Why you need a professional email address for a business

Imagine you’re looking for a plumber online. You want to find a reputable professional who you can rely on and, after scrolling through numerous websites you finally decide on the one you want to contact. It all looks perfect until you read “Email me at joesplumbing@hotmail.com

Or what if you meet somebody at a business networking meeting. You are looking to hire a PR professional, for example, and the person you are talking to ticks all the right boxes.

Then, he hands you his business card and tells you to get in touch at cassanovajohn1987@yahoo.com.

Next time you’re on the road, keep an eye out for unprofessional email addresses. You’re sure to find one!

Unprofessional email addresses ruin the credibility of a business. You wouldn’t wear a Hawaiian shirt for a meeting with your bank manager or tell the Board of Directors the suggestive nickname you earned in Ibiza.

So, with professionalism in mind, don’t let your brand make a terrible impression with an inappropriate email address.

A custom email address helps your business to be taken seriously. If you create a professional email address, you can use the same name to create a website or simply a Facebook presence.

This will have five key benefits:

Branding

The email address joe.johnson@jjplumbing.co.uk incorporates the business’s brand name; people who see your contact details can even make an educated guess about the URL of your website.

Giving out your email address becomes an indirect way of promoting a company’s web address, whereas using joesplumbers@gmail.com gives potential customers no indication of where they can find you online.

Authenticity

A professional email address creates an air of authenticity. Using plumbingspecialist147@yahoo.co.uk, on the other hand, simply does not convey trustworthiness.

Consumers look for indications that an online business is legitimate before handing over their cash or sharing a web link with their friends so, if you have a well-presented website or Facebook presence with authoritative information and an appropriate domain name, don’t let yourself down with a questionable free email address on your contact page.

Simplicity

So many people use free email services that finding a username can be difficult. This means that people often have to add a string of numbers or an extra word to their name or nickname to find an available option.

So, while clothesshop@gmail.com looks unprofessional, clothesshop1989@gmail.com is even worse!

The lack of new username options means that getting an email address with one of the popular, free email platforms now requires creative thinking and compromises.

In contrast, emails set up with your own domain can be simple and streamlined. Some options include:

  • [firstname]@domain.co.uk
  • [firstname.surname]@domain.co.uk
  • sales@domain.co.uk, support@domain.co.uk, admin@domain.co.uk etc.

Scalability

If you founded your business as a solopreneur and have grown to house a staff of ten, using custom email addresses based on your domain name is the only realistic way to manage this growth.

When you already have saira@greatdogfood.co.uk and yasmin@greatdogfood.co.uk, creating new professional email addresses when Mark and Alex join the company is no big deal.

If you use free email addresses, however, new staff or departments will cause a headache.

Creating a series of addresses like greatdogfood-saira@hotmail.com and greatdogfood-alex@yahoo.com is unwieldy and looks, frankly, ridiculous.

Ownership

If your free email address is suspended, there is very little you can do about it because the email account never truly belonged to you. Could you cope if Gmail or Hotmail cancelled your account and lost all your messages?

If, for whatever reason, your free email account is cancelled, your customers will not be able to get in touch with you and your business cards and other promotional materials will be instantly obsolete.

Avoid this catastrophe by using email addresses owned by your business and take full control of your communications.

Conclusion

Email accounts can then be easily managed on the web, using software like Thunderbird and Outlook, or on gadgets like iPhones, Android devices and Tablets.

Speak to PR PC Support & Cloud Services for the complete package :
– Custom, Personalised domain name
– Facebook Page
– Professional business email accounts

Email addresses are not something any brand should compromise on. Create a great impression and make your contact details memorable and appropriate, not embarrassing and unprofessional.

PR PC Support & Cloud Services packages

Package 1
– Domain Name (3 Years), Facebook Page, Email setup £120 one off fee
– Office 365 Business Essentials Mailboxes ( £5 per month per user)

Package 2
– Domain Name (3 Years), Facebook Page, Email setup £120 one off fee
– Office 365 Business Premium Mailboxes ( £11 per month per user)

Optional website landing page – with logo & contact details – £50

Signs your company has outgrown its free email solution

Free email is great when your company is first starting out. But its good to recognise the signs which tell you when when you have grown beyond the capabilities of your free email service and you need a more robust and secure solution. The business email requirements of a growing company are much different than those of a small startup. Whether you’re using Gmail or another free service, there are signs that indicate your business has outgrown free email.

These points indicate whether you should move to a paid solution or not…

1. Security
If you’ve experienced any sort of security breach — or are even worried about it happening — you need a more secure solution that offers increased, enterprise-class security capabilities.

2. Storage

Maximum storage has been reached : a very simple reason to upgrade because your free email has now become paid for. Storage space should never cause you to delete or change how you use your email, especially when paid solutions offer large stores of data.

The current state of email security
With new threats emerging daily, every organization needs an email security strategy.

3. Domain names
Using a custom domain for your business email is a vital way to ensure your business appears professional. For example, “yourname@yourcompany.com” has a lot more credibility than “yourcompany@gmail.com.” While free custom email addresses are available, they often leave you open to security threats, because the company you host through will likely have access to your data and other information.

4. Data Privacy
If you’ve ever felt the need to own and manage your email data, it’s time to move to a paid solution. Often, when you agree to free email terms, you’re granting the email provider permission to mine your data and send you ads—which is how their companies remain profitable while offering free services. Not only can this distract from your work, it also puts your company’s data at risk.

5. File sharing
Need to share files and collaborate securely with your team? Paid email solutions enable team-based collaboration and sharing without putting confidential company information at risk. Office 365 for example offers Microsoft Teams which is a great way to share files, chat, calendars etc.

Move to a secure and robust email solution that offers your growing business increased security, enhanced customization and a variety of features and capabilities to improve collaboration. Not only will this keep your company running smoothly and increase teamwork, you will minimise time spent on IT Services getting the best out of your ‘free’ solution.

PR PC Support offer both Office 365 and Microsoft Hosted Exchange. Speak to me about upgrading and migrating from free email to a secure, robust ad and spam free email solution.

 

 

Mail Services Offered by PR PC Support

We are pleased to be able to offer Microsoft Hosted Exchange mailboxes and all versions of Office 365 at competitive rates. If you are thinking of moving your email to a more secure, robust and protected mail service , or even if you currently have a Hosted Exchange mailbox or Office 365 licence – speak to me and see if I can get you a better deal for existing users or a competitive quote for new users.

All our hosted Exchange mailboxes come with free email signature software with each mailbox.

We also offer a Secure email service which works with most common email platforms.

For more information please browse below

 

Hosted Exchange

Office 365

Secure Email Messaging

BitDefender – AntiVirus

Download Brochures

Office 365

Secure Email Messaging

Acronis Backup Cloud

BitDefender AntiVirus

Email – what platform should I use and why? Free V Paid email…

Before you can decide which email type to use – you need to understand the differences between each one and the pros and cons related to each one

POP3

POP3 (Post Office Protocol, version 3) was the first major email protocol that was used in the early 1990s at the early years of the internet. A POP-based email service is simple: your email client (such as Outlook, Mac Mail, or Thunderbird) connects to the mail server and then downloads your emails directly to the computer. The downloaded email is then deleted from the server (though, most clients have a setting that can prevent this).

PROS:

  • Cheap – no licenses required – usually free
  • Supported by virtually all devices.
  • Simple to implement and configure.

CONS:

  • When a message is downloaded, it is removed from the server (if you save messages to the server, you may end up downloading the same email multiple times).
  • When a message is sent, there is no server copy.
  • If you access your mail on different devices, you’ll see different emails depending on what was downloaded to which device.
  • No way to organise your inbox. The inbox is your only folder.
  • Hasn’t had a major update since 1988.
  • Largely obsolete.

IMAP

IMAP (Internet Message Access Protocol) is the second major iteration of how people access their email – and also the most popular today. It has all the functions of POP3, but also has one major benefit that matters to most users: email syncing between multiple devices. This allows you to have the same email experience between devices because all your email (incoming and outgoing) are stored directly on the server, rather than downloaded directly to your computer. For this reason, IMAP replaced POP3 and has largely made it obsolete.

PROS:

  • Cheap – no licenses required.
  • Supported by virtually all devices.
  • Email syncing. All messages, including sent messages, are saved on the server.
  • Folder support to organize your inbox.
  • Compatibility: if your server supports IMAP, it most likely supports POP3.

CONS:

  • Easy to run out of inbox space if you never delete emails or have small storage.

 Hosted Microsoft Exchange and Office 365

Microsoft Exchange / Microsoft Office 365 is a proprietary platform developed by Microsoft. It requires the purchase of user or server licenses. Traditionally, it has been marketed to the Enterprise-level consumer and offers all the functionality of IMAP but also has other features to help businesses and organisations better collaborate among employees and staff. Features such as shared address books & calendars, shared file storage, and native integration with other Microsoft products like SharePoint and Office. Microsoft Office 365 – competes directly with Google Apps for Business – and is geared to make Enterprise-level functionality found in Exchange more cost-effective for small to medium-sized businesses.

PROS:

  • Email syncing – instead of downloading an email, a copy is created on your device while the original stays on the server.
  • Folder support to organize emails.
  • Sent messages are saved on the server.
  • Native integration with most Microsoft products.
  • Offers many collaborative tools to enable team members to share resources like calendars and documents.
  • Licenses can be purchased per-user.
  • Multiple aliases per mailbox
  • Ability to backup mailbox and restore to individual emails

CONS:

  • Can be expensive
  • Setup and maintenance requires specialized knowledge.

WHO SHOULD USE HOSTED EXCHANGE or MICROSOFT OFFICE 365?

  • If you want the benefits and functionality of Exchange server, but a more simple, streamlined experience.
  • If you want to avoid the licensing costs of a full Exchange server and only want to pay on a per-user basis.

WHICH ONE IS THE BEST CHOICE?

Your email is just as important as any of your other IT services, so you will want to make sure you’re getting the best value for money, as well as the best possible service. There are lots of free email options out on the market, but does it make sense to use them if you’re running a serious business?

BENEFITS OF PAID EMAIL SERVICES

Paying for an email service means that you can easily send emails through your own domain, so you can have a professional email address like yourname@yourdomain.com. It makes your company look professional, and make your service seem more credible. What’s more, it’s relatively easy to set up a basic email service, and many paid providers can automate the set up for you.

If you pay to host your email through private server hosting, or through a service like Google Apps or Office 365 then you will also get a more reliable service compared to free email hosting. You will also have dedicated customer service and support, plus the server you choose to host with most likely has higher security in place and email filtering to help reduce the amount of spam and viruses and malware you will receive.

Additionally, services like Office 365 offer extras such as cloud storage, and email access on the go, which can be particularly useful if you need to access your email remotely

WHY BOTHER WITH FREE SERVICES?

The big pro is that the service is free. And if you’re a small business who doesn’t rely heavily on emails to get in touch with clients or customers, then you can most likely get by for a while by using a free email client.

You don’t necessarily have to live with a @gmail.com or @hotmail.com domain either. Gmail easily lets you use their system to send emails from your own domain, however you need to have your domain set up to handle this. You can usually use the free email services that your DNS offers (usually limited to one free email address) to set up the initial server and then filter it through Gmail, Yahoo or whatever free service you want to use.

However, these free services aren’t as secure so are more open to hacking, and you’ll have to live with adverts in and around your emails. What’s more, if you’re on a free service, then your email may not be routed with priority, meaning that you may not experience an instantaneous conversation.

PRICING AND SERVICES

If you’re a small business, the attraction of a free email service might be the fact that you don’t have to deal with the cost of running an email server. However, it can cost very little to host email. Some private servers can cost a few pounds a month, and full packages such as Google Apps or Office 365 cost between £3 and £7 per month for a basic package. So cost should never be a factor when it comes to ensuring the best email service for your company!

Contact us for a quote for any of the Microsoft Hosted Exchange or Office 365 services.