Can You Host Our Email Addresses?
Yes, we offer Premium email services with different email hosting providers according to your business needs. This is a service we offer on a monthly basis. If you are interested, feel free to contact us!
So far we have been using POP3 and IMAP as our main hosting services but we now recommend the newer and more efficient Microsoft Office 365 business/Exchange and G Suite.
Post Office Protocol has been around for decades but is not very convenient if you are using multiple devices for the same email account. Once you connect from one device, the emails are downloaded from the server to the device’s inbox and are stored locally. You have the option to change the setting and keep the emails on the server but that could result in a lack of space if not checked and cleared up regularly.
Internet Messaging Access Protocol is a popular alternative to POP3 as the emails remain stored on the server and can synchronize thus, they can be viewed from multiple devices as long as you have internet access.
Both these protocols are slowly being replaced due to their slower speeds and storage limitations. We now recommend cloud storage providers such as Google’s G Suite and Microsoft’s Office 365 online plans.
What is cloud storage?
Cloud storage refers to a remote storage service in which data gets saved on servers owned by a cloud storage provider. The information can be accessed and managed from any device via the internet. Cloud storage has several advantages both for businesses and individual users.
– Your data can be accessed from any device, any place and any time provided there is an internet connection so you no longer have to carry USB sticks or hard drives.
– Instead of having to attach a file to an email, you can send the web link to the relevant file and the recipient will have instant access.
– Your cloud storage can work as a backup to your hard drive. The storage providers’ servers are protected against natural disasters and are spread throughout different locations to ensure the information does not get compromised.
– The cost of cloud storage is significantly lower as you only pay for the size of storage you need, you do not have to invest in hardware and software and you also save on energy consumption.
(This could be a link to a blog post maybe? With a full article on what each company offers)
Popular cloud storage providers
This is the professional solution by Google and it offers more than email hosting with a variety of useful apps and features. There are three different plans for the Basic one which includes:
- A business email address through Gmail (ad-free version) with your domain name.
- “Hangouts Chat & Meet” for direct messaging and video calls that you can join directly from a Calendar event or email invite.
- Google Calendar with sharable options so that you can share one with your teammates and arrange meetings or schedule other tasks.
- Storage space (including Gmail’s mailbox size) per user with Google Drive so you can store, share and synchronize files across devices.
- Google docs, sheets and slides tools allow you to create online documents that you can edit with your colleagues at the same time. – 24/7 live support by phone, email or web.
Microsoft offers a bigger range of plans to suit different needs. From the very basic “Exchange Online 1” which offers a mailbox to every user, shared calendars, and anti-spam/anti-malware online protection, to more advanced business solutions via Office 365 Business Premium.
The plan that can be compared to G Suite’s basic plan is the “Office 365 Business Essentials” which includes:
- Email hosting with mailbox and custom email address with your domain name.
- Web and mobile versions of the Office applications (Outlook, Word, Excel and PowerPoint)
- OneDrive storage.
- “Microsoft teams” for chat and video meetings for up to 250 participants.
- Microsoft planner to manage and organize your teamwork.
- 24/7 live support by phone or web. Both companies offer administrative consoles where you can manage and control users, devices and security. If you are an individual or a small team with no in house IT support, we can manage this service on your behalf with our ongoing support packages.
Which cloud storage service should I choose?
Choosing between G Suite and Office 365 depends on your individual needs in the following areas:
If you are dealing with a vast amount of files and are in need of substantial storage space, then the G Suite Business plan would be most suitable for you as it offers unlimited amount of storage if you purchase the plan for more than 5 users.
If all you need is an email with your domain name and you are on a tight budget, then you can select the lightest version of Microsoft’s “Exchange Online 1“or for a little extra you can choose the Office 365 Business Essentials with a mailbox, unlimited archiving and cloud storage.
Ease of use
If MS Office is a necessity in your office and especially if you use many of its advanced features, then it’s best to choose one of the Office 365 business solutions which include the PC based office applications in order to avoid compatibility issues.
On the other hand, if you use different types of hardware and software within your company, then it might be easier to opt for the fully cloud-based Google Docs, sheets and slides offered on all the G Suite plans.
With the variety of plans and providers available in the market, choosing the right service might seem daunting but with our expertise, we can identify the plan that best suits your needs.
What happens to my existing emails and data if I change email hosting provider?
Once you decide to switch to a different email service provider, we can ensure a smooth transition for you by handling the migration of your e-mails, calendars and contacts to your new account and train you on how to get set up with your new client.
How many email addresses can I have?
In order to answer this question, you need to find out your custom needs. You must first figure out how many of your employees need to have a personal mailbox.
There are options to help your business look professional and well-organized without having to buy too many mailbox licenses.
Aliases are forwarding email addresses that get redirected to one primary email. For example, let’ s say that you create a primary email named [email protected]. You can also have aliases such as [email protected] and [email protected]. When someone sends an email to one of the 2 aliases then the email will be delivered to [email protected].
Bear in mind though, that any reply you send back will show the primary email address as the sender. G Suite allows 30 aliases per user and Office 365 up to 400!
Another solution that does not require a separate license is the “shared” mailbox.
A shared or collaborative mailbox, similar to the alias is a kind of account that does not have a username and password and thus it has to be connected to primary emails with different permission levels offered.
They can be used as a means to share customer service inquiries between different employees while still maintaining one contact address or they can also be used amongst company departments so the members can share the same calendar to manage their work and arrange meetings.
Contrary to aliases, any email sent from a shared inbox will display the actual shared address and not the primary email as the sender.
For larger companies, most of the providers offer complete solutions although some of them have limits regarding the maximum number of users. Microsoft’s Office 365 Business plans allow up to 300 users whereas Google’s G Suite has no such limit.
How to install my email address on my mobile and/or desktop
Before you configure your email on any device you must make sure you have:
- The email address you want to configure.
- The password. – Internet access.
POP3 & IMAP
On iPhone or iPad:
- Open settings.
- Select Account & Passwords.
- Tap Add Account.
- In the account options, select Other.
- Tap on Add Mail Account.
- Enter your new account details and then select Next.
- Select your type of email and tap the respective tab between IMAP & POP.
- Enter Incoming Mail Server information.
- Enter Outgoing Mail Server information.
- Tap Save. – Your account has been configured and is ready to use.
- Open Settings.
- Select Accounts and Backup.
- Tap Add Account.
- Tap on Email.
- From the options select Other.
- Enter your email address and password and tap Sign in/Next.
- Select the account type (IMAP or POP3).
- In the account info, change the username to be your full email address and confirm your password.
- Enter the Incoming Server info:
Security Type: SSL. (certificates question?)
- Enter Outgoing Server info:
Security Type: SSL.
POP3 & IMAP: 465
- Keep the authentication request to send emails turned on and make sure to replace the username with your email address and confirm your password.
- Tap Sign in/Next. Your account is ready for use.
On the desktop:
- Open Apple Mail.
- Click on Mail > Add account.
- Select Other account.
- Select the account type between POP and IMAP.
- Enter your email address.
- Choose the name you want displayed when you send an email.
- Enter your incoming server info.
- As a username type in your full email address.
- Fill in your password.
- On the outgoing mail server drop down menu select Add Server.
- Enter your server info, your full email address as your username, confirm your password and press OK .
- Open Outlook.
- Select file and then Add account.
- Select Other Account.
- Enter your email address.
- Type the name you want displayed when you send an email.
- Fill in your password.
- Click Sign in and wait for a few seconds for outlook to automatically set up your account.
- Once the account is set up, press Done to complete the configuration.