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10 Factors to Consider when Choosing an Email Hosting Service

10 Factors to Consider when Choosing an Email Hosting Service

10 Factors to Consider when Choosing an Email Hosting Service Email correspondence has become indispensable for both modest and grand enterprises. Unlike yesteryears, most external and internal interactions are facilitated through emails due to their swiftness over phone calls.

Whether you favor Outlook, Zimbra, or IceWarp as your preferred mail solution, an email hosting service is essential to activate and utilize the email system.

Although numerous email hosting services abound in the marketplace, not all align with your business prerequisites. Thus, this blog post delineates ten factors you must consider when selecting email hosting services.

Selecting An Email Hosting Service – Ten Factors To Consider


Corporate communications frequently contain sensitive information that must be accessible solely to the intended recipient. Any laxity in email security can lead to data breaches, unauthorized access, and financial loss. Therefore, the security of your email hosting service should be your paramount concern when choosing a provider. Shun free email hosting services, as they typically lack the security features that reputable providers offer at reasonable rates. Opt instead for email hosting that complies with HIPAA and FISMA regulations for optimal security.

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Email serves as the cornerstone of business communications, enabling critical information to reach multiple users worldwide with a single click. Exemplary email hosting services grant businesses complete control over their email environment through round-the-clock chat, email, and voice support. Top-notch providers offer comprehensive assistance encompassing installation, troubleshooting, and maintenance. Additionally, dependable email hosting providers present an interactive, user-friendly web interface that allows users to create problem tickets swiftly, which the dedicated technical support team can then address.

10 Factors to Consider when Choosing an Email Hosting Service

Flexibility and Compatibility

Business owners cannot afford a dip in employee productivity; thus, an email solution must synchronize seamlessly with multiple devices for mobile operations. Whether your workforce comprises hundreds or millions, each employee should be able to access calendars, contacts, and shared folders with a few clicks, irrespective of their physical location. Furthermore, your email hosting provider should offer bundled benefits to help you scale as your business grows, avoiding the need to switch between multiple email solutions.

Optimum Storage and Archiving Functions

The sight of a “mailbox full” notification is a common frustration for business users, often occurring upon login or during work hours. Cluttered mailboxes hinder productivity, as users must delete messages to make space for new ones.

The repercussions can be severe if a user inadvertently deletes a crucial email. Reliable email hosting providers offer substantial email storage and archiving capabilities to ensure you no longer face cluttered mailboxes or email recovery issues. These features eliminate the need for bulky .pst files, allowing you to focus on more important matters.

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Service Availability

Many businesses operate on a “follow the sun” model, requiring email services to be available at all times without latency or significant issues. Even an hour of email downtime can cost thousands of dollars, depending on the organization’s size and operations.

Therefore, business owners should choose email hosting services that guarantee a financially backed SLA of 99.9 percent uptime. Trusted providers ensure email services are continuously operational, with any glitches addressed promptly.

Pricing Models and Budget Considerations

When selecting the most suitable email hosting service for your business, one of the critical factors to consider is the pricing model and budget constraints. The choice of an email service provider can significantly impact your organization’s communication efficiency and financial health.

Delve into the specifics of pricing plans offered by various services to make an informed decision. Assess your requirements, such as storage, user capacity, and additional features, to strike a balance between cost-effectiveness and service quality.

Partnering with a provider that aligns with your budget can enhance productivity and ensure seamless communication, ultimately benefiting your business.

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10 Factors to Consider when Choosing an Email Hosting Service

Scalability for Growing Businesses

Scalability is crucial for businesses with growth aspirations when selecting an email hosting service. As your company expands, so will your email communication needs. Choose a service that can seamlessly accommodate your evolving requirements.

The ideal provider should offer flexible options to easily add new users, increase storage capacity, and adapt to changing demands without disrupting operations.

Scalability ensures your email infrastructure can keep pace with your business’s growth, preventing bottlenecks and ensuring uninterrupted communication.

Data Backup and Disaster Recovery

Email hosting services play a vital role in safeguarding your organization’s valuable communication data. Evaluate a provider’s data backup and disaster recovery mechanisms.

Seek a provider that offers robust, automated backup solutions to protect against data loss due to unforeseen events, such as hardware failures or cyberattacks.

Additionally, a reliable disaster recovery plan ensures your email communication remains accessible during crises, enhancing your email infrastructure’s resilience and ensuring uninterrupted business operations.

Collaborative Tools and Integration

The chosen email hosting service should integrate seamlessly with other essential software and applications used in your business, such as calendars, document sharing, and project management tools. This integration boosts productivity and streamlines communication within your team.

Collaborative features like shared calendars and real-time document editing can significantly improve workflow efficiency. Assess the compatibility of email hosting services with your existing software stack and their ability to facilitate collaborative work within your organization to create a more efficient and connected work environment.

Customer Support and Service Level Agreements (SLAs)

Email hosting services underpin modern business communication, and any downtime or technical issues can significantly impact operations. Robust customer support is crucial to address potential problems promptly and efficiently.

Review the provider’s SLAs to understand the guarantees regarding uptime, response times, and issue resolution. A dependable email hosting service should offer 24/7 customer support, responsive technical assistance, and well-defined SLAs to minimize disruptions to your email services.

Prioritizing strong customer support and well-structured SLAs can make the difference between a smooth email experience and potential business interruptions.

The Bottom Line

As your business grows, so must the caliber of your email hosting services. With millions of emails exchanged daily, the risk of falling prey to hackers and web attackers is high without reliable email hosting.

If you believe low-cost email hosting can reduce business overheads, reconsider, as free services lack the necessary features to drive and protect your business communication.

If you seek competitive email hosting services, i2k2 Networks has you covered. Our IT professionals are dedicated to assisting you in every aspect of email hosting.