10 Features of Right Business Email Service

In today's rapidly evolving digital landscape, traditional workplaces are being replaced by more flexible and accessible environments. Advances in digital technology have made effective sharing and collaboration vital for success, increasing the need for instant messaging and fast communication tools.

Email remains a fundamental element of effective business communication, crucial for collaboration and relationship-building within and outside the organization. Its speed and efficiency make it a preferred choice over phone calls in today's business environment.

A Business Email is a key component of a professional communication strategy. It enhances credibility, reinforces brand identity, and provides features that improve security, organization, and collaboration. Investing in a business email solution ensures that communications are professional, secure, and aligned with the company’s growth objectives.

Statista reports that the number of global email users reached 3.9 billion in 2020 and is expected to grow to 4.4 billion by 2024. The following image shows the increase in global email users from 2017 to 2024.

Importance of a Business Email

1. Professionalism and Credibility
2. Brand Identity and Recognition
3. Security and Control
4. Organized Communication
5. Professional Features and Tools
6. Legal and Compliance Considerations
7. Improved Deliverability and Reduced Spam
8. Customization and Flexibility
9. Scalability
10. Enhanced Collaboration

Email service providers (ESPs) are companies that deliver email services, such as sending, receiving, and storing emails. They also offer additional features like spam filtering, virus protection, tools for email marketing, and robust security measures.?

Popular email service providers are Google Workspace, Zoho Workplace, and Microsoft 365.

Google Workspace (formerly G Suite):

• Features: Offers a full suite of tools including Gmail for business, Google Drive, Google Docs, Sheets, Slides, and Google Meet. It's known for its intuitive interface, real-time collaboration, and strong integration with other applications.

• Best For: Businesses of all sizes looking for a dependable and easy-to-use email service with excellent collaboration features.

• Pricing: Begins at $6 per user per month for the Business Starter plan.

Microsoft 365:

• Features: Provides Outlook for email, Word, Excel, PowerPoint, OneDrive for storage, and Microsoft Teams for communication. Ideal for businesses already using Microsoft software, offering seamless integration and strong security.

• Best For: Organizations requiring comprehensive email and productivity tools with deep integration into Microsoft Office applications.

• Pricing: Starts at $6 per user per month for the Business Basic plan.

Zoho Workplace:

• Features: Includes Zoho Mail for business email, alongside apps for word processing, spreadsheets, presentations, and collaboration tools like Zoho Cliq and Zoho Meeting. Noted for being cost-effective with a broad range of business apps.
• Best For: Small to mid-sized businesses seeking a budget-friendly solution with a wide range of tools.
• Pricing: Starts at $1 per user per month for the Mail Lite plan.

Top 10 Feature and benefit to consider?

Email service providers offer a range of features tailored to different requirements, from basic email needs for individuals to comprehensive, secure solutions for businesses with integrated productivity tools. When selecting an email service, key factors to evaluate include security, user-friendliness, storage options, and integration capabilities.

Here are the top 10 factors to consider when choosing an email provider, with insights from popular services like Google Workspace, Zoho Workplace, and Microsoft 365:

Pricing and Plans

• Zoho Workplace: Starts at $1 per user per month, with higher tiers at $3 and $6 per user per month. A free plan is available for up to 5 users.

• Google Workspace: Begins at $6 per user per month for 30GB storage and basic features, with plans up to $18 per user per month for advanced capabilities.

• Microsoft 365: Offers plans starting at $6 per user per month, with more advanced options at $12.50 and $22 per user per month.

Email Features

• Storage: Zoho provides up to 5GB, Google Workspace offers up to 2TB, and Microsoft 365 starts with 50GB.

• Spam Filtering and Security: All providers offer strong security, with Microsoft 365 featuring advanced options for sensitive data.

Ease of Use

• Zoho Workplace: Clean interface with a possible learning curve.

• Google Workspace: Highly intuitive, especially for users familiar with Google tools.

• Microsoft 365: Familiar interface for users of Microsoft Office.

Integration with Other Tools

• Zoho Workplace: Integrates with over 50 third-party apps and its own suite.

• Google Workspace: Excellent integration with numerous third-party apps and custom options.

• Microsoft 365: Strong integration with Microsoft products and various third-party applications.

Collaboration Features

• Zoho Workplace: Provides tools for messaging, video conferencing, and document collaboration.

• Google Workspace: Known for real-time document editing and comprehensive communication tools.

• Microsoft 365: Offers extensive collaboration features, including Teams and real-time co-authoring.

Security and Compliance

• Zoho Workplace: Offers solid security features and GDPR compliance.

• Google Workspace: Advanced security measures and compliance with various standards.

• Microsoft 365: Provides advanced security and compliance tools, ideal for regulated industries.

Mobility and Accessibility

• Zoho Workplace: Mobile apps available for most functions.

• Google Workspace: Strong mobile app support and synchronization.

• Microsoft 365: Comprehensive mobile app offerings with seamless synchronization.

Customer Support

• Zoho Workplace: Offers email, phone, and live chat support, along with community resources.

• Google Workspace: Provides 24/7 support via various channels and a detailed help center.

• Microsoft 365: 24/7 support with extensive resources and premium options available.

Customization and Branding

• Zoho Workplace: Supports custom domains and interface branding.

• Google Workspace: Offers custom domains and branding features.

• Microsoft 365: Extensive customization options, including domains, templates, and workflows.

Storage and Archiving

• Zoho Workplace: Provides varying storage levels and archiving features.

• Google Workspace: Generous storage and robust archiving with Google Vault.

• Microsoft 365: Offers substantial storage and advanced archiving features, including e-discovery.

When selecting an email provider, consider not just the cost but also the value of the features to find the best fit for your needs.

Also read: Top 10 things to consider : How to choose the right business email?

Conclusion

Evaluating these ten factors—pricing and plans, email features, usability, tool integration, collaboration features, security and compliance, mobility and accessibility, customer support, customization and branding, and storage and archiving—will guide you in selecting the business email platform that best suits your organization’s requirements. Each platform offers distinct benefits, so a detailed evaluation of these elements will help you choose the most suitable email service for your business.

As observed from the above content, it can be observed that

• Small businesses with tight budget, who are looking for affordable email services, Zoho Workplace is a great option. as it provides cost-effective services.
• Google Workspace helps you to easily navigate through its apps, so any business is able to keep their data with cloud-based services, with its security features and easy data migration in case of any IT disaster.
• Microsoft 365 has better features than other two platforms discussed above. But a difficult navigation and complex UI , make it difficult for new and small businesses to go through. So those are already being engaged in Micrsoft 365 , should continue with the service provider.