People have been able to communicate with one another most effectively through the use of email ever since the Internet was first introduced. Due to the fact that it is the most crucial means for every organisation to communicate with its customers, email continues to be the most professional way to communicate with people. This is true despite the fact that technological advancements have occurred. The findings of a survey conducted by Windows IT Pro revealed that almost 96% of those who participated in the survey stated that they make use of email on a daily basis. Consequently, this indicates that regardless of the type of company for which you work, email will continue to be the most significant medium by which employees communicate with one another and collaborate on projects.
Nevertheless, given the abundance of email hosting services available to select from, how are you going to determine which one is the most suitable for your company? There are some email hosting providers that may simply provide you with the fundamentals, while others may additionally provide you with business capabilities such as shared contacts and schedule appointments. In the following paragraphs, we will discuss the most essential features that a third-party business email hosting service for your company need to provide, as well as the reasons why you would want to make use of such a service.
1. It is imperative that safety comes first
Whenever you are searching for an email host, the first thing you should take into consideration is how safe and secure it operates. In the event that the email hosting provider that you use provides protection, the information and content included inside your emails will be protected from any attacks that may be launched against them. If you do not wish to lose data, the service that you select ought to provide you with access to more modern technologies, such as those that prevent spam and bugs from entering your system.
Be certain that the server provider you select is compliant with the requirements and possesses certifications that will provide you with additional protection. In the event that you select a host that adheres to the Health Insurance Portability and Accountability Act (HIPAA) or the Federal Information Security Management Act (FISMA), this indicates that their service is suitable for usage in the health and government sectors.
There is also the concept of a backup that belongs to this category. In the event that an attack suddenly occurs, it will not be difficult to retrieve your data if you make use of an email storage service that performs frequent backups of your data. If the hosting firm has computers located in various regions of the world and a staff of specialists who are qualified to deal with this sort of situation, then customers will be able to use this option. Always check to see if the email hosting provider you select gives you the option to select this option.
2. Assistance as well as an intuitive user interface
If you choose a dependable email hosting provider, you should be able to configure your email application in a manner that is tailored to your specific requirements. Not only should it be simple to use, but it should also offer assistance whenever it is required. Prior to selecting an email server, it is important to determine whether or not the organisation offers round-the-clock help by phone, live chat, and email. You will want assistance of this type regardless of the size of your company, whether it is large or tiny.
You ought to get started on it as soon as you discover a web host that provides assistance with anything and offers an email solution that is simple to operate.
3. Adaptability
In addition, the email storage service that you use has to be adaptable and compatible with all of the devices that you employ. More than that, it ought to be compatible with mobile applications and the web. You shouldn’t forget how crucial it is to be able to access your email, tasks, and lists, as well as share your contacts and calendars with other people, regardless of the size of your company. On the other hand, given that some smaller businesses won’t want all of the services that the email hosting service offers, these firms ought to be able to pick and choose which features they require and which ones they do not require. Due to the fact that not all email providers provide you with this level of flexibility, it is imperative that you pay great attention to each function and educate yourself on it.
4. Ability to store emails
Not only do people use emails to communicate with one another, but they also use them to store items and collaborate on projects. This is the average use of emails. Make sure that the web-based email hosting provider you select provides you with a substantial amount of space to save your previous emails. It is recommended that each user have around 2 gigabytes of storage space accessible to them. In order to avoid having so much mail that your inbox is overflowing, you may make use of a service that allows you to preserve messages that are particularly essential to you. When you handle things in this manner, your inbox will only display the most recent messages, while the messages that are more significant will be preserved in the archive box.
Find a host that allows you to swiftly migrate old communications into an archive and that stores all of your information in a single location where it is easy to access. Regular backups of your old messages should be performed by your email service provider to ensure that you do not lose any information.
5. Performance, availability and uptime
Due to the fact that your employees, customers, and clients anticipate that everything will function without fail at all times, you cannot afford to have any downtime in your company. Eighty percent of firms suffer a loss of twenty thousand dollars per hour due to downtime, as stated in a survey conducted by Acronis. The fact that downtime has such a significant impact on your company is something that you just have to accept and let to occur.
Regarding the significance of email in the operation of your company, we have previously discussed its significance. Because of this, you want to choose with an email service provider that can guarantee providing service at least 99.9 percent of the time. Pick an email server provider that not only guarantees that it will be available, but also stays online for a significant amount of time without experiencing any interruptions. As a result of this, it is possible that you may be able to save money that you would have otherwise lost if your company had discontinued operations. Therefore, you should constantly make an effort to perform to the best of your abilities!
When searching for an email hosting service, it is essential to bear in mind that you might not want all of the functions, but rather simply a few of the features that are essential to your communication needs. The prioritisation of quality above quantity is of the utmost significance. You should remember that you have a lot of options to select from that are inexpensive, and you should make a choice that is in your best interest.
Final Thoughts
It is our hope that you have gained an understanding of the aspects that are essential when picking a service for corporate email hosting. We would appreciate it if you could share any questions you may have in the comments area below.
