Options that come with an email web hosting service

Before selecting the mail365 web hosting service from which to trigger our e-mail boxes , we ought to very carefully assess our requirements and, based on these, identify the provider that seems to satisfy them into the way that is best. But what are these needs? You won’t believe it, but many customers I have met, in almost two decades of career, are not able to respond to this question …

We see below the primary aspects that an organization should consider before choosing the web hosting provider to entrust their mailboxes that are precious

Quantity of boxes which can be triggered

1st, obvious, cheap email hosting requirement is determine a site that enables you to definitely trigger all of the necessary boxes within the company structure. Some offers (especially the entry level packages sold together with the domain registration) provide for limits on the number of boxes that can be activated, therefore it is good to make sure, before buying, we need that we have the possibility to activate all the emails.

Mailbox capability

Another factor that is essential to properly evaluate best email hosting the capacity necessary for the proper functioning of our cheap ssl certificate uk company mailboxes. Activities that make extensive use of e-mail to send and receive attachments (such as, for example, lawyers, accountants, architectural firms, etc.) could, in fact, soon find themselves with clogged mail if they do not carefully evaluate the minimum amount of space necessary for each mailbox. Within the opinion of the writer that is 1Gb represents the minimal capacity for a professional mailbox while, for all those with unique requirements, it is better to decide for super-large 5Gb or maybe more mailboxes.

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Limits on outbound messages

a restriction usually imposed by hosting providers involves the number that is maximum of messages that can be sent during a given period of time. Limits of this kind are imposed in order to discourage spammers, however, sometimes, they could cause some mishap even to people who legitimately use e-mail. Before buying an email hosting service, therefore, it is good to ensure about the presence or lack of these limits and, in that case, to judge their compatibility with your work needs.

Limits on accessory sizes

Another limitation that needs to be considered issues the weight that is maximum of that can be sent and / or received by e-mail. Also in this case it is good to pay attention to this value since, if too low, it could create quite a few setbacks for those who work in certain sectors and make extensive use of e-mail to send really heavy files and documents.

Producing aliases and automatic responders

An attribute that is very needed in the industry personal email hosting environment could be the ability to handle, easily and separately, alias bins and automatic responses. These are two features that I would dare to define indispensable in the workplace, therefore it is good to make sure that the chosen email hosting service supports them adequately.

Collaboration tools

Another aspect to be taken into account throughout the pre-purchase phase concerns the presence, or not, of any collaboration tools integrated in the email hosting service. In fact, some ongoing organizations may find it useful and interesting to exploit tools such as provided calendars, provided address books, instant messaging systems, etc. therefore it’s good to make sure of their supply or otherwise not within the package you wish to buy.

Those detailed will be the primary aspects that each and every company or expert should take into due consideration before choosing an service that is email-hosting however the important aspects for the purposes of the choice do not end here. We see, below, other interesting aspects to start thinking about:

Migration tools

If you already have custom boxes and you are considering a migration it is very important to make sure that the new provider has adequate tools through which to automate the migration of the contents of the boxes from the old to the new supplier.

Protection and Backup

Taking care of of considerable importance concerns the safety of mailboxes. A guarantee which I suggest not to give up if from this point of view we can take for granted the presence of Antivirus and Antispam systems, less trivial is the presence of an automatic backup system of mailboxes.

DKIM authentication

An interesting feature, in order to optimize the delivery rates of the mails sent, consists in the possibility of generating a DKIM signature to be published within the DNS of our domain. In the opinion of the writer, although not essential, it is a rather important element to take into consideration during the phase that is pre-purchase.

GDPR Compliance

Finally, it is practice that is good ensure that the solution you are planning to purchase is GDPR prepared , or is compliant using the dictates regarding the new European privacy legislation about the protection and processing of individual information.

Shared enviroment and deliverability: a issue that is sensitive

We said that the phrase e-mail hosting refers to a professional e-mail service managed within a shared infrastructure: as it is “hosting”, in fact, our mailboxes are managed together with thousands (or tens thousands) of other mailboxes with that your exact same system will likely be shared.

This sort of logic, of course, entails a considerable series of advantages (no system management burden, reduced expenses) but, on the other hand, eventually ends up enduring some restrictions including, above all, the risk of having issues with message deliverability as a result of any IP blocking due to incorrect behavior (spam, phishing, etc.) by other users of the system.

As an example, if our mailboxes are hosted inside a mail host additionally employed by a spammer, you will see the risk our e-mails will also end up being filtered by some system that is anti-spam since they result from a “suspicious” source!

Just to avoid this from taking place, many web hosting providers enforce restrictions on the amount of per hour or day-to-day mailings, nonetheless – albeit quite unusual – there are not any guarantees that circumstances of this kind cannot occur. Its good to specify, in this regard, that issues of the kind:

they are able to only cause dilemmas for outgoing mail rather than for incoming mail;

they could be fixed promptly through the constant track of mail flows by the hosting provider also, above all, through a prompt intervention by the latter which, conscious of the situation, activates it self to defuse the effects.

Fearing that this may take place (or it is possible to definitively resolve the situation by asking the provider to activate a dedicated SMTP , that is, an SMTP service with dedicated IP if it has already happened), however. It is good to point out that not all hosting providers offer this possibility for normal email hosting packages, however, if this is not possible, we can resort to an external SMTP service rather easily, thus bypassing the difficulties of our mail provider.