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Business Email Services: What Does Your Business Need?

Business Email Services: What Does Your Business Need?

From Gmail to Microsoft Exchange, the list of email service options may seem overwhelming. For business owners, understanding the differences between the email services is essential before making a decision for your business.

Your business needs email access and professional addresses for correspondence related to your services. While a free email service may be appealing, according to our expert Managed IT Service team at Bit-Wizards, it may not be the best choice for your business.
 

Benefits of Business-Class Email

Brand Image and Trust

Business-class email is vital to the success of your company and helps to the profile of your company. Establishing a professional domain for your business builds trust and credibility with your customers immediately. According to GoDaddy, 75% of U.S. ecommerce customers believe domain-based emails make a business appear more trustworthy.

First impressions are important, and a private or professional email coming from a generic domain name can spark concerns about a lack of security. When it comes to asking clients to send information or share files, they are more likely to be skeptical if your email does not originate from your professional domain.
 

Security

While a business domain appears more professional and trustworthy from a branding standpoint, there are actual security benefits to using a business-class email solution. Business-class email provides you will access to email encryption, which keeps vital and private conversations, private. Many business email providers offer additional anti-virus and anti-malware features built-in, which reduces the risk of falling victim to a malicious attack such as ransomware.
 

Integrations & Add-Ins with Other Productivity Tools

When you combine a business-class email service with a business-class email client, such as Microsoft Outlook, you gain productivity advantages through the ability to integrate with other tools.  Attaching documents between Outlook and Microsoft Office is simple, as it will suggest the most recent documents. Additionally, there are other options for add-ins and integrations with tools like HubSpot, Teams, RingCentral, Zendesk, and SalesForce.

Ease of User Management

The more employees you hire, the more email addresses you require, and someone will have to add and manage those. When you go with a business-class email system, you are investing in a long-term solution. Companies like Microsoft have built their tools with scale and user-management in mind.
 

How to Migrate to Business-Class Email

The task of migrating your email probably seems like a mountain of a job. Depending on the number of users in your company and what kind of email you are using currently, it could be complicated.
 
  1. Begin with research into what migration options are available to you, based on what type of email service you currently use. Most email services are set up differently and present their own set of challenges when deciding to migrate.
  2. Take note of how many users you have, as well as their mailbox size. Some migration plans have size limitations when it comes to individual mailboxes.
  3. Review how you want to use email within your organization. The integration of email with workflows and other services will determine what type of licensing to purchase for your users.
  4. Document the steps you found in the research and make a list of what to do and what order to do it.
  5. Set a tentative date for your migration. These kinds of migrations are best done after business hours to minimize the risk of an interruption of service. When setting your date, ensure you consider the number of days it takes to migrate a mailbox. Depending on size, mailboxes can take several days to migrate fully.
  6. Once you have a plan, you need to communicate that plan to your company so that everyone is aware of the migration. Be sure to include information on what tasks users need to complete to ensure a successful migration. As well as who to contact if they have technical problems after the migration. 
  7. Perform a small test migration with a test account to ensure you have not missed any steps.
  8. Finalize the date for migration and send a reminder email to your company.
  9. Migrate!

We do a ton of email migrations, so if you're feeling a little overwhelmed but want to make the transition to a business-class email, we can help.
 
  If you need IT help now, get in touch here. 

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Author

Jason Monroe, Senior Solution Consultant
Jason M. Monroe

Senior Solution Consultant

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