Mail||[Storage details]||[Attachment size limit]||Custom domain-based email, email groups||Yes||$6/user/month (Professional package)|
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