All About Email Hosting

In today’s time, email plays a very significant role in any online business. One as a business owner uses emails regularly for carrying out conversations with their clients. So, it becomes important to secure this conversation considering business deals is done through mails. Today, many email users ignore the paid mail hosting services and always opt for a free email hosting service. As an entrepreneur, you need to share several key documents like- invoices, bills, client contacts or even other information via the mail channel.

email hosting

This information also tends to be stored on the user mail account. Thus, one can’t look to lose customers, potential clients, by using generic mail id. There might be several email-related scenarios that can affect one’s business. Some of these scenarios could be inclusive of- email hacking, stealing of passwords or even accidental password forgets. For a prompt and trusted resolution of the mentioned issues, one definitely needs to have a secured email hosting service provider.

What is Email Hosting?

Email hosting refers to a Web or Internet hosting service that rents out and operates the mail servers. Email hosting services are premium services and differ from the free mail service providers like Gmail and Yahoo. These mail hosting providers look to address more demanding users such as high-traffic mails for small & medium-sized businesses (SMBs) that look to have their own domain names to uniquely distinguish them. On the contrary, large enterprises tend to host their own mail servers and let go of the email hosting services. The business clients just need to connect the registered domain name with their mail servers. This combination can then be used for generating a unique set of usernames for every email user that looks to access the server. With a paid email hosting, the user gets a more reliable and efficient service with a paid email hosting.

Types of Mail Servers

  • POP3 Mail Server

POP3 or Post Office Protocol is a type of mail server that is used by the Internet Service Providers with the mail accounts along with Internet service. POP3 servers will be storing the incoming mail messages over a remote server till the time the user opens a mail client software to check the mail. The messages are then restored from the web server, transferred to the user’s system and then deleted off the server for making space the new incoming messages.

  • IMAP Mail Hosting

In the case of an IMAP mail hosting, the mail server gets synced with the software present on the user machine, thereby allowing the user to view the mail as it remains on the server. The user also gets a uniformed view of the mail using IMAP, allowing the user with a consistency to view the same mail and folders whenever and wherever he accesses his mail. As everything is stored on the server, the user can save the draft and sent mails on the server using the IMAP for recovering them from any client device.

Why Email Hosting is Needed?

Email hosting has become a crucial aspect of the modern-day enterprise communication infrastructure. So, following are some reasons why a business needs to have an email hosting service-

  • Crafting Brand Image

When a hosted email service is used, it conveys professionalism and helps in building trust. With a hosted mail id, the users are leveraged with specialized mail IDs the branding of the company’s name gets prominently featured. This can go besides a simple signature assuring the customers that they represent a reputed and well-established brand.

  • More Security

With a hosted email service in place, the system administrators need to less worry about the attachments being sent and can focus on more key business processes. Any hosted email service providers ensure that its customers get firewall protection, secured HTTPS connections, SSL encryption along with spam and antivirus filtering to remove any kind of unauthorized use.

Benefits of Email Hosting

  • Security

The mail service that is offered by a professional mail hosting service comes with industry-set standard encryption. Because of this, it is ensured that the data being sent to or from the server remains encrypted whenever the user does sign in or logs out of the moment. Thus, sensitive data isn’t intercepted or breached. One always gets secured access using the POP or IMAP coupled with email hosting solutions.

  • More Disk Space

The email hosting providers provide a sufficient amount of storage space post-signing-up. The storage can vary from provider to provider as some may offer storage in MB, whereas others might be offering in GB. Hosting providers with a flexible hosting plan may provide more space if needed and this can be simply done by just upgrading the current service.

  • Spam Protection

One needs to secure his email account from all kinds of malware and spam. An email hosting solution can block these using the mail spam filtering. Innovative filtering methods such as blacklisting and whitelisting allows the users to define the configurations needed for automatic sending of spam emails to junk folders in place of the primary inbox.

Businesses need email for carrying out important conversations with their clients. Thus, email hosting plays a crucial role in the communication taking place between the team members, customers, and vendors. If the user business is purely dependent on email and looking for reliable mail services, then email hosting can prove to be the best solution.

Rishabh Sinha joined ESDS after completing his MBA in Marketing from NMIMS. He is passionate about writing articles on latest technological trends such as Big Data, VR, IoT, AI.

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