Best Cloud Based Email Services for Business

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For most businesses today, email is one of their primary communication methods.

With the best cloud email services, you’ll be able to achieve consistently:

 Brand awareness

 Customer acquisition

 Long-term customer retention

Moreover, email is critical for the lifeblood of any modern business.

According to a study conducted by the International Data Corporation (IDC), unexpected downtimes from application failures, such as email apps, cost over Fortune 1,000 companies an average of $1.25 billion to $2.5 billion — every year.

Worse still, those numbers do not include other costs, such as a business losing a significant number of customers, or suffering devastating destruction when it comes to customer relationships, due to a weak email handling service.

All this explains why you should not allow any room for error when selecting an email service for your business

In this article, I’ll talk about email systems and also review five of the best cloud based email services; you can use for effective communication when running a business.

6 Questions to Ask Before Choosing a Cloud-Based Email Service

Picking the right email service can be a demanding task, but knowing which features to search for, makes the process much simpler.

Since not all email platforms get developed with the same features, it’s important to go for one that resonates well with your needs and preferences.

Otherwise, a poor email service may put off potential customers and significantly hurt your bottom line. Therefore, it’s critical to think hard and carefully evaluate all the factors, when selecting an email account for your firm’s needs.

Here are six key questions to ask before settling on a cloud email platform.

1. What Goals Does My Business Want to Realize With an Email Service?

Clearly outlining your needs and goals can assist in choosing the best cloud email services for your business.

Goals Confucius


If the objectives are modest, and all you need is a primary email platform for sending and receiving just a few emails per week, the selection process isn’t going to be the same as someone who has thousands of customers.

Compare the features offered by an email service provider against your business’ goals. And, ensure the provider has sufficient features to meet your needs now and in the future.

For example, if you’re in the online retailer business, with an objective to drive sales via email, consider going for Google Apps or Zimbra.

Both email services are excellent for creating highly-convertible, email-based campaigns. Or, if you run an events-based business with multiple office locations, and need a solution that can easily interoperate with an existing email infrastructure, go for Cisco’s WebEx Mail.

2. What Are the Costs?

Go for a service that fits into a budget and will meet your business needs without breaking the bank.

Cloud Storage

Is it Worth the Money

If you choose a cloud computing email service that charges more than you can afford, failing to meet expenses will significantly deteriorate a business’s growth.

Similarly, going for a free email service to save on costs, can also hurt your brand, serious customers hardly trust businesses with general email addresses.

For example, instead of creating a free Gmail account with an email address such as, subscribe to Google Apps for Work. And secure a branded email address, like

And secure a branded email address, like, for around $5 per month.

A branded, personalized email address will assist in enhancing the perceived credibility of the business, which in turn ensures you maintain a competitive edge.

Most cloud-based email providers offer a free trial period or free service, which can be used to gauge whether the service suits your needs. After that, you can sign up either for the monthly or pay-as-you-go payment options.

Monthly prices can be determined based on the number of subscribers to your email list, the amount of storage allocated, or other factors. If you are not ready to make a monthly commitment, go for a provider with a pay-as-you-go model, and pay only for what you use.

If you are not ready to make a monthly commitment, go for a provider with a pay-as-you-go model, and pay only for what you use.

3. How Much Storage Space is Offered?

Another important factor to consider is the amount of expanded storage for emails and other documents.

A service with limited storage space will force you to delete potentially important messages whenever the inbox gets full.

When running a business that depends heavily on emails for communication, and archiving messages takes precedence over removing them, having an inbox that fills up quickly can be problematic.

So, the amount of space available is important. There are also other few related issues to take into consideration.

For instance, the maximum size allowed for an email attachment differ from one provider to another, with some providers limiting attachments at 10GB.

While others, enable users to send documents of up to 300GB, as long as the documents have been uploaded to the cloud.

4. How Secure is The Email Service?

The best cloud email services come with tight security, designed to ward off fraudulent and unauthorized activities.

With a proper email protection mechanism in place, you can effectively keep a business inbox safe, especially if you’re running a business that involves the exchange of sensitive information.

Cloud email services that are vulnerable to leaks can lead to massive financial and reputational losses.

For example, the Sony email hack of 2014lost the company more than $100 million. And, according to a recent survey, hacking attacks result in small businesses losing an average of $8,700 per year.

Therefore, ensure you go for an email platform that uses advanced techniques to safeguard its infrastructure and users’ information.



 Anti-spam filtering

 Multi-factor authentication

Should all be supported.

Furthermore, a vulnerable platform can lead to email downtime, which will severely hurt your business. It is important to find a cloud-based email service that guarantees an uptime of at least 99.9%.

To ensure your data is backed up appropriately in the cloud and is maximally available, settle for an email service with redundant servers in multiple locations. The service should have data loss prevention strategies and a team of dedicated experts continuously monitoring their servers for any issues.

5. Is The Email Service Easy to Use?

When choosing a cloud email service, opt for a solution that is simple to use and works for you, rather than against you.

A complicated email platform with a complex interface will not provide the flexibility needed to complete work promptly.

There’s nothing worse than a muddled business email inbox, which cannot facilitate sorting through messages quickly.

Pick a service that ensures emails appear correctly formatted, regardless of the device or platform subscribers view them on.

Your emails will be read on a broad range of devices, such as:




 Many others

To ensure there is no loss of formatting or content, select a service that enables email campaign previews on different platforms and devices.

So you can quickly make any changes before clicking the send button. Furthermore, you need a provider with excellent customer support, to offer prompt assistance whenever necessary.

The best services provide round-the-clock email, live chat, and phone support.

6. What Other Bonus Features Are Offered?

After you’ve selected a cloud-based email service that covers all the basics, look out for extra beneficial features that can increase your business’s productivity.

Most cloud-based email providers, such as PanTerra Networks, offer free, built-in analytics and reporting tools, which can assist in crafting engaging and high-converting email campaigns.

Also, the best cloud email services include additional features to help users collaborate with employees or colleagues. For example, Microsoft Exchange Online comes with Office 365 Groups, which allows teams to work together and share ideas quickly.

Cisco WebEx also has an extensive online meeting and collaboration toolset. Other beneficial bonus features you can find in top-tier email platforms include:

 Instant messaging

 Integrated video chat

 Email threading

 Professionally designed email templates

 Built-in social media marketing elements

Benefits of Cloud-Based Email Services

Numerous benefits are compelling businesses to shift their email services to the cloud. A cloud-based email model can address support and security issues, and restore sanity when it comes to handling communication problems in your business.

Here are some of the key advantages of adopting a cloud-based email service.

 Cost Savings

The opportunity to save on costs is perhaps the most significant advantage of using cloud email services.  Every business exists to make a profit while keeping expenses as low as possible.

With the best cloud email services, you can reduce significant capital costs and incur minimal in-house server storage and application expenses.

Traditional email services usually require on-premise infrastructure, which results in substantial operational costs, often running into thousands of dollars.

On the other hand, using a cloud-based email provider frees you up from exorbitant operational and maintenance costs. Furthermore, moving your business email activities to the cloud can result in increased efficiency and productivity.

Instead of spending a lot of time fiddling around with email issues, your IT staff can focus their energies on things that matter, like the growth of your business, and coffee breaks.

 Easier Manageability

Cloud email services offer improved and uncomplicated IT management capabilities. You won’t need to worry about complicated installation instructions, constant server maintenance, or other intricate stuff.

More so, you can get sufficient data storage that makes it easy to manage emails. I’ve experienced the woes of a limited email storage system and didn’t like it at all.

I used to spend about 20 minutes a day scouring my emails to free up space for new, more important ones. If you’re working with huge files on a daily basis, a storage limit of 500MB is but a drop in the ocean.

 Easier Disaster Recovery

Everyone dreads losing important files when disaster strikes, including me!

Think about it for a minute — a failure occurs and wipes every file and contract agreements stored in your email archives, how would such an incident affect your business’s bottom line?

With a cloud email service, software or hardware related disasters will not harm or delete any emails. Did you forget a work-issued laptop at home with important emails? No problem—just sign-in from any device and resume business as usual.

When emails are stored in the cloud, recovering data becomes an easy and worry-free affair.

Furthermore, the best cloud email services have implemented the latest security standards and industry certifications, to guarantee the safety of their clients’ data.

 Gain a Competitive Edge

Cloud-based email apps can help you maintain a competitive edge against rival businesses who are still using old-school, limited emails systems.

Besides the increase in efficiency, cloud email services enhance collaboration among colleagues and employees. People working in a team can instantly access the latest update on a project and respond appropriately.

What’s more, you’ll have access to video chatting and conferencing capabilities, alongside high storage capacity for enhanced communication within a business.

Consequently, with better communication mechanisms, customer relationships will be improved, and result in increased revenues for your business.


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Autor: By Alfrick Opidi

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