What Email to Use For Your Business

What Email to Use For Your Business

The last 10-15 years have seen major advances in technology and how we use it. Imaging trying explain to a teenager, that you grew up without a cellphone and the internet, they would probably call you a geriatric. Email has gone from a new fangled technology 15 years ago to being the preferred form of communication for a lot of consumers and business.


3 Different Types of Email That Most Businesses Use

If you said to someone “what kind of email do you use”, well most people would reply “What? Email is email, isn’t it?”. Well the answer is yes email is email however, how the email works is what sets different types of email apart. Here is a breakdown of the most shared different types of email obtainable.

Free Email Accounts

Email is provided by enormous email providers generally out of the US, some examples you would be quite familiar with as they are household names include Google with Gmail, Yahoo, MSN and Hotmail. There are probably thousand of providers around the world that are willing to give you an email address for free, which is nice of them however you have to have their name in your email for example [email protected] (this is a fake email by the way) Generally this kind of email is a combination of webmail (you access your email via a webpage) and you also have a choice of using Pop email, by far the best choice of free email to use would be Gmail. 

Pop email was one of the first kind of emails designed when most people used dial up. The computer would connect to the internet, then the email program would connect to the email server and complete a send and receive. Then the computer would disconnect from the internet so you could make a call. If you picked up the phone before it had finished you would get a screech in your ear. Once you download your emails they only reside on your PC and if your computer crashes or the data is lost all your emails and contacts will also be lost.


ISP Provided Email Accounts

Essentially ISP provided accounts are similar to Free email accounts however they are generally setup as pop account, so the risk of losing data if you have a problem with your PC is much higher. Generally ISP (Internet service providers) provide anywhere up to 5 pop email addresses free, when you have a broadband account with them. The most shared ones are @xtra.co.nz @paradise.net.nz @ihug.co.nz etc.


WARNING: Because business is becoming more and more online it is very important to backup this email data. However all too often it is not backed up and when a data loss occurs it is the first time business owners realize the importance of ensuring this data is protected. Contacts and emails are at risk when using Pop email.


Exchange Email

Exchange email is certainly the business email of choice for the following reasons:

– All email data is kept on a obtain hosted exchange server in a data center

– You can have multiple devices accessing your emails at the same time and synchronizing

– You can access your emails via webmail if you want to, with complete functionality

– You can proportion your contacts, calendar and emails with others in your organization

– You can access your emails from Smartphone devices iPhone, Nokia N95 etc.


The reason exchange email has not been adopted by more businesses and organizations, lies in the fact that in the past you had to buy your own exchange server to get all of the above functionality which is a very costly exercise costing tens of thousands of dollars. already with that cost many businesses and organizations generally with 20 users or more have purchased exchange servers to get that functionality.


Now businesses have a choice and can go for a hosted exchange setup putting exchange email into the financial reach of small businesses. In the past where you had to buy an exchange server, software, licensing and pay technicians a silly amount of money to setup and continue this server which could very easily cost more than $10,000 to setup then on top of that there are yearly maintenance costs. Now businesses can go for a hosted exchange email setup whereby they get all the functionality of exchange without the huge setup costs. Hosted exchange has become so cost effective that businesses that have an onsite exchange server are opting to migrate to a hosted solution because it works out cheaper for them.


So if you had a choice you should go for a hosted exchange solution, if you choose to keep on using pop email you should make sure that your email data is regularly backed up.

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