Email Hosting and Hosting Services Explained In Detail

You might have already heard about web hosting. It is an essential need for online businesses. But have you really considered how to manage your business communications? Sure, there are ample free options to choose from. But is it really a good option when it comes to business email. Managing communications for your business can be best done with email hosting.

What is Email Hosting?

It is a service where the email hosting provider allows you to create customized email names as per your domain address. You either rent or buy the server from the host. It’s the server that handles sending and receiving email data.

The server is rented out to businesses only for hosting emails. Businesses use it to set up their email addresses through a domain name. As emails are sent directly through the server, rather than free webmail sites, the service is unique.

Different Types of Hosting Services

Being a business owner, you might have to deal with different online services. In this section, we will take a look at the 3 most commonly used services. 

  1. Web Hosting: Web hosting is behind the existence of the website. It houses the website and maintains its connection to the internet. 
  2. Domain Hosting: It is one of the most important services that help the website get up and running. The domain is a unique name identifying the website. 
  3. Email Hosting: It is sometimes included in the web hosting package. But it is actually a separate service that helps in setting up a custom email address. Businesses use it to send and receive the email. The email domain names usually match the website.

Albeit, people get web hosting and an email hosting from the same provider, it is not obligatory. You can also get the email service alone without the website. 

You might be thinking, why you should choose an email hosting solution when you can always use a free provider out there. 

Well, the benefits of choosing an email hosting service are endless. Let’s take a look at the few benefits it offers. 

Benefits of An Email Hosting Service

  • Having your own domain for the business enhances brand consistency. It can also make you look more professional. In simple words, it serves as a testament to your business and helps your customers to recognize you immediately. 
  • It is scalable and is going to enlarge with your business. Scalability is important for all aspects of a business. If you get an email server, you can meet your short, as well as long term requirements. This includes customer support, better storage capacity, and adding more addresses to the domain. 
  • It increases the security of the inbox. With increasing data breaches in recent times and 90% cyber attacks coming via emails, it is understandably the priority for many businesses to protect their data. Email hosting encrypts your emails. Thus, it can’t be intercepted by third-parties. 
  • Another great benefit is you can expect to enjoy more uptime. This can be a big difference between an email hosting solution and a regular free email client.
  • You can have better control over the services you are receiving. Since you are a paying customer, you are going to have better control over the support staff. So, you can get in touch with them when you face any problem. 
  • Email hosting services come with a wide range of options that will improve your workflow. It comes with tools that can be invaluable for your business. Hence, it is always wise to consider the functionality offered by the email hosting services to round out the arsenal. 

Features to Look for in an Email Hosting Service

Now you know how an email hosting service can benefit your business. Here are a few features provided by email hosting services that you need to consider taking advantage of. 

  • Multiple Mailboxes: Do you have a small business? Is it growing? You need to make sure you can develop mailboxes on the fly. So, check if your provider is giving you all the mailboxes you require, to support business operations.
  • Online Archiving: If you have access to your online email record, you can get a historical record of email transactions of your business. A good email hosting service like Eltris will provide 5-10 years of backup. Use it whenever you want to check the archives through the login portal. 
  • Mailbox Storage: Learn about your mailbox limit. Usually, the mailbox of a business needs to store large files and multiple emails. Hence, it is necessary to ensure that your mailbox storage is sufficient for you. 
  • Bundle Deals: Try considering an email hosting like Eltris that offers lifetime free services for a one-time payment of $299 for 10GB storage and $499 for 100GB storage. 
  • Scalability: You don’t actually know how many mailboxes or how much storage you require for your online business. If you have multiple email addresses, it will help in streamlining your business operation and improve your business image. However, the email accounts add up pretty quickly. Emails with large attachments tend to fill up the storage space faster. So, it is better to go for an email hosting provider that will meet your business requirements.

So, prior to choosing the right service provider, it is necessary to understand the technical terms. Know what you are signing up for. 

Choosing the Right Email Hosting Service for Your Business

If you know the different types of email hosting services available and understand the hosting options, it is actually quite simple. 

But before you choose the right one for your business, it is necessary to check the email hosting features. Make sure it caters to your business requirement. 

For example, Eltris provides excellent features for small businesses as well as enterprises. You can easily sign up and get your professional email address today.

What is an Email Signature and How to Use it Correctly?

Your email signature is more than your name, title, and contact information. It’s a part of your branding. An alluring signature can make all the difference to whether a recipient acknowledges or ignores your message.

In this guide, we’ll take a close look at email signatures. We’ll discuss the essential elements a signature should have, along with some useful signature design tips. Let’s get started.

What is an email signature?

An email signature is a text that displays at the end of your email message. Once you set your email signature, it will automatically appear towards the end of every email you send. Therefore, it’s also known as the email footer. 

The purpose of an email signature is to give the recipient the basic information about the sender. This includes the name, email address, phone number, or other business contact information. 

Creating a business signature may seem superfluous. In fact, most people don’t even include a custom signature in their emails. But it can make a huge difference in your branding. It is a part of your brand image, which is more than just your name and position.

Elements of a good email signature

The sole purpose is to provide the recipient with the necessary information of the sender. So, as long as your signature tells who you are and who you represent, you’re good to go. But adding some extra elements can truly enhance your signature and take your branding to the next level. 

That said, let’s delve into some essential components a business email signature should have. 

  • Name, title, and company: In any case, your signature should always have your name. If you’re representing a company, make sure to include the company name and your title. 
  • Contact information: In addition to your email address, provide information like your business contact number and website. Including your email address is not necessary because your sender will already be aware of it. 
  • Social links: We all have social profiles. And social media is becoming increasingly popular for business communications. If you have any relevant social profiles, like LinkedIn or Facebook, include them in your signature. However, avoid adding frivolous accounts, like TikTok or Pinterest. 
  • Responsive design: More than 60% of people access emails from a smartphone. Your email signature may look great on a desktop screen, but not so great on a smaller screen. Ensure your signature has a responsive design, so it’s easily accessible by both mobile and desktop users.
  • Logo and photo (optional): Including a logo of your business or company can add to your branding and credibility. Some email signatures even include the image of a sender. If you want your signature to look more visual, having a logo or photo can help.

The best email signature tips

Some email service providers like Eltris offer a myriad of signature templates and design options. However, sometimes this can be overwhelming as you’ll have so much to choose from.

To avoid this, stick to these email signature tips. 

1. Keep it simple

Less is more” applies here. If your signature is too fancy or contains too much information, it can distract your recipient. 

Use a clear, simple email format that provides the necessary information in a simple, minimalistic way.

2. Go social

As discussed, social media is becoming the cornerstone of business communications. 84% of C-level/vice president executives use social media to support purchase decisions. Therefore, building social media connections can play a pivotal role in nurturing business relationships.

In your signature, be sure to link to your professional account only. For example, if you use Instagram to post cat photos and cooking videos, it’s better to keep it away from your signature. Ideally, including your LinkedIn and Twitter accounts is most suitable. 

3. The right photo

Using an image is optional, but if you use one, make sure it looks professional. Don’t use selfies and strictly avoid group photos. An ideal email signature photo should comply with the following rules.

  • Keep it small and quick to load
  • Have a neutral photo background – black, white, or any subtle color
  • Dress formally and be well-groomed
  • Use a passport-size photo of the upper part of your body

4. Use color wisely

Adding some colors to your signature can help it stand out and draw attention. But going overboard with colors can make your signature look sloppy and childish. 

Use only one color or maximum of two colors that complement each other. Don’t use clashing color combinations like purple and orange. If you’re a creative professional, like a designer, you can get away with brighter colors. Otherwise, stick to subtle tones. 

Lastly, make sure the colors align with your branded materials, like your website, brochures, and business cards. 

5. Go bold with black and white

If signature colors are confusing you, here’s a hack. Opt for a black and white signature. You can either have a black background and white text, or vice versa. Even though flashy colors are becoming increasingly popular, there’s nothing classier, bolder, and crispier than the black-white duo. 

6. Choose the right email provider

Free services like Gmail and Outlook don’t provide many email signature options. If you’re looking to enhance your branding with your signature, opt for dedicated email providers. Eltris, for example, offers more than 50 templates to help you design your perfect corporate email signature.

Wrapping up: What is an email signature

An email signature is simply an email footer that is displayed towards the end of your emails. It includes your basic information, including name, title, company, and contact details.

However, the primary objective of an email signature is branding and credibility. A professional signature communicates trustworthiness. It catches the readers’ eyes and encourages them to respond and take action. 

So, be sure to include a signature the next time you send an email.

Also, don’t forget to checkout Eltris for high-quality email hosting services with seamless signature design options.