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The best way to manage business email

Wednesday, September 30, 2015 | Eva Pettifor |

The best way to manage business email

Are you confused about the best set up solution for your business email account/s? I totally understand! This is an issue I come across with my clients almost every week. I hope this article can outline the options available:

1. Free service / non-domain based email account

Free Online Email Accounts

There are quite a few online email hosting suppliers like the popular Hotmail, Yahoo and Gmail services. Most people are familiar with these, signing up for a new account is quick and easy but these accounts are best used for personal correspondence only.

ISP (Internet Service Provider)

These free email accounts are often offered by your ISP, the company that you use for your internet connection. An email account using one of these may end in @bigpond.com, @westnet.com.au etc. They may be part of your plan as a free email account or a paid add-on. I don't recommend using one of these for your business because in the future, you may change providers (then you lose your email account) and why advertise your ISP in your email address when you could be advertising your own business!

These two solutions are quite popular for personal use or a small business start up who has not yet established their branding. Out of these options, I would recommend Gmail for business use, although please read the next section for the best solution.

2. Domain based email account

This is a custom business email address that uses your domain name in it's address. For example eva@darwinwebdesign.com.au is a domain based email account that is far more professional for my business than one of the free service emails like eva@bigpond.com or even darwinwebdesign@bigpond.com. Firstly, you will need to register your domain name and then you can consider a few different ways to host (manage and store) the email account itself.

Host with your website

Website hosting packages often include email hosting as well. While this might sound like a good budget solution to save on separate email hosting, it does come with it's problems. Usually web designers are not IT tech support providers, so your support would most likely be very limited. If mail goes down or you can't get your computer or device set up, you could be left feeling very frustrated and in a panic. Business email is too important and technology is constantly changing in this area, this is the main reason why Darwin Web Design do not provide email hosting any longer, we are not IT tech support providers, we specialise in websites!

Web hosted email can also have some other technical limitations like limited storage space and problems syncing with other software programs and devices.

Google apps

This is a good solution for a sole trader or small business and at the time of writing this service costs only $5/month with a massive 30GB storage inbox. There are other features like online documents, spreadsheets and calendars.

For more info on google apps Gmail custom domain emails, please see www.google.com/apps/gmail

If you're tech savvy, you could try setting this up yourself (Google offer a 30 day free trial), otherwise your local IT provider may be able to set this up for you which is probably the way to go.

Please contact me for a referral to a local Darwin google app specialist if needed.

Microsoft Exchange cloud email

If you are a Microsoft user, this solution is very powerful. All your emails, folders, contacts - everything in outlook - is sync'd between all your devices and easily shared with other staff - making it the best tool for communications and teams within your business.This is a good solution for small to medium business.

Pricing is around $15/month per email account depending on your supplier.You also get the technical support from the IT provider that sets up your system. A must for any business who relies on their email.

Please contact me for a referral to a local Darwin Microsoft Exchange cloud email specialist if needed.


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