Benefits of email providers for small businesses

Here are some key advantages that business email providers offer

• Credibility: Using a business email with your company’s domain name may enhance the professionalism and credibility of your official communications.
• Improved deliverability: Emails from a business domain (e.g., sales@yourcompany.com) may appear more reliable than a free email address, which can improve open rates.
• Capacity: Business email providers usually let you send more emails daily than free services. Higher limits may be helpful if you have a large customer base or a high order volume.
• Security: The best emails for small business owners typically offer higher-level security than free providers. Features such as end-to-end encryption, login protection and security controls can help protect confidential information and make it easier to comply with privacy regulations and security policies.

Best emails for small business owners

As you set up your business email service, consider the following factors:

• Additional services: Does the provider include other apps or services beyond email, such as calendars, document storage or collaboration software?
• Migration: Can you easily move your existing emails and contacts?
• Integration: How well does the new system integrate with your current software and technology?
• Storage:How much storage does the plan include?
• Pricing: Does the monthly or annual cost align with your budget?

Here are some of the best emails for small business owners.

1. Google Workspace

Google Workspace, formerly G Suite, is a collection of apps designed for businesses. It includes programs such as Drive, Docs, Sheets, Meet and a professional version of Gmail.

Google offers four Workspace plans, each with varying storage and pricing. All plans include a professional version of Gmail with a custom domain, built-in security and advanced spam filtering. Higher-tier plans provide more storage, enhanced email management tools and features like email layouts and appointment booking, making it easier for small businesses to communicate efficiently and maintain professionalism.

If your company already relies on Google’s cloud-based tools for everyday operations, Workspace can offer a streamlined integration process. The included apps work together seamlessly for easy sharing and collaboration.

2. Microsoft 365

Microsoft 365 offers professional email and office programs, such as Outlook, Word, Excel and PowerPoint, but the Business Basic plan only includes web and mobile versions of each. You must purchase the Business Standard or Business Premium plan to get desktop versions.

The basic Microsoft 365 plan includes automatic malware and spam filtering. Higher-tier plans include additional business tools, such as webinars, collaborative workspaces and video editing tools.

If your company needs advanced security controls, the Business Premium option offers enterprise-grade protection, access management and classification systems to protect confidential information.

3. Proton Mail for Business

Proton Mail for Business delivers security, privacy and automatic end-to-end encryption on mobile and desktop devices. It has also earned the ISO 27001 certification, a top standard for information security management systems.

The provider offers email scheduling, calendar sharing and an AI writing assistant. The company’s Easy Switch tool imports emails, contacts and calendars with one click. It also has a top-tier plan with a VPN, cloud storage and a password manager.

4. Amazon WorkMail

Amazon WorkMail is a secure business email and calendar service. Every plan offers enterprise-grade security features, including automatic encryption and storage location selection. The program integrates with Microsoft Active Directory, so your employees can log in with their existing credentials.

Amazon also offers free migration services. The program connects most major email clients to streamline the transition.

5. Zoho Workplace

Zoho Workplace comes with professional email, file sharing, calendars and apps for documents, spreadsheets and presentations. Each program is protected by a multilevel cloud security system.

With Zoho Workplace’s built-in collaboration tools, you can host company forums and live town halls within the platform to engage on-site and remote employees.

FAQs about email providers for small business owners

Do business email services charge monthly?

Many business email providers offer monthly and yearly plans. Plans billed annually are typically more affordable. However, monthly billing provides more flexibility for cancellations or budgeting.

Is it possible to test a business email provider before purchasing it?

Some business email plans offer a 30-day free trial. You can use the trial period to test the service with a few employees. It’s also an opportunity to learn the migration and integration process. However, free plans typically come with a limited number of users and a limited storage allowance, so they may not include the full app library or feature set.