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Which Cloud Email Solution Is Best For Your Business?

While signing up for an email account for your business is easy, deciding on which one to use isn’t. There are so many things to consider. Read on and we’ll highlight 7 questions you should ask, and the features that 3 major email providers offer.

Have You Considered How You Use Email?

Before you choose an email solution, ask yourself these 7 important questions.

  1. Will it support your custom domain name and address?
  2. How much storage is available?
  3. Do they offer spam filtering, encryption, and message tracking?
  4. Do they promise guaranteed uptime?
  5. Will email be integrated into all of your Microsoft applications, such as Word, Excel, and PowerPoint, or are you using GSuite’s Google Drive, Applications, Teaming, and Conferencing?
  6. What key features do you need for your office collaboration? Features might include calendar sharing, shared mailboxes, application integration, file sharing, and cross-platform features.
  7. How does your organization need/want to access email? – web only, on mobile devices, via Outlook or Mac Mail?

These are just a few questions you’ll want to consider when choosing which business email solution to use.

What Cloud-Based Business Emails Are The Best To Consider?

There are 3 that we’d consider and that we feature here:

  1. Microsoft Office 365
  2. G Suite Business Email
  3. GoDaddy Email

We’ve listed some basic information below. Compare this against your organizations’ needs.

Microsoft Office 365

  • Pricing starts at $5 per mailbox per month.
  • A customized business email address.
  • Email storage (50 GB).
  • Includes Exchange (email), One-Drive, SharePoint, Skype for Business, and Microsoft Teams.
  • The security and interoperability of Microsoft.
  • 9% uptime guarantee.
  • FIPS and HIPAA compliant.
  • 24/7 technical support, via phone, and email.
  • Integration into all major mobile devices.

You may already be using some parts of Office 365 for its many features. If so, you know that you can use it to manage your emails, calendars, and contact info.  Office 365 email is also built into all major Microsoft Office products such as Word, Excel, PowerPoint, and others.  But there are many other great features that Office 365 email offers.

Does Office 365 Encrypt Emails?

In today’s security-conscious environment, sending personal information, contracts, account information, and other sensitive information in the unencrypted email is a major security violation.  Office 365 offers the opportunity to enable email encryption for an added fee.  Once this service is enabled, it’s very easy to use for both the sender and the receiver. To encrypt an email simply type the word encrypt in the subject line.  This tells Office 365 that the email should be encrypted – the receiver will get an email with an HTTPS hyperlink that will allow them to retrieve the secure email.

How Does Office 365 Help You Unclutter Your Inbox?

Several years ago, Office 365 introduced Clutter.  Clutter is an email sorting tool available only to Office 365 customers. Clutter moves your low-priority messages out of your Inbox and into a new folder called Clutter.  Clutter can easily scan for important messages, prioritizing them in your Inbox, while other emails are moved to Clutter and Junk Mail. Clutter analyzes your email habits and based on your past behavior, it determines the messages that you’re most likely to ignore, but which aren’t really junk mail.

Can Office 365 Help You Tell If Your Message Was Sent?

Office 365 can Trace Messages through the Office 365 admin portal.  This tool allows you to find all messages that were sent or received to an organization or individual and provides a report for each message. With Message Tracing, you can find out what happened to an email message by running a message trace in the Exchange Admin Center (EAC). After running the message trace, you can view the results in a list, and then view the details about a specific message. Message trace data is available for the past 90 days. If a message is more than 7 days old, the results can only be viewed in a downloadable format.

Do You Know About The Accessibility Checker in Office 365?

It’s relatively new. Here’s how it works.  Once you draft an email, you go to the Outlook 365 Email Ribbon and select Review>Check Accessibility. This checks the content in your email to make sure it’s more accessible for your recipients.

It checks for things like:

  • Alternative text for photos, visuals, shapes, groups, charts, and videos.
  • Hyperlinks
  • More accessible fonts.
  • Table headers and more.

G Suite Business Email

Google boasts that their G Suite Business Email Provides:

  • Plans starting at just $5.
  • A customized business email address.
  • A Google domain so you own your custom email address.
  • Google Drive storage (30 GB).
  • Gmail email, Video and Voice conferencing, Team Messaging, Shared Calendars
  • The security and interoperability of G Suite.
  • A 99.9% uptime guarantee.
  • 24/7 technical support, via phone, and email.
  • Integration into all major mobile devices.

After You Create Your G Suite Business Email Address:

  • You sign into Gmail with your username and password.
  • You continue to send and receive emails from the email address you prefer, whether it’s your business email or your original Gmail address.
  • All of your existing emails and contacts stay intact.

When setting up a business email address on G Suite, your first month’s bill includes:

  • G Suite (your business email service).
  • Your Google Domain.

Your subsequent monthly bills include G Suite with business email only. You must pay for the domain’s annual renewal separately.

Is It Easy To Search With G Suite Business Email?

Gmail search allows you to specifically filter your messages to locate and delete them by sender, file size, attachments, YouTube videos, or other links. Just type a command into the search bar followed by the keywords you’re looking for (ex: “from:mashable”) and Gmail will locate all related emails for you to review and potentially delete.

What If You Accidentally Press Send?

If you accidentally hit send on an email and you want to recall it, Gmail allows you to do this by simply clicking on the settings gear in the upper right-hand corner of your Gmail account. Select “Settings” from the drop-down menu and check the box labeled, “Enable Undo Send.” You’re then given the option to set a “send cancellation period” of either 5, 10, 20 or 30 seconds – we recommend the 5 seconds!

How Can You Organize Your Inbox Like A Pro?

Are you an email hoarder who refuses to delete messages? Labels are sort of like folders, but the good thing is that you can add multiple labels to a single email. To choose or create new labels, open an email and click the label tab next to the “More” option above the message. Once selected, the labels will show up beside the email subject. Clicking on the label will allow you to see all messages with that same label.

GoDaddy Email

Don’t be confused! GoDaddy offers two types of emails; one is owned and operated by GoDaddy, the other is a light version of Office 365 sold at a discount. What we are discussing is the owned and operated version of GoDaddy email.

With GoDaddy Email, you get Hosting, Web Security, and more. GoDaddy email comes with 24×7 technical support along with chat support.

GoDaddy says that it has the world’s largest cloud platform dedicated to independent and small businesses. They currently have 73 million domain names and more than 17 million customers worldwide.

GoDaddy can be used from any computer or mobile device. And their hosting service allows you to access your emails from wherever you are.

GoDaddy Email provides a professional URL of your website for your email account. This is how you would set up an email address like sales@yourbusinessurl.com.

GoDaddy Email Marketing is available with select Website Builder Plans which help you build a website within an hour.

GoDaddy says that every email will look great no matter whether they are viewed on a computer, smartphone, tablet, or laptop.

  • GoDaddy Email provides a 9% guaranteed uptime.
  • Storage plans range from 5 to 50 GB of storage/per user.

GoDaddy released an iOS app called GoDaddy DomainFinder which you can use to find and register domain names.

Features of Paid GoDaddy Email Service:

  • An HTML email creator providing templates and themes with photo modules and simple text to help you create full-color emails.
  • You can create your own email design or choose from a template.
  • Add your own photos or choose from GoDaddy’s stock images.

One drawback, GoDaddy Email isn’t as easy to customize as other email solutions.

We’ve just touched on the highlights here. There are so many similar features these and other providers offer.  Do some research and compare your needs against each cloud-based email solution to make the best decision for you and your organization. 

If you still have questions or need an expert to help migrate from your old email solution to an enterprise-class cloud solution contact NTConnections – serving the DC Metro Area.

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