In today’s business environment, email is considered important for the functioning of an organization, so it is imperative to be reliable. Your worries about server uptime and email capabilities will disappear if you use the cloud instead of hosting your own Exchange server. Cloud email hosting is a perfect example of how advanced technology can be beneficial for organizations of all sizes.
Despite the fact that most businesses use an on-premises email environment or third party hosted email solutions, there has been a significant increase in the number of companies moving to cloud-based email over the past few years. As it should be, cloud email offers numerous benefits.
One of the great benefits of hosting your email in the cloud is that you can access it from anywhere. This is especially important if your employees travel or work from home. Read on and discover all the benefits of cloud email hosting.
But first things first!
What is Cloud Email?
Cloud Email provides you with powerful email tools and allows you to access them via the Internet. Cloud email, unlike on-premises email solutions, is provided by vendors and basically serves as a backup for your files, allowing you to quickly recover your data from cloud backups if one of your systems fails.
Basically, cloud-based email means all your emails are stored and managed on a remote server instead of the company’s on-site server.
With the tools you need to receive, send, and store email messages, vendors also offer the necessary security, technology, and maintenance, reducing the need for dedicated internal IT specialists to keep track of the email network.
So simply put, you use their services to host your email solutions.
The benefits of cloud email
Nowadays, many more organizations are becoming aware of the myriad benefits associated with switching to cloud-based email services. Here are some of them:
Remote access
Imagine a situation where you plan to work from home the next day but end up leaving your laptop at work. If your laptop is the only means of accessing the emails you need to get your work done, staying away from it can be a serious problem. With Cloud Email, you no longer have to be attached to your physical workplace or even your company’s laptop. All you need is internet access.
Owners and employees of organizations that use cloud-based email can access their email anytime, from anywhere, using any digital device. This level of accessibility increases productivity and allows employees to work from wherever they are.
Cutting costs
One of the most important benefits of using cloud email is cost savings. Cloud email and hosting services help you save money for the maintenance and protection of your servers. When a business uses a cloud email solution, it only pays for the resources it uses.
Also, cloud providers usually bundle web, domain and email hosting into a single package, which can save you money on purchasing each service individually.
Improved security
When you use a cloud-based email system, your company’s emails are stored in a secure, off-site location, making them more secure than on-premises. A cloud-based email provider has a lot more money to spend on security than the majority of other businesses. Thus, companies moving to cloud-based email solutions are taking a step in the right direction in terms of data security.
Email service scalability
The scalability aspect of cloud-hosted emails allows businesses to increase their email usage and capabilities without having to upgrade or make significant changes to their systems. Increasing the number of user licenses available to employees and management is a simple process for businesses that use a cloud-based email solution. They will find it easier to further secure storage and increase or decrease their computing capacity based on the specific needs of the organization.
Uptime improvement
Cloud users benefit from enhanced uptime, which provides a more efficient email experience than company employees who still use internal email servers. An improvement in uptime allows for more optimal email usage. Since many vendors use multiple redundant websites and your data will be kept in the cloud, your business will benefit from improved uptime and disaster recovery response time.
Disaster recovery
Even the best security and maintenance efforts are not always enough to keep a system secure. Every information system stored in the email archive of employees or company executives is at risk of compromise. Therefore, it is easy to see how this can have a significant impact on a company.
Moving your email to the cloud reduces the risk of losing any data stored in your email. Because data is stored in the cloud, if an employee’s device used to access email crashes, the employee can quickly resume work on another device. All your messages, contacts and any data stored in your email system will be safe.
The problem with cloud email
There are some fears among business owners who are considering moving their email to the cloud.
Control matter
Businesses that host their email servers in-house know exactly who to contact if there is a problem with the operation and support of the email system. When using a cloud email server, the service provider has complete control over the support efforts. Some business owners are annoyed that they have no control over the way they operate their email system.
The right provider
Not only are cloud providers responsible for securing your services, you also need to give them visibility on how they do it. If you do not select a reputable cloud provider, you may find yourself in a situation where you are unable to access the data you are entitled to.
Administrative functions
Most business owners don’t want to waste time managing mailboxes, users or permissions. As a result, they must rely on their service provider to handle any changes requested.
Offline time
While a trusted email service provider spends most of its time on and off services, it’s important to remember that time spent offline is time spent entirely offline. Sending and receiving internal and external emails will be suspended until potential issues are resolved.
Extra cost
While the costs of cloud-based email services aren’t objectionable, they can add up quickly for businesses that aren’t careful. The importance of focusing on email usage is especially important for a growing company that may see their fees increase as they begin to grow their operations.
Conclusion
There are several aspects to consider for a company before moving to a cloud-based email program. As explained in this article, Cloud Email has many advantages and powerful tools for almost any type of organization, regardless of size. We talk about an unexpected problem, remote access, cost-cutting, scaling opportunities, email automation, and the continuity of operations in the case of convenient data backups.
The best email solution for your company, however, should always be based on: its size and specific needs, security requirements, financial capabilities and technical resources.
