Hello all! We know that emails have become a crucial part of our daily life. As a business owner, you might be using E-Mail service as a routine for communication with the clients. So, this communication process must remain secure because these E-mails may contain sensitive information. Generally, people use Gmail, Yahoo mail, Rediff mail service for communication purposes. But the question comes in mind, are they safe when you are sending secret information about your company?
Are you still using a free email service for your business communication? There are many companies which ignore paid email hosting service and prefer to use free service. As a business owner, you have to share various important company documents like proposals, client information or other important information via emails. This private information is saved in E-mails. There is a chance of data theft when you are using a free email service. Also, you will not get your company’s private domain name like email@example.com. There are some important drawbacks of free email hosting like E-Mail Hacking, Password theft, confidential information theft, etc. So to avoid such mishappening I would suggest you choose a best email hosting service instead of being relied on free email hosting service.
Before we examine email hosting features and tools, we should first examine the basic requirements for email, how email servers work, types of email configurations, ways to access emails over the server, different ways to access email services, advantages and features of email hosting for your business.
The Basic Requirements for an Email:
At its simplest, an email service provides five basic individual services:
1. A tool for an email composition
2. File attachment tool
3. A tool that sends the email, and together with any attachments
4. A tool that receives incoming email messages and attachments
5. A system for storing, archiving, and retrieving sent and received email messages
The core differences between various email service providers offer different levels of service, flexibility, extent, and limitations for each of these four basic requirements.
How does an Email Server Work?
For any email application or service to properly function, it requires several technologies working together efficiently and seamlessly. There’s the technology that allows you to input text; the technology that enables the addition of attached files; and (optionally) the technology that enables rich text formatting instead of plain text in the body of your email. However, none of those technologies would amount to more than basic word processing without the assistance of another major piece of technology: the email server.
As with any content that’s transmitted over the internet, your email messages are broken into much smaller bits called “packets.” Hitting the send button packages all those packets together and transmits them to your email provider’s email server. So an email server handles only email messages. In actuality, you have two servers: an outgoing server and an incoming server. When the email server “reads” the sender’s and recipient’s addresses in their email fields, the server makes a connection to the recipient’s email server.
It transmits the packets containing the header or metadata (i.e. the various fields that convey data about that specific piece of email) as well as the packets containing the actual message. In the email transmitting/receiving process, the email server contacts the DNS server for that address information. Then, that outgoing server hands over the email to the recipient’s incoming mail server. The server performs a quick “identity” check to make sure it should actually be routed to the intended recipient. Then the email is delivered into the recipient’s email inbox.
The Types of Email Configurations:
There are different protocols designed to handle the various parts of the email transaction process. The specific protocol used depends on which side of the transaction is being handled.
As transmission of data and content between two points via the web, email depends on the internet protocol suite — that is, the set of communications protocols that are used by computer networks, including the internet.
What is TCP/IP?
This suite of tools is called TCP/IP, based on two of the critical protocols that serve as the basis for the suite of protocols: the Transmission Control Protocol (TCP) and the Internet Protocol (IP). There are three basic TCP/IP protocols for email:
Let’s discuss them one by one:
Simple Mail Transfer Protocol is the standard for sending and receiving email over the internet. It is akin to HTTP, the standard for sending documents over the internet.
Fortunately, any hosting plan you consider will include SMTP access. It has to. Therefore, there is no need to verify that any hosting provider’s plan under consideration offers SMTP. It will be available to you.
Post Office Protocol is one of the two available client-server email protocols. POP3 is the third and most popular version of this protocol. There is also a POP4 that provides a handful of new commands to the existing standards of POP3 for slightly more functionality.
POP configurations essentially assign a “post office”-like role to the email server. In short, it relays messages, but it doesn’t retain copies of those messages. So your email management basically takes place in the email client itself, not the email server. This means a decreased drain on email server resources. The downside is that you lose the ability to sync an email account’s archives across multiple devices.
Internet Message Access Protocol is the other of the two client-server email protocols.
Unlike the POP configuration, the IMAP configuration means all the account’s messages stay stored on the email server, together with the metadata associated with each message and data about whether the email has been read or replied to.
Why Choose IMAP over Other Email Protocols?
If you want your employees or yourself to be able to access, work with, and retrieve email messages on numerous devices instead of just one. For example, you can check your mail on your laptop, and then re-read messages in that conversation on your Smartphone later without losing data or mistaking a read email for an unread one. This is why IMAP is best choice over other protocols.
Ways to Access Email:
To a large degree, how you access and interact with your email is a matter of preference. However, your options also depend in part on the type of email provider you select.
Email clients are applications that are installed on your local computer or mobile device, which downloads email messages from your email server to your drive.
This approach permits users to compose, send, store, retrieve, and read email messages whether or not there is an active, current internet connection. Of course, any email client will still require an internet connection at some point to send and retrieve those email messages, to begin with.
Examples of Email Clients
Examples of popular email clients include programs such as Apple’s Mail, Microsoft Outlook, and Thunderbird.
Webmail is simply an email system that requires the user to connect to their email via site loaded in a browser that’s connected to the internet.
Examples of Webmail:
Typically, many hosting companies will provide access to one or more webmail-based email software apps through the user’s cPanel or other types of user panel. Examples include Horde, Roundcube.
Basic Email-Related Hosting Features
Consider the following basic email hosting features before you select a final hosting provider.
- Number of Email Accounts
- Web Space
- Email Forwarding
- Auto Responders
- Spam Monitoring
The number of email accounts:
It can be tough to decide the right amount of email accounts you’ll require. Some hosting plans offer you limitations on a number of accounts whereas some plans will offer you unlimited email accounts features.
Provided Web Space:
Individual email message does not eat up large space but when there are more emails with big attachments, they will eat up a large space. Some hosting companies and plans put limits on available space, so be alert of them, before sign up.
Email Aliases and Email forwarding:
These features are related and help you ensure someone at your business sees all the email messages sent to your domain. Email aliasing allows you to “feed” multiple addresses into one account for simplified handling. Email forwarding literally “forwards” email messages from one address to another email address of your choice.
These are the computer programs that automatically answer e-mails sent to it. They can be very simple to quite complex. They are usually used as an email marketing tool to immediately provide the information to their referenced customers.
Spam Monitoring and Filtering:
Emails are susceptible to spam. Check for a web host that provides an effective spam filter. Spam filters detect and block spam from the incoming mailbox.
Considerations When Choosing an Email Host:
If you choose a web-based email provider, you won’t need to worry about choosing an email host. However, if you want a domain-based email address for your business, you will have to find a host that meets all your needs. There are several considerations to keep in mind when choosing a host for your email.
- The number of e-mail address you will need
- Types of files you plan to send
- How important it is that you avoid being marked as spam
- Archiving and storage needs
- Uptime and support
The Number of Email Addresses You Need
Two factors determine the space you need: the number of email addresses you expect and the amount/size of attachments you expect to send. If you expect to need 30 email addresses for your employees, you’ll need more space than someone who works solo. Additionally, the kinds of files you plan to send are important.
Types of Files You Plan to Send:
Files such as images (JPGs, PNGs, etc.), audio files, and PDFs can take up quite a bit of storage space. Keep in mind that if your business regularly sends large files like these you’ll need more storage
Don’t get blacklisted:
It is absolutely critical that your email messages get delivered properly, consider a VPS or dedicated plan. Remember that if you’re on a shared hosting plan, you and every other person with files on that server have the same IP address. If someone on your server is a committed spammer, everyone on the server can wind up being added to a blacklist. That won’t happen if you use a VPS or dedicated server. You’ll be assigned a unique IP address.
Archiving and Storage Needs:
If you’re planning to use IMAP, your server will be retaining copies of all email messages sent and received. This will additionally tax your server storage allotment and should be considered when choosing an email host.
Uptime and Support:
If your business relies heavily on email, then you will need to look for an email host that offers easily accessible and round the clock support service and a solid Up-time guarantee.
Advantages of E-mail hosting:
When you use a custom domain name, it will allow your customers to know definitely with whom they are dealing with. Because the domain name is your property and is managed by you, it would be hard for someone to misrepresent you as belonging to your company.
Good First Impression:
Success at a professional level is linked to a serious image that also affects communication by email. That is why, in front of those suppliers with a generic domain name that does not allow recognition, companies and freelancers ensure, through a personal domain, their own address that makes reference, either to the person in charge of a certain service or to the service linked to the email address.
Data protection is a top concern for nearly every business, and users are utilizing email to send important materials. This needs a secure communication to ensure that company-owned resources and information remain protected.
Never run out of inbox space:
Usually, the available space in the inbox is filling up quickly, but you have important information and files stored there. You have to determine which messages to be deleted, taking back up of other messages or finding other solutions entirely. Hosted email services help put this problem to rest with scalable resources that can be increased on demand. If you’re nearing capacity, you can simply reach out to your hosted email provider to increase the available space. It also means you can keep all those important work files, as well as all other messages your co-worker likes to send.
Hiring professionals is very cost-effective as they save your money for spending additional resources on installing mail servers and maintaining technical teams to run them. Businesses get more recognition with email hosting as their email address contains their business domain name.
Address book makes it easier for the users to save contacts and then recover them easily. Both public and shared address books which offer access to the public network directories that are provided by most of the email hosting services.
Hostripples E-Mail Hosting Service:
Hostripples offers a professional Email hosting service that operates and rents out email servers. The servers are mainly responsible for managing all the data from incoming and outgoing emails. It is really beneficial for businesses for setting up email addresses with their business domain names. It is observed that success at a professional level is linked with communication by email service. With Hostripples hosted emails, you can get firewall protection, secure HTTPS connections, SSL encryption, and spam and antivirus filtering to help ensure that even the most determined unauthorized user is kept out.
With Hostripples, you don’t have to worry about its deployment. Their turn-keyed product will be up and running in no time.
Strong Spam Filters:
Anti-spam measures & advanced analysis techniques ensure minimum spam gets to your mailbox.
Inbuilt Virus Protection:
Your email accounts are secured by their advanced anti-virus filters that keep malware and virus at the bay.
24×7 Support Team:
Hostripples technical expert’s team is happy to help you. You can call or chat with them at any time they are operational 365x24x7.
They provide 5GB email storage for your emails. If this storage is not enough for your requirement, you can either delete emails to create more space or purchase additional storage, to create free space in the account.
Access your email accounts on any Smartphone or tablet or computer. Also, you can access on any preferred application like Outlook, Thunderbird, webmail, etc.
Webmail is available in more than languages including English, French, Spanish, German, and Brazilian Portuguese.
99.9% Server Uptime and Guarantee:
Their advanced email storage guarantees zero data loss and redundancy, along with 99.9% server uptime.
Every Business requires emails for communication with its clients, partners, and resellers. I hope you have find out this article useful and got the idea to choose best email hosting service. If your business needs a secure and reliable email hosting service without any hassle and affordable server cost, then Hostripples email hosting is the best choice to make!