What is Business Email Hosting and its Benefits?

Want to increase conversations for your business? Email marketing is the answer. According to the estimation by an analytics firm, there will be over 3 billion email users by the end of 2020. Many consumers prefer receiving emails from companies they have done business with. So, it’s easy to understand why email promotions are important, even for a small business. There are different methods of choosing business email hosting. You can opt for emailing companies called email hosting services.

Email hosting service lets you send, receive, and also store emails on a server that’s been offered by a company. Generally, it comes with additional functionality such as file transfer, folder creation, and template usage.

In case you are wondering if you should use business email hosting, here are a few advantages to consider.

Business Email Hosting Improves Brand Consistency

Apart from making the email address appear professional, using your own domain helps in improving brand consistency. Being a small business, your primary aim of email marketing should be to get recognized.

In simple terms, it can serve as a testament to the brand if customers are quick to associate the products and services to the company name. This is also applicable to email. Inconsistencies in the brand can hamper your attempts to get exposure. 

Moreover, a robust brand will make your company assessable to prospective customers or clients. If they are unable to communicate with the brand, you might lose out on conversion that’s important to grow your business.

With email hosting, you can easily handle multiple addresses. For instance, you can create different accounts for support requests, marketing, and general contacts. So, you know you can connect with the right team member when required.

Increases Security of the Inbox

Email hosting will also provide you with the required security. Each feature that comes with is noteworthy. It comes with added measures to protect the email from cyber-attacks such as email spoofing, phishing, and hacking. With this, you will know your business emails won’t be compromised.

An email service that’s well-maintained and has been set up by professional, secure all your data. At some point in your business, you might have to send sensitive data to your customer or your team. Encryption of email data ensures it isn’t intercepted and read by hackers. This is a key security feature of business email hosting.

Email hosting services also offer value-added services like data backup or recovery solutions. Offsite backups, when taken regularly will protect your business from any data loss catastrophe in situations of an intentional file, or email deletion.

Grows with the Business and is Scalable

One of the most important aspects of any business is scalability. With an email server, you can meet both short and long term requirements. This includes increased storage capacity, dedicated customer support, and additional addresses to the domain.

If you have just started with the business and would like to expand in time to come, an email hosting service is the best choice to get a primary point of contact. You can scale the plans as per your business requirement. Also, an email host will offer additional security layers and high-performance.

Based on your email hosting plan, you can also create different accounts. No matter you create new branches to the website or add more employee addresses, it caters to the growing needs of your business. So, your email service will grow with your business.

Improves Business Productivity

If you plan on using just one email platform offered by an email hosting service, you can use the various features it offers. The email platforms come with productivity tools that have been included keeping the small businesses in mind.

For instance, you take the help of a video and audio conferencing service to organize online meetings with your team or clients. Usually, email service will offer cloud-based file storage, collaboration tools, document writing, and much more. A barebone email provider will not be able to compete with the additional features that are provided.

Business Email Hosting Provides More Uptime

Another benefit of an email hosting service is you have guarantees concerning uptime. This serves as a primary difference between a standard free email client and an email hosting solution.

You might not realize but uptime is crucial for a thriving business when it comes to team communications and customer service. For instance, someone is facing an issue that has to be addressed immediately, it is important that it gets to you, instantly. Downtime can lead to delays or loss of emails. This, in turn, can keep you from receiving important information.

To be successful, you have to be reliable and available to the customers when they require your immediate support. A good email hosting service offers a guarantee that ensures you always receive your emails on time.

Available at an Affordable Price and Saves Time

The money that you have to pay for the services and features you enjoy is worth it. You might feel that investing in an email hosting service is not worthy, but once you start using it, you will get to learn about the benefits it offers. It’s available at an affordable price. You can opt for a plan within your budget. There are specific email solutions for small businesses.

Time is valuable, and it is better to spend it on developing your business. Since the email hosting service takes care of the initial setup, general troubleshooting, email migration, etc. You don’t have to waste time or resources to take care of things that aren’t core business.

Bottom Line: Which Business Email Hosting is Best?

Sure there are a plethora of free business email hosting services where you can create an email account, but the benefit of a premium email hosting service like Eltris is extensive. With us, you don’t have to worry about the security and confidentiality of the data you share on your emails. Our basic hosting service is available at an affordable price with a 99.99% uptime guarantee. We are in business since 2001 and serving more than 65000 happy customers for 19 years.

What Should a Professional Email Address Look Like?

Most of the business users prefer professional emails as they provide a key to trust and credibility for any business. There are many benefits of having a professional email address. But the next big hurdle is to find the best professional email address for your business.

With so many permutations and combinations available to choose an email address, it becomes a difficult process. Thus, most users make common email username mistakes, like using a free service or including numbers in the email address. Though these mistakes are minuscule, they can have a substantial impact on your company’s image and credibility.

This article drives you through the rules of selecting a professional email address.

Importance of a Professional email address

Ever wondered why 93% of B2B marketers practice email marketing? As per a study by eMarketer, it’s the most influential way to reach your audience with a whopping ROI of 122%.

Before jumping into the actual rules of choosing an email address, let’s take a moment and discuss why you need a professional email address in the first place.

  • Helps maintain a professional image.
  • Demonstrates a clear link to your website.
  • Reduces the risk of being marked as spam.
  • Helps organize emails by purpose.
  • No storage space issue for large mailboxes.
  • Promotes collaboration within the organization.

Rules for selecting a professional email address

A business email address is more significant than you think. It gives your business a professional demeanor. With the right email address, you can build a solid first impression, ensuring your customers take your business seriously.

However, choosing the wrong domain or email username can have an entirely opposite effect. Your emails may end up in the spam box of your recipients. Not having the right email address can hurt your credibility and image.

Therefore, it’s critical to invest in a professional email service. That said, let’s delve into some rules to follow when selecting an email address for your business.

Gain trust with your domain

First things first, always use your own domain. It may be tempting for a startup owner to save a few bucks by option for free options like ‘@gmail.com.’ But they lack originality.

Let’s compare: [email protected] and [email protected]. Which one do you think is likely to get a better response to a sales email?

In addition to building trust and credibility, using your own domain also helps with consistent branding. When all your employees use an email with your domain, it builds brand awareness.

Use a standard email format

Username and display name are essential elements of a professional email address. The username is the first portion of the email address, such as “alex” in [email protected]. The display name is what appears in a recipient’s inbox, like Alex Camp.

To ensure credibility and consistency, choose a standard email format for all employee accounts. There are a few ways you can do this. For example:

Full names aren’t necessary

Full names may seem more professional, which they are, but you don’t necessarily need to mention them in email addresses. Focus on keeping the username short, concise, and easy to remember. As for the full name, mention it in the display name.

Exclude numbers in a professional email address

One of many reasons to not use free email services is the lack of availability of usernames. With so many email addresses registered with these providers, finding a username of your choice is difficult. You’ll therefore need to add numbers, like “[email protected],” and “[email protected].” Not only do numbers make your username look long and clunky, but they also hurt your credibility.

Numbers are fine if an email address is for casual uses. But for professional purposes, refrain from using numbers. If it’s absolutely necessary, use a full-stop or underscore.

Don’t use positions in a professional email address

Don’t put your employees’ designation in their email addresses. One reason is that it makes the username long and difficult to remember. Which one’s better: [email protected] or [email protected]? Second, it just stands out and indicates the skills a sender possesses.

All that matters to your recipients is the company from which they’re receiving the emails. They probably don’t care whether the sender is the CEO or an executive. So, why give extra, unnecessary information?

Use generic names for specific purposes

Generic business email addresses, like “[email protected]” and “[email protected]” are widespread in the web space. These email accounts make it easy for your customers to reach out to a certain department of a company. This approach is excellent for helping your customers contact your company for specific purposes, even if they don’t have reference to a particular person.

Avoid anything personal or unprofessional

As discussed, a professional email address should only give the information that a recipient needs to know – the sender’s name and company. Avoid adding any unprofessional or personal details in the email username. This goes for age, gender, religion, sexual orientation, etc.

Take note of case sensitivity

The domain name part of an email address is case insensitive. Therefore, [email protected] is the same as [email protected] or [email protected].

The username or mailbox part, however, is case sensitive. So, [email protected] is different from [email protected]. Be sure to keep this in mind when assigning professional email addresses to your employees.

Eltris: Your go-to email hosting solution

For the past two decades, Eltris has been the leading name in email hosting services. The service is powered by industry-standard CentOS 7 and cPanel servers to ensure 100% uptime, superior speed, and maximum security. 

Some key benefits of using Eltris are:

  • Email freedom – no mailbox limits
  • Quick, professional, and friendly customer support
  • Compatible with all major email platforms, like Outlook, Apple Mail, Thunderbird, etc.
  • Superior security capabilities – protection against viruses and malware
  • SMTP servers for 99.99% email deliverability

Check Out Eltris to redefine your business communications.

Wrapping up

Your professional email address is an emissary of your business. It facilitates powerful, consistent, and virtually free-of-cost branding.

The rules discussed above are not meant to restrict your creativity or imagination. But in most cases, sticking to rules and including only necessary information helps your emails look more professional and credible.

Why Do You Need a Domain Email Address?

Are you someone who has recently launched their carer or a startup? If yes, then you must be knowing the importance of sending business emails. All professional work-related projects and business endeavors requires a business email account with a domain email address.

Have you noticed that a lot of people who use emails for business-related purposes have their own domain name towards the end of their email address. Ever wondered why is this the case? It is a sign that distinguishes whether you are a professional or an amateur based on your domain email address.

Why should you use a domain email address?

In the corporate and business world, your website and email address holds utmost importance for your business. Your email address is another similar asset that heightens the perception of your business to your clients. That is why all reputed companies have their own domain email address. They also provide a new business email id to their employees who have recently joined their organization. 

Besides, your prospects expect you to have a professional website as well as a domain address in your email. It is something that subconsciously builds trust and gives a sense of legitimacy to your business. Sure you can use free email service providers. They are perfect to send personal emails and sign up to various websites on the internet. A free email service provider such as Gmail or Yahoo is not recommended for any business.

Just imagine that you get an email from your bank and it is from a Gmail account. Would you trust the information present in that email? If you receive such an email then it is definitely a scam. There are 100% chances that you would be right most of the time in detecting these scams. No legitimate professional organization uses a standard free email address for work-related purposes. 

A domain email address for your business separates itself from all of the amateurs that you are competing with. Even if your competitors have figured out other ways to engage their prospects, you have an advantage in terms of legitimacy when it comes to converting your prospect. A free email id is a clear red flag that your users will notice while having a conversation with you.

What special features do you get with a domain email address?

There are a number of features that you get with a professional domain address email id.

Security and Trust

You get to have more secure end-to-end encryption (if your service provider permits it) than most free email service providers. A domain email address is also a must-have for business owners that need everything organized across their company. In a survey, it was seen that nearly 75% of e-commerce shoppers in the US feel that a domain based email id that matches the domain of your website is a critical factor when it comes to trust between the retailer and customer.

Personalized email id

You can also assign various personalized email ids to your employees, departments, and other channels of communication. For example, you can have a separate email id for support and customer service. Use “[email protected]” for customer support and have another for sales such as “[email protected]“. The best part about having separate email id for various departments is that even though they are different email ids, you can still manage them under one platform in your admin settings. It is very easy to monitor all the activities taking place on these email ids. This ensures that you have a track of all the conversations taking place within your company.

If you have a small business, then you might not have too many departments in your company. If this is the case, then here is a great tip. Route all your email-ids in a way that whenever someone sends a support related email on the support email id, it gets routed to your primary id. And whenever someone sends any sales email to the sales department you still get it to your primary id, and so on with all the other departments. What this does is that it gives your company a sense of professionalism. It portrays that you are a big company that has organized departments within itself.

Complete Privacy

One of the biggest perks of using your own domain in the email address is to have the best privacy. Free email service providers like Gmail and Yahoo make you accept user agreements that essentially limits your privacy when you are using their email service. They have an incredible amount of user data on their servers. When you opt for an email service provider that is custom made according to your business needs, you don’t need to worry about your privacy. Only when your data is stored on a third-party server you have very little control over what it is being used for. 

Final Thoughts

There are a plethora of advantages of using your own domain email address if you are a professional. It not only sets you apart from the competition, but it also gives your company a lot of credibility and legitimacy in the eyes of your customers. You also get access to a lot of features and benefits that are not available with a free email service provider. Keep your company’s private data confidential and have better encryption for your emails by using a domain email address.