All businesses are different with their own set of priorities related to email services. Depending on the size of the business, security requirements and technical staff onsite, some email services are better suited than others to meet a company’s specific requirements. Like any technical service, it is easy to overpay for features that may not be important for your business. That’s why it is so important to fully understand what your business needs before evaluating email services.
As always, it is a good idea to make a list of pros and cons for each service provider since there may not be a clear choice that is the obvious best plan.
G Suite is a popular choice for many business managers interested in a full-service option. There are many bells and whistles related to connecting team members to one another via a video conference using any device with a camera. It is easy to share information using a shared screen too. A definite selling point is the ease of use for impromptu meetings to review documents in real-time even in situations where you don’t have an internet connection.
Changes are automatically saved so that updates are automatic and everyone is on the same page. A built-in chat feature makes it easy to ask important questions.
G Suite is also ranked high as a security-conscious option. Users can depend on single sign-on and 2-step verification features to ensure the confidentiality of their data. The 24/7 Google support staff makes it easy to get help whenever you need it.
Voicemail transcriptions are also available for review. A sophisticated spam filter that uses AI keeps the junk mail to a minimum.
PC Magazine reports that the most noteworthy cons associated with using G Suite is its lack of compatibility with Microsoft Exchange and the occasional problem with calendar invites from servers outside of the company.
There is a 14-day free trial available so companies can give the service a try before making a commitment. There are three plans available with pricing that starts at a monthly rate of $6 per user. The premium package is $25 per user.
Rackspace offers mailboxes for as low as $2.99 per month with a minimum order requirement of four to get set up. Many small businesses appreciate the flexibility
this company offers knowing they can cancel the service at any time.
TechRadar points out that even the basic $2.99 monthly plan is accessible from webmail or mobile devices as well as Outlook. For an extra dollar more monthly, users receive an extra 5GB of storage totaling 30GB of storage instead of 25GB for the basic plan.
Another feature that consumers like is the 100% guarantee the service will be up and running every minute of every day. Customer support is available through Chat or by phone 24/7 every day of the year.
Unlimited storage is available for $6.99 a month. Additionally, there is a $10.99 plan that provides support for attachments and includes inboxes holding 100GB.
PC Magazine’s main criticism of Rackspace is that the user interface is unattractive and dated looking with domains that can be hard to manage on occasion.
Microsoft Office 365 has enjoyed wide acceptance as a leading business tool that has been around since 1992. Mailbox storage is 50GB for both the lowest standalone product and the premium package.
Starting at $4 per month per user for the basic Exchange Online Plan 1, subscribers get email hosting, a global address list and the ability to share calendars. Office 365 Business Premium plan offers a maximum of 300 email accounts for $12.50 per month for each user.
The $12.50 subscription price buys subscribers the Premium plan which offers many extra apps such as Team Chat, Video Conferencing, File Editing and Collaboration Capabilities, Intranet, a Calendar, File Storage and Sharing and an Internal Social Network.
One benefit of the subscription payment model as compared to a single payment and download plan is that subscribers can access files from any device with a web connection, without having to rely on software. This means that mobile devices and tablets can be easily used to get to data anywhere and at any time using a username and password.
Another upside to a subscription model is that updates can be made in real-time without having to buy a new software package.
PC Magazine’s only criticism of Microsoft Office 365 was that the spam filter can be a little over the top, filtering out data that you want.
A major benefit of Zoho Workplace is that there is a plan available that is free forever making this tool perfect for small businesses. There are never any ads allowed in any of the plans. Zoho Workplace is extremely versatile and facilitates collaboration between team members with email, a website, chat, and other communication and presentation tools.
Zoho’s tools enhance efficiency and are perfect for growing businesses who need the tools necessary to compete. When a company signs up for Zoho Workplace, they get Zoho Writer, Zoho Connect, Zoho Showtime, Zoho Mail, and Zoho Docs.
Email services are available for free or at nominal costs. Smart business managers can pick and choose based on their unique needs and budget.