IT Untangled: The Best Options for Small Business Email Services

As Cloud-based business email services gain traction, what does your small business need?

According to a Gartner report, among public companies using cloud-based email, Microsoft is most popular. But does that mean it’s the best business email service?

With so many free and per-user subscription options floating around, it’s hard to tell what you really need. Is there a standard? What is the difference between free and paid versions?

Email is the heart of your business’ communication. That’s why it's so important that you are getting the most bang for your buck.

What Do Businesses Need From Their Email?

Besides the obvious - sending and receiving emails - what should your business consider when choosing their email service?

The most important email options and features to consider are:

1. Security
2. Functionality
3. Uptime
4. Storage & Accessibility 

Security: The Most Important Factor

The most important factor is security. An email spam filter is your business's lifesaver.  All email needs to flow through a spam filter, no exceptions.

Filters do more than stop most ransomware and phishing emails. They can also be set up to block foreign countries that have no business sending you email. It can limit the blocked or denied email/domains from jumping into your “Junk” or “Spam” folder.

Talk to your IT department, whether they’re outsourced or in-house, about your options. Allow them to investigate your threat levels, risk tolerance, and offer you the best information on what is necessary.

Functionality: It Has to Work Right

Functionality is second on this list because if you can't use your email, free or not, it doesn't help you. Some email services have the ability to integrate your other applications, such as your accounting software. Consider what applications you use now and if any of them need email to function.  

How does the calendar function? Sharing calendars with coworkers, having set schedules for the company, setting meetings, does it meet your needs?

Personalization is a HUGE factor in functionality. How much personalization and customization does it allow? For example, setting rules that direct emails to certain locations can increase productivity and efficiency. Are these kinds of features important to you?

Uptime: Working When You Need It

Speaking of efficiency, uptime is essential!

Email needs to be flowing in and out in real time. Having email communication down can dramatically affect business, as it’s a vital part of business operations.

Storage: Will You Have Room for All Those Emails?

Storage also plays a crucial role. No space equals no emails. Work with your IT provider to estimate current and future storage needs.

Along with storage, consider your needs for automatic archiving. Access from anywhere, on any device, has become a growing need. What are the remote access options and do they fit your needs? 

Bonus: And don't forget training! Another essential part of email is how it’s used. Work with your IT provider to actively engage with your employees on best practices.

Free Email Services and Small Business

Most free providers offer insufficient support and VERY limited protection. If it’s free, hackers know it’s free, and that can make you a perfect target.

Free email providers also limit the max number of users. Most of the time you can only get 10-15 free users, which isn't enough for most small to mid-sized businesses.

Even if your company did meet the 10-15 user mark, the limited functionality is not worth the struggle. A lot of the primary functions are disabled, or not permitted. And forget integrations like working calendars and meeting setting.

Plus, to boot, free email services provide very limited storage, 1-2 GB per mailbox - for most C-levels this is less than ONE DAY’s worth of emails. 

Cloud Email Trends: Office 365 vs. G Suite

Referencing the Gartner report, 8.5 percent of public companies use cloud email from Microsoft's Office 365 service; while 4.7 percent use Google Apps for Work (now G Suite). The remaining 87 percent of businesses surveyed have on-premises, hybrid, hosted, or private Cloud email managed by smaller vendors.

In support of Garner's report, Microsoft’s Office 365 and G Suite both offer everything from our quick list above. Microsoft’s Office 365 may have a slight leg up because you can access the apps through the Cloud, or download and use them on your desktop, tablet, etc. Which means it’s very reliable, has limited downtime, and ability to access it from anywhere! Some subscriptions include the entire Office suite as well. 

Google’s G Suite, formerly Google Apps, is also a good provider. All email, document, and file sharing apps are included -- but keep in mind Office is still the industry standard.

The decision on which to use generally comes down to pricing, ability to integrate with your existing applications, and personal preference.

IT Department and Cloud Email Providers

An email provider will only provide your company with email service. It's up to your IT department to manage the service. 

Your IT provider will need to structure and configure the email service to your needs. But that is only the start of the management.

Post installation, the daily IT management begins. Creating users, managing credential policies, creating groups or distribution lists, managing email growth, and troubleshooting issues with the provider are all handled by your IT department. Your email provider’s only goal is to make sure their software is working; any configuration isn't their problem.

Speak with your IT service provider about your daily needs and what options would be best for your company. Email services have evolved and the up-front investment is much lower. Plus, with the added functionality, your employees could be more productive in no time.

 IT Untangled

IT can be complicated. We're here to help "untangle" it for you.

IT Untangled aims to provide clarity on IT topics for business people. This weekly blog series will explain and discuss the complex world of IT, in words you understand. 

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