What email should I use?
- Know your needs
- Select the proper service for your needs
- Understand that there may be other services connected to your email service that satisfy other needs
- Find the best combination of security & ease-of-use for your needs
Read on for more information, including info on our premium business email option!
Wondering what email should be used is really, really common among new website owners. It presents an interesting set of issues that were never considered, too, like ensuring the domain’s records are updated correctly, the domain is whitelisted as required, and the email relay is correctly configured on the website. I remember when I first started working on websites & had to deal with my first email records update – it quickly reduced me into a blubbering blob on the floor because none of it was intuitive to me! I had to tell the client that I wasn’t able to help them on the project & let that one go because we’ve always preferred doing what we do well than doing all the things poorly. Looking back at that instance, it’s amusing to me now, but it gives me some serious empathy for our less-than-technically-skilled clients on a daily basis!
Know your needs:
When we first started hosting websites, we offered free cPanel email because it was a feature that was already there on the client’s hosting account. Even though the included email shared hosting space, we figured that it would be easy enough to manage with our website clients & in the beginning that was true but as we began to take on more serious clients it rapidly began causing problems that impacted their ability to function – their hosting account filled up quickly, freezing their email & making it impossible to do anything on their websites, making it so they needed to increase their hosting plan to the next size or two up. They would change the account password & miss updating a device or two that the email account was installed on, which meant that the unchanged devices were sending (now) incorrect login credentials, so the server firewall interpreted that as a brute force attack & locked out the IP address that the “attack” was coming from which really frightened a few clients because it looked to them like their website was GONE. And then there’s the security aspect of free cPanel email – anyone that can access the hosting account can read any email on that account & there have been a few instances in the past where clients needed to get passwords changed yesterday to prevent a former employee or colleague from potentially causing any damage.
It was obvious that this would not fit the needs of anyone who was serious in business, so we decided to halt support for free cPanel email in favor of a more robust & secure email service, our Premium Business Email service (PBE).
I mentioned earlier that cPanel email shares disk space with websites on the hosting account & our hosting plans range from 1.5GB to 10GB in size. PBE provides each email account with 25GB of storage space, so that’s plenty of space to grow into & at the time of writing, PBE is $3/mo per email address. Considering that hosting starts, at time of writing, at $8/mo it’s kind of a given that the increased storage space & peace of mind knowing that PBE is hosted on a completely separate & secure server makes it a far better option.
What if your needs include other items, though, like cloud file storage & calendar interoperability? You’d probably be better off looking at G Suite for that. We’ve set up instances in the past where the user required unlimited cloud storage space as well as the ability for their appointment calendar to work with other apps, which is what makes G Suite so attractive. When you start looking at the difference in pricing between Google Drive storage via G Suite & other services like Dropbox, you realize very quickly that there’s just no contest … also the calendar makes it easy to set appointments with potential & current clients across the board using G Suite.
The difference in cost between PBE & G Suite or Office 365 is pretty significant, though, with PBE coming in at well under the cost of each account on either of the latter services.
What we’ve found is that most of our clients are either happy to have everything go through us so that they can have a single point of contact for all of their services or they opt for G Suite to take advantage of the additional services that it provides. We’re also much, much happier with our client satisfaction with PBE vs the old, free cPanel email – no more lockouts, yay!