04/12/2020

Email for business: Shared Hosting email vs Cloud Solutions

E-mail is still the most used form of communication with companies after many years. It is therefore important that messages travel from one server to another flawlessly. The most common solutions to this are either the one that came with the hosting hosting email, free @gmail.com, @outlook.com or something like that. The third option is a cloud solution like Google Workspace (formerly G Suite) or Microsoft Office 365.

In this article, we will review the main differences in these services and open up a little about email delivery and reception issues. We also answer the question: Why do emails I send always go to spam? This article does not discuss sending newsletters or large distributions.

Hosting e-mail

When you buy on your company's website hosting , so the same package usually includes: hosting Email. This is a cost-effective solution, and if the company's e-mail traffic is relatively low, then in many cases this works well enough. The main weakness of hosting email is occasional delivery issues.

Deliver e-mail successfully

To successfully access the recipient's mailbox and not directly to junk e-mail, the sending server must follow a few rules. Depending on the server of the receiving party, the settings and rules must be very strict in some cases. If the sending server does not comply with the terms of the receiving server, the sending IP address may be blacklisted.

hosting e-mail send test
Tuonetti in hosting the email complies with all modern email settings to ensure delivery of mail.

For example, Microsoft forces senders to follow really strict rules to deliver mail to mailboxes on their servers. A failed broadcast will be placed on the Microsoft Block list, where you can apply for deletion when the server complies with their terms again.

A hosting company has multiple users and usually only one IP address. Many public blocking listings work precisely based on the reputation of the IP address. If you send a lot of snum from an IP address, you will have to block the IP address. The biggest weakness of hosting email is that if another person using the same hosting company gets bore, then everything suffers.

hosting e-mail may be on the block list
The server hostname or IP address may be placed on a public block list. The blocking makes it significantly more difficult to deliver mail.

Web hosting email pros and cons

Pros

  • Affordable, included in the price of a hosting hotel.
  • Quick and easy deployment if the domain is ordered at the same time or from the same provider.
  • In most cases, you can use the e-mail program you want.
  • Easy to integrate with sending forms on a WordPress page, for example.

Cons

  • The deliverability of e-mails may be unreliable.
  • Other hosting customers can influence the reputation of the server's IP address. As a result, the server may be blocked.
  • Security may not be at the best level.
  • Spam filters can be too weak or too aggressive.

Summary

Hosting email is an easy way to get your business an email with your own domain. The price is low and the commissioning is often effortless. The delivery of emails can be easy and other customers of the hosting company can influence the reputation of the outgoing mail on the server. We recommend this solution when the company's main tool is not e-mail or the company's main industry is not to operate online.

Free email from Google or Microsoft

It is recommended that you create your own @gmail.com and @outlook.com e-mail addresses for your company. These make it easy to deploy Google and Microsoft services. For example [email protected], you can enable Google Analytics, Search Console, and My Business accounts with a different address. These accounts also work well as backup emails if, for example, hosting the e-mail is stale.

However, we do not recommend using free email for the company's main communications if the activity is any more serious. A company email with a free mail end does not communicate professionalism. Big players may well be alienting a company that only uses free @gmail.com or @outlook.com end email.

Pros and downs of free email

Pros

  • Free.
  • Easy and fast deployment.
  • The deliverability of emails is generally quite good.

Cons

  • Emails sent with large distributions are easily spam-fueled.
  • Doesn't look professional.

Summary

Free emails are often aimed at consumer use and don't provide businesses with important features. However, these services are very good to be in reserve if the main email for some reason does not work at a critical time. Generic @gmail.com or @outlook.com do not inspire confidence in other companies. Seriously consider whether you use a free email service for your company's main communications.

Google or Microsoft cloud solutions

Google is the biggest email broker in the world. Microsoft comes in second. I am sure that these two parties will know one thing or another about the delivery of e-mails. Both companies have very popular cloud services that also include business email. Both services are excellent in reputation and the deliverability of mail is first class. However, both services are clearly more pricey than, for example, hosting Email.

Both of these services operate in the same familiar environment as the free versions, but with their own domain name. For example, you can use the Gmail app that you know in Google's Workspace environment, but emails sent, for example, come from "[email protected]". These services usually also include team calendars, cloud storage, and lots of other cloud tools.

We act as the official Google Cloud Partner and deliver a Google Workspace business solution. Check out Google Workspace here.

Pros

  • Familiar free service environment, but with your own domain.
  • The deliverability of emails is at a good level.
  • Really effective and learning spam filters.
  • Group e-mail configuration and complex forwarding.
  • A really high level of security.
  • Easy to integrate with external services.

Cons

  • Price can be an obstacle for smaller entrepreneurs.
  • Commissioning can be more difficult, but with the help of a partner company, everything is handled effortlessly.

Summary

In almost any case, enterprise solutions offered by large companies are the best solution for managing the company's emails. If your business is primarily online, we strongly recommend choosing a better email environment. These cloud services also include a huge number of other tools that make the company's digital life much easier. We recommend getting to know and contacting a Finnish broker.

Find a Microsoft partner
Find a Google Cloud partner

The article was written by Tuomas Lindroos
Entrepreneur in the company Tuonetti - Turbo nerd web developer who specializes in creating websites and developing web servers.