Email is one of the most critical communication tools for businesses, and having a reliable email hosting service is essential for small businesses. With so many email hosting services available, it can be challenging to determine which one is the best fit for your small business needs. In this article, we will explore the 10+ best email hosting services for small businesses. We’ll discuss their features, pricing, and advantages, to help you make an informed decision when choosing an email hosting service for your business.

What is Email Hosting?

Email hosting is a service that enables businesses to use their domain names for creating email accounts and managing their emails. With email hosting, businesses can create professional-looking email addresses, such as [email protected], rather than using a generic email address provided by a free email service.

Email hosting services usually offer a range of features that help businesses manage their email accounts more efficiently. These features include spam and virus protection, email forwarding, auto-responders, and custom email filters.

Email hosting also enables businesses to access their email accounts from anywhere in the world, as long as they have an internet connection. This makes it easier for businesses to communicate with their clients, employees, and suppliers, regardless of their location.

Why Do Small Businesses Need Email Hosting?

Small businesses need email hosting for several reasons:

Professionalism: A professional-looking email address can help small businesses create a positive image and build credibility with clients, suppliers, and partners. Using a generic email address from a free email service can make a business look unprofessional and undermine its credibility.

Branding: Email hosting enables small businesses to use their domain name for creating email addresses, which helps to reinforce their brand identity. This can help increase brand recognition and promote a consistent brand image across different channels.

Security: Email hosting services offer robust security features such as spam and virus protection, email encryption, and two-factor authentication. These features can help to prevent email-related security breaches and protect sensitive business information.

Productivity: Email hosting services offer a range of productivity features such as email filtering, auto-responders, and email forwarding, which can help small businesses manage their emails more efficiently. This can save time and improve overall productivity.

Mobility: Email hosting enables small businesses to access their email accounts from anywhere in the world, as long as they have an internet connection. This makes it easier for businesses to communicate with clients, employees, and partners, regardless of their location.

Features to Consider in an Email Hosting Service

When considering an email hosting service for your small business, there are several features that you should consider:

Storage

The amount of storage space provided by the email hosting service is an essential consideration, as it determines how much data you can store on the server. Ensure that the storage space provided is sufficient for your business needs.

Security

Look for an email hosting service that offers robust security features such as spam and virus protection, email encryption, and two-factor authentication. These features help to protect your sensitive business information and prevent email-related security breaches.

Accessibility

An email hosting service should be accessible from anywhere in the world, as long as you have an internet connection. This ensures that you can access your email accounts from different devices and locations.

Customization

Look for an email hosting service that offers customization options such as custom domain names and email addresses. This helps to promote brand identity and professionalism.

Support

Consider the level of support provided by the email hosting service, including the availability of customer support and technical support. This ensures that you can get help when you encounter any issues.

Compatibility

Ensure that the email hosting service is compatible with the devices and email clients that you use, such as Microsoft Outlook, Gmail, or Apple Mail.

Backup and recovery

Look for an email hosting service that provides regular backups of your email data and offers a way to recover lost or deleted emails.

Price

Consider the pricing of the email hosting service, including the monthly or annual subscription fees, any setup or migration fees, and any additional costs for extra features or storage.

Types of Email Hosting for Small Business

Email hosting is an essential part of modern business communication. There are different types of email hosting services available that cater to the varying needs of small businesses. Here are the main types of email hosting for small businesses:

Shared Email Hosting: This type of hosting involves sharing a server with multiple users. Shared email hosting is typically the most affordable option for small businesses as it spreads the cost of the server across many users. However, the downside is that shared hosting can be less reliable and secure.

Dedicated Email Hosting: This type of hosting involves renting a dedicated server for your email communications. Dedicated email hosting is a more expensive option, but it offers more control over the server environment and higher levels of security and reliability.

Cloud-Based Email Hosting: This type of hosting involves hosting your email accounts in the cloud. Cloud-based email hosting is becoming increasingly popular due to its scalability, accessibility, and cost-effectiveness.

Self-Hosted Email Hosting: This type of hosting involves hosting your own email server and managing it in-house. Self-hosted email hosting provides the highest level of control and security, but it is also the most expensive and time-consuming option.

Small businesses should consider their budget, technical expertise, and the level of control they require when selecting an email hosting service.

Why Should You Host Email on a Separate Server

Hosting email on a separate server can provide several benefits for businesses, including:

1. Improved Security: By hosting email on a separate server, you can ensure that your email data is kept separate from your website and other applications. This reduces the risk of cross-contamination and improves the overall security of your data.
2. Better Performance: When email and website are hosted on the same server, they can compete for resources, which can lead to slow load times and poor performance. By hosting email on a separate server, you can ensure that email traffic does not affect the performance of your website.
3. Increased Reliability: Email hosting on a separate server can provide a higher level of reliability than hosting email on the same server as your website. If your website goes down, your email will continue to function, allowing you to communicate with your customers and partners.
4. Easier Management: Separating email hosting from website hosting can make it easier to manage your email accounts. You can focus on managing your email separately from your website, which can help to reduce the risk of downtime and improve overall system performance.
5. Customization: Hosting email on a separate server allows for greater customization of your email environment. You can choose the software and configuration that best suits your business needs, rather than being limited to the options provided by your website hosting provider.

Overall, hosting email on a separate server can provide several advantages for small businesses, including improved security, better performance, increased reliability, easier management, and greater customization.

IMAP vs POP3 vs SMTP – Comparing Email Protocols

When it comes to email hosting, there are different protocols that you can choose from. The three most common email protocols are IMAP, POP3, and SMTP. Each protocol serves a different purpose and offers unique features that cater to different needs. Here’s a comparison of the three protocols:

IMAP (Internet Message Access Protocol): IMAP allows you to access your emails from multiple devices as it stores emails on a remote server. This means that any changes made to an email on one device will be reflected on all other devices. With IMAP, you can organize your emails into folders and subfolders, making it easier to manage your mailbox. IMAP is ideal for users who need to access their emails from multiple devices or locations.

POP3 (Post Office Protocol version 3): POP3 downloads emails from the server onto the local device, and then deletes the original copy from the server. This means that once an email is downloaded, it cannot be accessed from another device. POP3 is best suited for users who only need to access their emails from a single device, and who want to save storage space on the server.

SMTP (Simple Mail Transfer Protocol): SMTP is used for sending emails between servers. When you compose an email and click send, SMTP takes care of the delivery of the email to the recipient’s server. SMTP is a necessary component of any email system, as it facilitates the exchange of emails between servers.

IMAP is best suited for users who need to access their emails from multiple devices, while POP3 is ideal for users who only need to access their emails from a single device. SMTP is used for sending emails between servers, and is an essential component of any email system.

10+ Best Email Hosting Services for Small Business

Now, let’s review 10+ of the best email hosting services available for small businesses.

1. G Suite by Google Cloud

G Suite by Google Cloud is a powerful cloud-based productivity suite that includes a range of applications designed to help businesses of all sizes increase productivity, enhance collaboration, and streamline communication. Here is a detailed breakdown of its features, prices, and limitations.

Features:

Gmail: A powerful and intuitive email system that allows you to manage multiple email accounts, set up custom email addresses with your domain name, and filter messages based on importance. It also includes robust spam and virus protection, ensuring that your email is always safe and secure.

Google Drive: A cloud-based storage component that offers a range of features such as file sharing, automatic backup, and synchronization across multiple devices. It also includes tools for creating and editing documents, spreadsheets, and presentations, allowing teams to collaborate on projects in real-time.

Google Docs, Sheets, and Slides: Powerful online word processing, spreadsheet, and presentation tools that allow teams to collaborate in real-time.

Google Meet: A video conferencing and collaboration tool. With the teams can organize virtual meetings, and share screens. It includes features such as live captions and integrated chat, making it easy to communicate and collaborate with colleagues

Google Calendar: A tool with powerful scheduling options allow teams to schedule meetings and events, share calendars, and set reminders.

Prices:

G Suite offers several pricing plans, including:

Basic: $6 per user per month, which includes 30GB of storage per user.

Business: $12 per user per month, which includes unlimited storage and additional security features.

Enterprise: Custom pricing, which includes advanced security features, compliance tools, and dedicated support.

Limitations:

The main limitation of G Suite is that it requires an internet connection to function properly. If you have a slow or unreliable internet connection, you may experience issues with using the suite.

Some users may find that G Suite lacks certain advanced features that are available in other productivity suites, such as Microsoft Office.

While G Suite includes robust security features, some businesses may require additional security measures that are not available in G Suite’s standard plans.

2. Microsoft 365 Business Basic

Microsoft 365 Business Basic is a cloud-based productivity suite designed for small and medium-sized businesses. It includes a range of applications that help businesses streamline communication, increase productivity, and collaborate more effectively. Here is a detailed breakdown of its features, prices, and limitations.

Features:

Microsoft Outlook: A powerful and intuitive email system that allows you to manage multiple email accounts, set up custom email addresses with your domain name, and filter messages based on importance. It also includes robust spam and virus protection, ensuring that your email is always safe and secure.

OneDrive: A cloud-based storage component that offers a range of features such as file sharing, automatic backup, and synchronization across multiple devices. It also includes tools for creating and editing documents, spreadsheets, and presentations, allowing teams to collaborate on projects in real-time.

Microsoft Teams: A strong tool for collaboration and communication. This helps the teams to hold virtual meetings, chat, and collaborate in real-time. It includes features such as live captions and file sharing, making it easy to communicate and collaborate with colleagues.

Microsoft SharePoint: One of the best ways to manage and collaborate on documents. Teams use this tool to create, share, and store documents, spreadsheets, and presentations in a central location.

Prices:

Microsoft 365 Business Basic offers two pricing plans:

Monthly: $5 per user per month

Annual: $60 per user per year

Limitations:

One of the main limitations of Microsoft 365 Business Basic is that it requires an internet connection to function properly. If you have a slow or unreliable internet connection, you may experience issues with using the suite.

Some users may find that Microsoft 365 Business Basic lacks certain advanced features that are available in other productivity suites, such as G Suite by Google Cloud.

While Microsoft 365 Business Basic includes robust security features, some businesses may require additional security measures that are not available in the suite’s standard plans.

3. Zoho Mail

Zoho Mail is an email hosting service designed for businesses of all sizes. It offers a range of features and tools to help businesses improve communication and productivity. Here is a detailed breakdown of its features, prices, and limitations.

Features:

Custom domain email hosting: Zoho Mail allows businesses to set up custom email addresses with their own domain name, giving them a more professional appearance.

Ad-free email experience: Zoho Mail is free of ads, ensuring a clean and professional email experience for businesses and their customers.

Collaboration tools: Zoho Mail includes a range of collaboration tools, such as shared calendars, tasks, and notes, making it easier for teams to work together and stay organized.

Security features: Zoho Mail includes robust security features such as two-factor authentication, spam filtering, and antivirus protection, ensuring that your email is always safe and secure.

Mobile app: Zoho Mail has a mobile app for both iOS and Android devices, allowing users to access their email on the go.

Prices:

Zoho Mail offers a range of pricing plans to suit businesses of all sizes:

Free plan: includes up to 5 users and 5 GB of storage per user

Standard plan: starts at $3 per user per month and includes 30 GB of storage per user

Professional plan: starts at $6 per user per month and includes 100 GB of storage per user

Limitations:

One of the main limitations of Zoho Mail is that its interface can be somewhat cluttered and difficult to navigate, especially for users who are new to email hosting services.

Some users may find that Zoho Mail’s mobile app lacks certain features that are available in other email apps, such as the ability to swipe to delete or archive messages.

While Zoho Mail includes a range of collaboration tools, some users may find that they are not as robust or intuitive as those offered by other productivity suites.

4. Rackspace Email

Rackspace Email is an email hosting service designed for businesses of all sizes. It offers a range of features and tools to help businesses improve communication and productivity. Here is a detailed breakdown of its features, prices, and limitations.

Features:

Custom domain email hosting: Rackspace Email allows businesses to set up custom email addresses with their own domain name, giving them a more professional appearance.

Ad-free email experience: Rackspace Email is free of ads, ensuring a clean and professional email experience for businesses and their customers.

Collaboration tools: Rackspace Email includes a range of collaboration tools, such as shared calendars, tasks, and notes, making it easier for teams to work together and stay organized.

Security features: Rackspace Email includes robust security features such as two-factor authentication, spam filtering, and antivirus protection, ensuring that your email is always safe and secure.

Mobile app: Rackspace Email has a mobile app for both iOS and Android devices, allowing users to access their email on the go.

Prices:

Rackspace Email offers a range of pricing plans to suit businesses of all sizes:

Basic plan: starts at $2.99 per user per month and includes 25 GB of storage per user

Plus plan: starts at $3.99 per user per month and includes 30 GB of storage per user

Advanced plan: starts at $6.99 per user per month and includes 100 GB of storage per user

Limitations:

One of the main limitations of Rackspace Email is that it does not include a full productivity suite like G Suite or Microsoft 365, which may be a drawback for some businesses that rely heavily on tools like word processors and spreadsheets.

Some users may find that Rackspace Email’s interface is not as intuitive or user-friendly as other email hosting services.

While Rackspace Email includes a range of collaboration tools, some users may find that they are not as robust or intuitive as those offered by other productivity suites.

5. Bluehost Email Hosting

Bluehost is a popular web hosting provider that also offers email hosting services. Here’s a detailed breakdown of its features, prices, and limitations.

Features:

Custom domain email hosting: Bluehost offers businesses the ability to set up custom email addresses with their own domain name.

Unlimited email accounts: Bluehost allows businesses to create an unlimited number of email accounts, making it a great option for larger businesses.

24/7 customer support: Bluehost offers 24/7 customer support via phone, chat, and email, ensuring that businesses can always get the help they need.

Advanced email features: Bluehost includes a range of advanced email features, such as spam protection, autoresponders, and email forwarding, making it easier for businesses to manage their email communications.

Prices:

Bluehost offers two email hosting plans:

Basic plan: starts at $2.99 per user per month and includes 5 GB of storage per user.

Plus plan: starts at $5.99 per user per month and includes unlimited storage per user.

Limitations:

One of the main limitations of Bluehost email hosting is that it doesn’t offer a full suite of productivity tools like G Suite or Microsoft 365, which may be a drawback for businesses that rely heavily on these tools.

Some users may find Bluehost’s interface to be less intuitive or user-friendly than other email hosting services.

While Bluehost’s customer support is available 24/7, some users may find that the quality of support varies.

6. HostGator Email Hosting

HostGator is a popular web hosting provider that also offers email hosting services. Here’s a detailed breakdown of its features, prices, and limitations.

Features:

Custom domain email hosting: HostGator allows businesses to set up custom email addresses with their own domain name.

Unlimited email accounts: HostGator offers unlimited email accounts, making it a great option for larger businesses.

Mobile and desktop access: HostGator provides access to email accounts through both mobile and desktop devices, making it easy for employees to access their email on the go.

Advanced email features: HostGator includes a range of advanced email features, such as spam protection, autoresponders, and email forwarding, making it easier for businesses to manage their email communications.

Prices:

HostGator offers three email hosting plans:

Starter plan: starts at $5.99 per user per month and includes 25 GB of storage per user.

Standard plan: starts at $9.99 per user per month and includes 50 GB of storage per user.

Advanced plan: starts at $14.99 per user per month and includes unlimited storage per user.

Limitations:

HostGator’s email hosting plans don’t come with a full suite of productivity tools like G Suite or Microsoft 365, which may be a drawback for businesses that rely heavily on these tools.

While HostGator’s customer support is available 24/7, some users may find that the quality of support varies.

Some users may find that HostGator’s interface is less intuitive or user-friendly than other email hosting services.

7. GoDaddy Email Hosting

GoDaddy is a well-known web hosting provider that also offers email hosting services. Here’s a detailed breakdown of its features, prices, and limitations.

Features:

Custom domain email hosting: GoDaddy allows businesses to set up custom email addresses with their own domain name.

Microsoft 365 integration: GoDaddy offers Microsoft 365 integration, giving businesses access to a full suite of productivity tools, including Word, Excel, PowerPoint, and more.

Mobile and desktop access: GoDaddy provides access to email accounts through both mobile and desktop devices, making it easy for employees to access their email on the go.

Advanced email features: GoDaddy includes a range of advanced email features, such as spam protection, autoresponders, and email forwarding, making it easier for businesses to manage their email communications.

Prices:

GoDaddy offers three email hosting plans:

Email Essentials: starts at $1.99 per user per month and includes 5 GB of storage per user.

Business Premium: starts at $4.99 per user per month and includes 50 GB of storage per user, Microsoft 365 integration, and mobile and desktop access.

Enterprise: starts at $14.99 per user per month and includes unlimited storage per user, Microsoft 365 integration, and advanced security features.

Limitations:

Some users may find that GoDaddy’s pricing is not as competitive as other email hosting providers.

While GoDaddy offers Microsoft 365 integration, its plans do not come with the full suite of productivity tools included in Microsoft 365 Business Basic or Business Standard plans.

Some users may find that GoDaddy’s customer support is not as responsive or helpful as other email hosting providers.

8. FastMail

FastMail is a web-based email service provider that has been around since 1999. Here is a detailed breakdown of its features, prices, and limitations.

Features:

Custom domain email hosting: FastMail allows businesses to set up custom email addresses with their own domain name.

Advanced email features: FastMail includes a range of advanced email features, such as spam protection, autoresponders, and email filtering, making it easier for businesses to manage their email communications.

Calendar and contacts: FastMail also includes a calendar and contacts feature, allowing businesses to easily schedule meetings and manage contacts within the same platform.

Privacy and security: FastMail prioritizes privacy and security, with features like end-to-end encryption, two-factor authentication, and the ability to use your own domain’s security certificate.

Prices:

FastMail offers four email hosting plans:

Basic: starts at $3 per user per month and includes 2 GB of storage per user.

Standard: starts at $5 per user per month and includes 25 GB of storage per user, calendar, and contacts.

Professional: starts at $9 per user per month and includes 100 GB of storage per user, advanced spam protection, and custom branding.

Enterprise: starts at $23 per user per month and includes unlimited storage per user, advanced admin controls, and priority support.

Limitations:

Some users may find that FastMail’s pricing is more expensive than other email hosting providers.

While FastMail does offer a calendar and contacts feature, it may not be as comprehensive as other options like G Suite or Microsoft 365.

Some users may find that FastMail’s interface is not as user-friendly as other email hosting providers.

9. ProtonMail

ProtonMail is a secure email hosting service based in Switzerland that offers end-to-end encryption for its users. It was developed by CERN scientists with a focus on user privacy and security. ProtonMail offers several features that make it a popular choice for individuals and businesses that require secure email communication.

One of the main features of ProtonMail is its end-to-end encryption, which ensures that all messages are encrypted before they leave the user’s device and are only decrypted when they are received by the intended recipient. This means that no one, including ProtonMail itself, can read the messages in transit.

ProtonMail also offers a zero-access encryption service, which means that all user data, including emails and contacts, are encrypted with a user-specific key that is not known or accessible by ProtonMail. This ensures that even if ProtonMail is hacked, the data of its users remains secure.

Another feature of ProtonMail is its ability to send self-destructing messages. This means that users can set an expiration time for their messages, after which the messages will be automatically deleted from the recipient’s inbox.

ProtonMail offers different pricing plans for both individuals and businesses. Its free plan offers 500 MB storage and 150 messages per day, while its paid plans range from $5 to $30 per user per month, depending on the features required. Its paid plans offer features such as custom domains, increased storage, and priority support.

One of the limitations of ProtonMail is that it does not offer advanced collaboration features, such as shared calendars or contacts, which can be a drawback for some businesses. Additionally, ProtonMail’s security features may make it difficult to integrate with some third-party email clients or services.

10. Namecheap Private Email

Namecheap Private Email is an email hosting service offered by Namecheap, a popular domain registrar and web hosting provider. It is a reliable, secure, and affordable email solution that can be used by individuals, small businesses, and enterprises. Namecheap Private Email is built on top of Open-Xchange, a popular open-source email platform, and comes with a wide range of features to help users manage their emails effectively.

Features:

Custom Domain: Namecheap Private Email allows users to create email addresses using their own domain names. Users can also add multiple domains and manage all their email accounts from a single dashboard.

Webmail Interface: Namecheap Private Email comes with a user-friendly webmail interface that allows users to access their emails from any device with an internet connection. The interface is easy to use and offers a range of customization options.

Mobile Support: Namecheap Private Email offers mobile support for iOS and Android devices. Users can access their emails on the go using the dedicated mobile app.

Advanced Security: Namecheap Private Email offers advanced security features such as two-factor authentication, spam filtering, virus scanning, and encryption to ensure the safety and privacy of user data.

Collaboration Tools: Namecheap Private Email offers collaboration tools such as shared calendars, contacts, and tasks to help teams work together more efficiently.

Affordable Pricing: Namecheap Private Email offers affordable pricing plans that start at just $0.99 per mailbox per month. Users can choose from a range of plans based on their needs.

Prices:

Namecheap Private Email offers three pricing plans:

Private Email Lite: $0.99 per mailbox per month (2GB storage)

Private Email Starter: $1.69 per mailbox per month (10GB storage)

Private Email Ultimate: $4.99 per mailbox per month (30GB storage)

Limitations:

Limited Storage: The storage space offered by Namecheap Private Email is relatively limited compared to some other email hosting services.

No Customization: Namecheap Private Email does not allow users to customize the webmail interface beyond the basic options.

Limited Integrations: Namecheap Private Email offers limited integrations with third-party apps and services.

Conclusion

Email hosting is an essential service for any small business. It provides businesses with secure and reliable email accounts that are accessible from anywhere in the world. When choosing an email hosting service, consider factors such as security, reliability, scalability, user-friendliness, integration, and customer support. The 10+ email hosting services reviewed in this article are among the best available for small businesses.