Along with right domain name, & hosting; you also need a right Email Service Provider.
Having name[at]youdomainname[dot]com email address helps in branding, and sometimes may help you in putting that first Good Impression.
And, this blog post is to make sure, that finding the right solution for it doesn’t become a pain in the neck for you.
So today, let’s see, how you can host your Business Email (name[at]youdomainname[dot]com) with various types of Free & Paid Email Service (Hosting) Solutions.
And this, without compromising on Email Deliverability.
So, let’s get Started.
What are the ways to Host your Business Emails
- Hosting it with your Website Host
- Email Forwarders
- FREE Email Hosting via Business Email Providers
- Email hosting with Paid Email Hosting Providers
- Your Own Email Server
Which Email Hosting Option should I go For
Email Service Provider Solutions[Based on Type]
- Creating Business Email on Your Website’s Webhost
- Business Email Forwarders (FREE) – Third Party Websites
- [FREE] Email Service Provider Solutions
- [PAID] Email Service Provider Solutions
- Self Hosted Email Service
What are the ways to host your Business Emails
Mainly there are 5 ways people host Business Emails. Two of these are recommended. One is if you are going an extra mile and, two are just the tweaks to get things running.
These are as follows:
- Hosting it with your Website Host: Creating emails from your Hosting cPanel
This Generally works well if you only want to receive emails. Even receiving emails is dependent on Server Resource Consumption & Right Configuration. This option is Ok if you wouldn’t mind sending emails directly in Spam Folders.
- Email Forwarders
Email forwarders are virtual email addresses, that forward the incoming emails to your actual email addresses. There are two ways to do it. One is setting forwarding in Your Host’s cPanel, second is using third party services. Using this you can create alias email address, and forwarding all emails to your own email address. Overall this option is just a tweak, I wouldn’t recommend it as it is just extra pain in the neck to manage.
- FREE Email Hosting via Business Email Providers
When you are just starting & are low on Marketing Budget, this is the Free option that you can go for. Benefit of this type of hosting is that Delivering rate of emails is like any other normal Email clients you use e.g. Gmail, Yahoo, Naver, QQ etc. So, you don’t need to worry about whether your email is getting Delivered or not. Plus, you have features like Security, Native Email Apps & many more. Free Email hosting might come with some limitation depending on Provider e.g. on number of users, server space etc.
- Email hosting with Paid Email Hosting Providers
As the name suggests, it is the paid version of above with extra features. Usually it’s for Organizations / Businesses who have bigger team or people who have more needs than in Free Versions. Features & Price depends on Service Provider. This type of Email service providers give more control to Administrators & have more features e.g. Team call Conferencing Software, Additional Management Tools, Upgraded Space etc.
- Your Own Email Server
Having your own email server although is a rough task as it takes constant resources, but it does have its perks. These perks are Data Privacy, your own choice of Server, Underlying OS, Software, Antivirus, Level of Encryption, Policies and much more. If you have custom requirements with Data Privacy in mind, then may be having your own Server isn’t that bad of a Idea. This would come into picture for a Larger organization, or if you want to have some Fun with Email Hosting as well 🙂
Which Email Hosting Options should I go For:
Emails on Web Host / Email Forwarding / Email Hosting Solution (Free/Paid) / Your own Email Server?
I recommend going for FREE or Paid Email Hosting Solutions. Free option if you just starting, and Paid one if you are looking for a permanent solution on get go plus have some bucks to spend.
Using Email Service provider ensures that the email gets delivered to mailbox of receiver. Seems simple enough, the key matrix with Email Service Provider is:
- 99% Emails land in inbox tab when directly sent with Email Service Provider. Same like When you send emails from Gmail.
Which is the base requirement in my view when sending Business Emails.
If you are looking for more privacy & control over Emails, or want to have some fun while doing things; having your Own Email Server isn’t that bad of an idea. It can either be on a rented Server like Amazon EC2 Cloud, or may be a System of your Own. No matter which option you choose, it does take extra efforts & resources. So, this option is go for only when you need Data Security, or when you want to have things your way for Emails.
And, Say Nah Nah Nah to Emails on Web Host & Email Forwarding.
Problem with website hosting server is, that it is not made for Emails. Thus, most of the emails that are sent from hosting server are treated as spam. And email forwarding is just another temporary tweak.
These two options have low efficiency with no what so ever Email Delivery & Receiving control. In some cases, you might not even get to know if any issues arise in email system.
Email Service Provider Solutions [Based on Types]:
Let’s see all the options on providers & How to have name [at] youdomainname [dot] com email address.
#1 Creating Business Email on Your Website’s Webhost
As this option is for creating Business Email on your Websites host, there aren’t any addition setup required. Just make sure DNS is configured correctly (If we have used nameservers, then not a thing to worry), so emails can propagate.
Don’t worry if you are not a technique, try this one first. And if anything not working as expected, then Web host & Domain Registrar’s support would come into picture.
Or comment below, so I can help 😊
Without further ado, here’s the how to Create one for a general Webhost(s)
How to setup email on FreeHosting.com Cpanel email setup ( Free email hosting)
#2 Business Email Forwarders (FREE) – Third Party Websites
Business Email Forwarders are like Alias Emails for your domain. These would just forward the received emails to a different email address.
Following are the two examples & how to tutorials:
Improvemx can be used for creating Alias Email addresses, which can be forwarded to your gmail addresses. Here’s a how to video on same:
Another tool is mailgun, which can be used for creation email alias & forwarders. Here’s a quick tutorial on same:
#3 [FREE] Email Service Provider Solutions
1. Yandex Free Business Email Hosting (With your Domain)
So far, Yandex seems to be the best option for hosting your business emails for free. With Yandex, you can create 1000 email address for your Website / Business. This comes with an email app for iPhone & Android as well.
Pros:
- 1000 mailboxes per domain
- Apps for iPhone & Android
- Easy Mailbox Setup
- Security Features
Registration URL : https://connect.yandex.com/pdd_old/
Admin Access : https://passport.yandex.com/portal/home
DNS Record Edits How To : https://yandex.com/support/connect/dns/mx.html
How To Register Video:
2. Zoho’s Free Business Email Hosting for your Website
Zoho is one of the Email Service Provider Solutions you can try. In Free account, you get 5 Emails, and up to 5 GB space along with features as below.
Pros:
- 5 Email Accounts Free
- 5 GB Space for Emails & Files
- Apps for iPhone & Android
- Easy Mailbox Setup
- Security Features
Registration URL : https://www.zoho.com/mail/
Admin Access : My Profile >> My Control Panel or When logged in https://mail.zoho.com/cpanel/index.do#dashboard/general
Setup : Move to Setting up Zoho Mail on https://www.zoho.com/mail/help/complete-guide-to-setup-zohomail.html
How to Register Video:
#4 [PAID] Email Service Provider Solutions
For paid Email Service, here are the Providers that I recommend considering Security & Features in mind.
1. G-Suite for Business
G-Suite is most widely used Email Service Provider. With down to earth pricing, and powerful features like Google Meet, Docs, and with focus on Security as well.
You can get 14-day Free Trial of G-Suite at https://gsuite.google.co.in/intl/en_in/
2. Tutanota
Tutanota is an Email Service Provider which focuses on Security aspect. Thus, costs a bit more than usual Email Service Providers. Tutanota plans start from 12 Pounds, it’s features & Pricing can be seen at https://tutanota.com/pricing
3. ProtonMail
Even deep web users & hackers use ProtonMail which can tell the level of Security it has. For a custom domain or business email address, you will need to be on a paid plan. Details of which can be seen at https://protonmail.com/support/knowledge-base/paid-plans/
#5 Self Hosted Email Service
There are two ways to have your Self Hosted Email Server. First is renting a Cloud (Server) then building on Top of it. Second is, building it on your own System.
Renting a Cloud is an easier option as it doesn’t require you to maintain a 24*7 operating System, HA & DR or Auto Scaling. The only downside would be Security. It’s someone else’s server on Cloud. So, who knows who’s trying to get into your Email’s way using Brute Force, DDos, or using a known way at this moment.
Second one would be, building it on your own Computer. It requires resources, to keep that Internet & Computer ON 24*7 and no to mention the things with HA & DR, Scaling etc.
Reference Websites if you are looking for how to build one & more information:
1. https://helpdeskgeek.com/how-to/how-to-set-up-your-own-email-server/
2. https://www.linode.com/docs/email/running-a-mail-server/
Conclusion
Along with right domain name, & hosting; you also need a right Email Service Provider. So, you can focus on mainstream tasks in your Business. There are 5 ways you can have your Business Email associated with your domain name.
Starting with Free Email Service Providers e.g. Yandex or Zoho is way better than hosting it on your Website’s Webhost or creating an alias for email forwarding. If you have some extra bucks to spend on making it more efficient for your Team to communicate via Email, while having additional features to support their Basic Tasks. Then going for Paid Email Service Provider Account is a good choice.