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A Guide to the Best Email Service for Business
10th June 2022

There may be lots of platforms we use to keep business communications flowing, but few if any are more important than email. For most workplaces, email has to be the main communication tool, so it stands to reason that you’ll be keen to learn which is the best email service for business use, so that you can make an informed decision as to which would better suit your needs.


The best email providers for business don’t just offer a tool to communicate. They also offer cloud storage, productivity tools, third party integrations and good safety protocols so that your data is kept safe, and you receive as little spam and potentially harmful mail as possible.


Here we’re taking a look two of what we believe to be the best email service for business use, as well as providing useful guidance as to the features you should be thinking about when choosing the right platform for your needs.


The 2 best email providers for business – in our opinion


Whilst there is quite a wide choice, in our opinion, the following are two of the best email providers for business.


1.       Microsoft 365


Microsoft 365 is a full suite of productivity tools. Depending on the level of subscription, it may include business email, calendars, file storage, Office apps and more.


There are four options, starting with Microsoft 365 Business Basic, which includes business class email; web and mobile versions of Office apps; a terabyte of cloud storage; chat, call and meet facilities for up to 300 attendees, and standard security. Office apps include Word, Excel, PowerPoint, Teams, Outlook, Exchange, OneDrive and SharePoint.


The second option is Microsoft 365 Business Standard, which includes everything in Business Basic, plus desktop versions of Office apps with premium features; webinar hosting; attendee registration and reporting tools, and customer appointment management. PC versions of Access and Publisher are also included.


Lastly, Microsoft 365 Business Premium includes everything in Business Standard, plus advanced security; access and data control, and cyber threat protection. Apps extend to Intune and Azure Information Protection.


Whilst Microsoft 365 is one of the pricier options, the fact is that is delivers value when it comes to collaborative tools. If productivity is high on your agenda, then MS 365 is likely to prove the best email service for business.


However, it is important to consider the fact that MS 365 doesn’t offer many third party integrations, which can make it something of a challenge to use if you rely on certain tools that it doesn’t work with.


2.       Microsoft Exchange Online


Microsoft Exchange Online is a cloud based email service, providing access to Contacts and Calendars as well as email.


It offers an excellent level of built-in security, ensuring your communications are protected against cyber threats and security breach attempts.


Scalability is another major benefit. With Hosted Exchange, you pay a monthly feel to access your emails, and that can expand as your business grows, with storage space rising to 100GB.


You’ll also benefit from automatic updates for the latest Exchange Server as soon as they are released.


There are two business plans to choose from. Exchange Online Plan 1 offers secure and reliable business class email, with a 50GB mailbox per user.


Exchange Online Plan 2 includes all the features of Plan 1, plus archive mailbox storage, hosted voicemail and data loss prevention.


If you are looking for Office apps, video conferencing and more as well as email, you’re best to consider Microsoft 365, which offers everything you get with Exchange Online Plan 1, plus all the features we’ve outlined above.


What to consider when choosing the best email service for your business?


It’s important to look for a business email provider that’s designed for business rather than personal use.


You’ll want a custom email domain so that you come across as trusted and professional, and a recognisable brand. Because the best email address for a business is one that includes the business name.


Spam filtering and security tools should also rank highly on your list of priorities. In the age of growing cyber threats, phishing scams, and denial of service attacks, it’s vital that your email service provider takes security seriously so that your communications are protected from hackers, and are spam free.


Storage is another major consideration. If you send and receive a large volume of emails, you’ll need to choose a business email plan that provides you with sufficient storage. Also consider the maximum file size you can send as an attachment. If you regularly need to send large files, a limit of anything below 25MB will be prohibitive.


Also think about tools, add-ons and integrations. If you are hot on productivity and collaboration, you’ll find such features highly beneficial.


Lastly, scalability is an important factor to think about when choosing the best email for business. Look at whether you’ll be able to upscale your email service as your business grows, because if you find you have to change provider, it could cost you in terms of time and money, as well as disrupting productivity as users learn a new system.


Weighing up your business email options? Take advice from PC Docs.


If you not sure which is the best email service for your business, talk to PC Docs. We’ll take as much time as we need to thoroughly understand your business and industry, so that we can make informed recommendations for you.


To learn more about how PC Docs can help you choose the right business email solution, please get in touch with our helpful experts, all dedicated to making sure you receive clear advice on your level.

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