Hey there! Are you considering getting a professional email address for your business or organization?
Using custom email addresses with your own domain builds credibility and trust. But where do you even start to find a good email hosting service?
Not to worry! I‘ve been helping people create professional emails for over 15 years. In this guide, I‘ll explain what email hosting is, the key benefits, and how to choose the best service for your needs.
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What Does Email Hosting Mean?
Email hosting simply means using a service that stores and manages your business emails on remote servers.
Instead of free emails from Yahoo or Gmail, you can have custom addresses using your own domain name.
For example, your email can be [email protected] or [email protected]
When someone sends an email to your custom address, it arrives in your hosted mailbox provided by the service. You can then access the emails through a web, desktop, or mobile app.
According to Datanyze, the email hosting market is dominated by top providers like G Suite, Office 365, Zoho, and FastMail.
Why Should You Use Email Hosting?
Here are some of the biggest reasons why 27 million+ businesses use professional email hosting services:
1. Credibility and Professionalism
Would you trust an email from [email protected] or [email protected]?
93% of customers say company emails with a professional domain inspire more trust. Personalized emails with your brand name establish credibility.
2. Enhanced Security
Free email services often lack strong security. Phishing and spam are huge risks.
Professional email hosting services offer advanced security features like:
- Encryption
- Two-factor authentication
- Spam monitoring
- Virus scanning
- Data backups
According to Microsoft, Office 365 stops 5 billion spam and phishing emails per month!
3. More Storage Space
You‘ll quickly exceed limited storage on free emails. Professional hosting provides abundant mailbox storage.
For example, G Suite‘s Business Plus plan provides unlimited storage per user!
4. Improved Accessibility
Email hosting services ensure you can access emails easily across devices using IMAP, POP3, web browser, or mobile apps.
5. Better Deliverability
Dedicated IP addresses and compliance with standards like SPF and DKIM improve email deliverability, avoiding spam folders.
Studies show 96% of emails sent using dedicated IPs successfully reach the inbox.
6. Productivity Features
Enjoy useful features like calendars, contacts, tasks, notes, aliases, forwarding, and more to boost productivity.
According to Statsita, 77% of businesses rely on email hosting for much more than just email.
How to Choose the Best Email Hosting Service
The key is finding a reliable email hosting provider that meets your specific needs and budget.
Here are the most important criteria you should consider:
Storage Needs
Look at how much mailbox storage is offered. For example, Office 365 offers 50GB per user. Multiple users means you need ample pooled storage.
Security Features
Prioritize services offering robust security like spam monitoring, virus protection, SSL encryption, two-factor authentication, backups, and compliance certifications.
Email Protocols
The service should support modern protocols like IMAP, POP3, and SMTP for connecting various email clients and devices.
Custom Domains
You‘ll want to use your own domain name for a professional email address. Avoid services that don‘t allow custom domains.
Cost and Pricing
Email hosting costs money, so factor pricing into your decision. Look for a provider matching your budget needs.
Reliability and Reputation
Check reviews and uptime records to ensure a reliable and reputable service with good customer support.
Productivity Features
Consider extra features like calendars, contacts, tasks, document sharing, which enhance productivity.
Top 7 Email Hosting Services Recommendations
Based on nearly 15 years of experience, here are my top recommendations:
1. G Suite by Google
G Suite is a popular choice I recommend for its seamless Gmail integration, unlimited storage, tight security features, and low $6/month starting price per user.
2. Microsoft Office 365
A great choice if you want Outlook email combined with Microsoft apps. 50GB inbox storage, robust compliance features, starting at $5/month.
3. FastMail
FastMail is known for its speed, ease of use, excellent apps. 25GB storage and top-notch security from $5/month make it a worthy contender.
4. Zoho Mail
Zoho Mail gives you 50GB mailbox storage, calendar, docs, security features starting at just $1 per month. Provides great value.
5. Rackspace Email
Rackspace is favored by businesses needing professional email on a highly reliable infrastructure. Prices start at $2/month.
6. MDaemon Email Server
MDaemon is self-hosted but gives you full control. Starting at $59, it‘s a good alternative for managing email internally.
7. Runbox
Based in Norway, Runbox offers a private, ad-free email service. 25GB storage and custom domains for $1.66/month make it affordable.
I hope these recommendations give you a great starting point. Assess your priorities – storage needs, costs, features – to pick the right service for your situation.
Final Thoughts
Email remains a vital business communication tool. Investing in a professional email hosting service pays dividends through improved credibility, security, accessibility, features and deliverability.
Evaluate your specific needs – storage space, security priorities, domains, budget – to choose the right provider.
My top picks are G Suite for seamless Gmail integration or Office 365 for those already using Microsoft apps. FastMail, Zoho, and Rackspace also offer excellent solutions.
I hope this guide gives you clarity in finding the best email hosting service for establishing custom professional emails. Feel free to reach out if you have any other questions!
