Businesses are aligning towards hosting their own emails. They feel it’s the magic bullet to a safe, private, and secure email experience. Unfortunately, it isn’t. Having a private email server to host your email might sound fancy on the surface. It could sound like sending and receiving letters on a small, isolated island with no people and animals around. But there are drawbacks, a lot of them, for that matter. Today, we’ll look at why hosting your own email is not recommended for small businesses.
1. Cumbersome setup process
First and foremost, setting up your own email servers is not easy. It requires proficiency and thus hosting your own email is not recommended. You need to know the ins and outs of how emails work, along with the technicalities of the backend. Though there are tools that allow you to host your email for free, they come with the following drawbacks:
- You’ll be exposed to security threats and vulnerabilities.
- You’ll receive a myriad of spam emails in your inbox.
- Your emails will end up in receivers’ spam boxes.
The third point is critical. Spam detectors and blacklists work on a merit-based system. The more your email address gets reported as spam, the higher chances it has to be blacklisted.
When you host your email, you’ll probably rent a server. Many server types are available, with shared servers being the cheapest. Since small businesses are looking for ways to reduce their costs, they subscribe to shared servers.
This means they’ll share their email server with other email users who’ve hosted their email. If one of the shared users has high spam reports, emails coming from you might also be marked as spam.
Dedicated servers are a better pick, but what about the extra work you’d need to put in? You’ll need to keep your email system on the server and look out for updates and maintenance. And if you’re not a techie, all of this will be overwhelming. You can, of course, hire IT experts, but then you’ll need to incur extra staffing costs. All these factors suggest that hosting your own email is not recommended.
2. Storage issues
Emails can eat up space quicker than you think. Most email users only access their primary inbox, and rightly so. If you have robust spam protection mechanisms in place, only relevant emails will land in your inbox.
But what about other inboxes, like Social, Promotions, Draft, and Spam? Most email users don’t check these inboxes. Emails, therefore, pile up and consume more storage. As a result, you end up paying for more storage space month after month.
Email hosting providers, like, Eltris, offer efficient inbox management capabilities. They regularly clear your spam boxes and old emails, so you don’t run into storage problems.
3. Painful migration
Setting up your own email host is just the beginning. You’ll now need to transfer all your contacts, emails, and email configurations to the new host. Besides, you’ll need to repeat the migration process every time you change your host.
And the migration process is by no means pleasant. Think about the work you’ll need to put in, let alone the overhead costs. This surely makes us think that hosting your own email is not recommended.
4. Security concerns
Your email defines you. It’s like your ID proof on the internet, your single contact with the digital world. What if it gets hacked? Imagine getting your Social Security Card or driver’s license stolen.
Having your emails hacked is even worse. Not only does the hacker get your personal information, but all your conversations and interactions will also be accessible. Someone can misuse your email account to send messages to your partners and clients under your name.
Enterprises have highly-skilled IT teams to keep an eye on such incidents. But what about small businesses? You probably don’t have an IT team looking into your email security, right? And when you host your email, you can’t expect security updates from the provider. All in all, your email is at a high risk of getting hacked.
Email service providers, on the other hand, offer strong email encryption, multi-factor authentication, spam filter, and virus protection. These companies invest in privacy and security to ensure your data and interactions remain secured.
Sadly, free services like Gmail and Yahoo aren’t completely secure either. When you sign up for them, you agree to share your private information, including your exchanges and interactions. Thus, these services collect your personal information and use it for targeted advertising.
5. All cookies in the same jar
No matter how renowned your web host is, nothing is certain in the online world. Browse through the best web hosting providers in the world, and they’ll offer 99.99% uptime. Some of them offer 100% as well, but it doesn’t mean your site will be up 100% of the time. There will come a time when your web host’s server will go down.
If you’ve hosted your email on the same server, your email will also go down. Your connection with the digital world will completely cease. You won’t be able to use your email. Your business will come to a halt.
When you host your email to another server, it doesn’t get affected by your web host. Even if your website goes down for an hour, your email will keep working.
So, what should you do?
Hosting your email is a bad idea if you don’t have the necessary resources, manpower, and knowledge. Setting up an email server, maintaining it, and updating it can be burdensome. Besides, it comes with various security and operational challenges.
The best pick is a dedicated email service provider like Eltris. Email clients take care of everything ranging from hosting to updates and maintenance. For a small subscription fee, you can get a secure, private, and efficient email experience.
Conclusion: Don’t host your email yourself
As discussed, hosting your email comes with various security concerns and additional costs. But even if these problems didn’t exist, why take the pain of managing a server and the costs and responsibilities associated with it? There are email service providers available that provide cutting-edge email hosting services.
Eltris, for example, offers flexible, cost-effective, and highly secure email hosting solutions. Check out Eltris now.