Email has been the primary medium of communication since the very beginning of the Internet.
Today, despite the evolution of technology, email remains the most professional form of communication, as it is the essential mode of communication for any type of business. According to Windows IT Pro, about 96% of survey respondents said they use email every day. This means that regardless of the business sector of the company, email remains the primary tool for communication and collaboration.
However, with the many email hosting services available in the market, how will you decide which one is best for your business? While some email hosting services only offer basic functionality, others provide tools like shared contacts and calendars for your business. In this article, we’ll explain all the necessary features that a third-party email hosting service should provide for your business.
The first feature that you should look for in an email hosting service is safety and security. If the e-mail hosting service provides you with security, the content and data of your e-mail will be protected and immune from potential attacks. The service you choose should offer you advanced tools like: spam filtering, anti-malware filtering, and other data loss prevention features.
Make sure that the hosting service follows certain regulations and has certificates that add to the security you will enjoy. If you choose a web host that is compliant with the Health Insurance Portability and Accountability Act (HIPAA) or the Federal Information Security Management Act (FISMA), that means their service is licensed in the healthcare and government sectors.
Backup is also included in this category. If your email hosting service offers regular backups, your data can be easily recovered in the event of a sudden attack. This feature is available through hosting services that have globally redundant servers and a team of experts that deal with this issue. So, be sure to choose an email hosting service that offers you this option.
2. Assistance and simplicity
A reliable email hosting service should give you the ability to control your email settings. It should also be simple to use and offer you support whenever you need it. So make sure that the email host you choose gives you full 24/7 support, accessible via live chat, call and email. This type of assistance is essential, regardless of the size of your business.
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The email hosting service should also give you flexibility and compatibility with all devices, as well as syncing with web and mobile apps. No matter the size of your business, having access to your email, tasks, lists, shared contacts, and calendars is a perk you shouldn’t overlook. However, since some small businesses will not need all the features offered by the email hosting service, they should be given the flexibility to choose what they want and what would be unnecessary for their business. This kind of flexibility is not what every email host would give you and that’s why you should pay close attention to all the features included and review them in detail.
Most of the time, emails are not only used for communication, but also as storage and collaboration space. Email hosting services that offer plenty of storage space should be your choice. The average storage space you should get is 2 GB per user. So instead of having a cluttered mailbox, there are providers that give you the option to archive important mail. This way, your inbox will only have current conversations, while important emails will be stored in the archive box.
Look for a host option where you can have all the data in one place, and an option to automatically move old messages to the archive. Archived emails should be backed up regularly by your host to stay safe and not lose any data.
5. Availability and availability
These days, you can’t really afford the downtime because your customers, clients, and employees expect everything to always work. According to an Acronis study, 80% of businesses lose $ 20,000 an hour on downtime. Obviously, downtime has a big impact on your business, so it’s not something you can afford.
Since we’ve mentioned how important email is to your business, you should choose an email host that will guarantee you at least 99.9% uptime. Select an email hosting service that will be available to you at all times and offer you a high uptime percentage. It will even help you save money, which would otherwise be wasted through downtime. So always choose quality first!
Whenever you need to choose an email hosting service, keep in mind that sometimes you don’t need all the features, but a few that are essential. Make sure you choose quality over quantity. Remember, there are many affordable options you can choose from, so choose wisely.