Setting up your business email
This is one area a lot of people get wrong. Business email is not the same as personal email and should not be handled the same.
There are 4 different ways you can set up a business email account.
- Free Google or Outlook Cloud Based Email, not to be confused with desktop Outlook you get with Office 365 Subscription.
- Microsoft Exchange – which is separate to your Office 365 and all your email is saved in your cloud based microsoft account. The fee for this is approx $7.95 per email address per month.
- Google Workspace – $8.40 per user per month and includes other business related tools.
- Dedicated Email Hosting – Most web hosting companies offer this service but the fees do vary and will depend on how much space you need. I pay $35 per year for my email hosting and this is enough for my needs.
Why is business email different?
The security and portability of cloud based and dedicated email are 2 important reasons.
Firstly, security is a big issue and it is a vulnerable point of attack for hackers. Most people have very poor security on their email and not back up or recovery in place.
Second, if your computer dies or you have a software problem you can recover your email and even use the webmail version on any device until you resolve your computer problems. If your computer dies, you simply sign into your account on the new one and all your email when will there waiting for you. This is also handy if you sell your business, as you can hand over the email account to the new owner or transfer the email files to them.
How will you be using your email?
Many clients use their email like a filing system and keep every email they receive. Sometimes this is necessary, depending on your line of work but usually this is just laziness. For my work, I don’t keep any emails. Once the job is done I delete the email. Any information I may need in the future is kept in my clients file. I clean out my spam and rubbish bin at the end of every day, and my sent folder every week.
How you use your email will determine how much space you need to buy to store them. I have 2GB and have never used more than 5% of it but it is the minimum amount of storage space I can buy.
Most companies will allow you to buy extra space should you need it, so you can start small and grow when you need to or simply clean out unwanted emails.
Don’t be discouraged you are not alone, Email causes more problems and confusion than any other part of my business.
Give me a call and I will be happy to explain is a way that you can understand. 07 5486 6279
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