More than 4 billion people use emails, and this number is expected to rise in the coming years. As a result, it becomes crucial to store and secure user information as a business owner. This is where email hosting comes into play.
Email hosting offers you security, enhances accessibility, builds brand awareness and trust, and so much more. However, you can reap these benefits only with the right hosting providers suitable for your business needs.
This guide will talk about must-have features and the nine best email hosting services you can choose from.
What is email hosting?
Email hosting involves providing a server to manage and store your email communications. This service ensures that your emails are securely stored, accessible, and properly managed.
For instance, if your company uses email hosting, your email address might look like this:
In this example, "John" is the user’s name, and "mailmodo.com" is the company’s domain. This setup reflects a professional email address that is managed through email hosting services.
It’s important to note that people often confuse the terms "email domain provider" and "email hosting." Both these terms mean the same and are used interchangeably.
An email domain provider is the service responsible for registering and managing the domain name, such as “yourcompany.com”.
Email hosting is the service that actually manages your email accounts, including sending, receiving, and storing emails.
Why should you opt for email hosting?
Email hosting provides you with a host of benefits. Let's discuss them below.
- Professionalism: Email hosting provides you with custom domain names to enhance credibility and trust, projecting a professional image.
- Security: It equips the user with robust security measures like email encryption and spam filtering to protect sensitive information and prevent breaches.
- Reliability: It offers dedicated services, higher uptime and consistent accessibility for uninterrupted communication.
- Scalability: Email domain providers easily accommodate growing email volumes and additional features as your business expands.
- Support: Paid plans provide dedicated customer support for quick issue resolution and minimal downtime.
- Customization: Email hosting offers control over email accounts and settings, and paid hosting services offer advanced features tailored to your specific email hosting needs.
What is the difference between free and paid email hosting?
When choosing an email hosting provider, you can either choose to go with free or paid email hosting. But how do you choose between them? By learning what you get in each.
Free email hosting
Free email hosting allows you to manage email accounts through webmail (POP) and email client (IMAP). Some free email hosting providers are Google’s Gmail, Yahoo, Microsoft’s Hotmail, etc.
Pros and Cons
✅ Have adequate file storage for small businesses and individuals.
✅ No need to commit or sign a contract.
❌ Weaker security measures.
❌ As an email address without a domain name doesn’t create professionalism, the recipient might doubt your identity or authenticity.
❌ Less cloud storage for big businesses.
❌ It might show you irritating banners or advertisements.
Having paid or professional email hosting can offer many benefits over free plans. Let’s discuss the features of paid email hosting services.
Paid email hosting
If your business has a huge audience size or storage requirements, it is recommended to go for a paid email hosting provider. Such a subscription plan will fit the needs of your growing business and offer you many advantages over free hosting:
✅ A personalized professional-looking domain name like yourname@mailmodo.com. Such email addresses help build brand identity and awareness and enhance your organization’s credibility among users.
✅ More storage space.
✅ Robust antivirus and spam filters.
✅ No advertisements.
✅ IMAP/POP3 protocols.
Types of email hosting
When deciding about email hosting, the first thing to clarify is how you will host your emails. Here are the three ways to choose from:
1. IMAP email hosting
IMAP stands for Internet Message Access Protocol. IMAP email hosting transfers all the emails to your server, but it doesn’t get transferred to all the devices you have logged in to.
You can view, organize, and delete the emails stored on the server and decide which emails you want to transfer. That way, you can save storage across devices. Such email hosting is used by businesses.
2. POP3 email servers
It stands for Post Office Protocol 3 and is among the most common email hosting services. Internet service providers often provide email accounts and Internet services.
With POP3 email hosting, all the incoming emails will get downloaded to your device. It allows you to access them even when you are offline.
The limitation of POP3 is that you can’t access the emails on multiple devices, such as if emails are downloaded on your laptop, you won't be able to access them on your mobile phone.
3. Cloud email hosting
Cloud email hosting is affordable and best suited for small businesses or SMEs. Hosting emails on a cloud server offers many benefits like security, easy access to data, cheap upgrades, and no need to purchase hardware or software, reducing your cost.
Examples of cloud email hosting are G Suite by Gmail and Microsoft Exchange Emails by Microsoft.
In addition to IMAP, POP3, and cloud email hosting, you can also choose between shared and dedicated email hosting.
Shared email hosting
Shared email hosting involves multiple users sharing the same server, making it a cost-effective choice for smaller businesses or individuals. The primary advantages of shared hosting include its affordability and simplicity, as the hosting provider manages most of the server maintenance.
However, shared hosting can lead to performance issues due to limited server resources and potential security vulnerabilities if another user’s account is compromised. Additionally, there is limited customization available, which might not meet the needs of all users.
Dedicated email hosting
Dedicated email hosting provides an exclusive server for a single organization or user, offering enhanced performance and security. The major advantages of dedicated hosting are improved performance due to dedicated resources, better security through customizable measures, and greater flexibility in server configuration.
However, this comes at a higher cost and may require more technical expertise to manage or additional expenses for professional management services.
Ultimately, the choice between shared and dedicated email hosting depends on the specific needs of the organization, balancing factors such as budget, performance requirements, and security considerations.
Factors to consider when choosing an email domain provider
Choosing the right email domain provider is an important decision for your business. Depending on your needs, there are several key features to look for to ensure you get the best service. These features can make a big difference in how well your email works and how secure it is.
1. Security features
When selecting an email domain provider, prioritize robust security measures to protect sensitive information. Look for providers that offer advanced encryption for both emails in transit and at rest, comprehensive anti-malware and anti-virus protections, and two-factor authentication to secure accounts from phishing. Additionally, ensure the provider regularly updates their security protocols and offers reliable backup and recovery options.
2. Easy to access and migrate
You may access your email via different platforms that require different configurations. So, look for an email hosting provider that offers you access to webmail, IMAP, and POP.
- Webmail - Webmail allows you to use a web-based email client, which is very convenient
- IMAP - IMAP allows you to read your email from any device without downloading them.
- POP - POP, on the other hand, requires that you download your emails before reading them.
Assess how easy it is to migrate your existing email accounts and data to the new provider. Look for features or support that facilitate smooth migration with minimal downtime or data loss.
3. Not blacklisted
Having your IP address blacklisted can greatly impact your business activities, and it can take longer to get it non-blacklisted. For that reason, you should avoid email hosts with a reputation for getting domains on blacklists. Why? Because you may end up with a blacklisted recycled IP.
You can check an email host blacklist status on Mx Records.
4. Customer support
Reliable customer support is essential for resolving issues promptly. Look for an email hosting provider that offers 24/7 support through various channels, such as phone, chat, and email. Efficient and knowledgeable support can make a significant difference, especially during critical times.
5. Scalability
Your email hosting provider should be able to accommodate your business growth. Evaluate whether they offer flexible plans or upgrades to handle increasing email volume and additional users as your business expands.
6. Storage capacity
Consider the storage limits for your email accounts and associated files. Ensure that the provider offers ample storage to meet your needs, with options to increase capacity if required.
7. Integration with other tools
If your business relies on other software tools (e.g., CRM systems, marketing platforms, or collaboration tools), check if the email hosting provider offers integrations with these tools. Seamless integration can enhance productivity and streamline workflows.
8. Compliance and data privacy
Ensure that the email hosting provider complies with relevant data protection regulations (such as GDPR, CCPA, etc.) and has measures in place to protect your data. This is particularly important if you handle sensitive or personal information.
9. Pricing
While cost is an important factor, it’s crucial to balance it with the value offered. Evaluate the pricing structure and compare it with the features provided to ensure you’re getting good value for your money.
9 best email hosting providers to consider
Having considered the essential factors for choosing an email domain provider, such as security features, ease of access, and migration options, you can now explore some of the top providers that excel in these areas. Here are 9 best email hosting providers to consider:
1. Google Workspace
Google Workspace offers a suite of productivity tools like Gmail account, Google Docs, and Google Drive, facilitating seamless collaboration and communication in the cloud. It provides businesses with professional email addresses and robust storage solutions for enhanced workflow efficiency.
| Price | Attachment size limit | Storage |
|---|---|---|
| Depending on the custom plans, $6 to $18 per user per month | 25 MB | 30 GB to 5 TB |
✅ Easy integrations with the other Google Workplace suites like Google Drive and spreadsheets.
✅ Smart reply and compose features help you write emails faster and with fewer errors.
✅ IT support is not required to backup files.
❌ Higher per-user license costs.
2. Dreamhost
Dreamhost is a reliable web hosting provider known for its commitment to open-source software, offering user-friendly hosting solutions with a focus on website performance and security. Dreamhost caters to both beginners and experienced web developers.
| Price | Attachment size limit | Storage |
|---|---|---|
| Starting at $1.67 per mailbox per month | Not applicable | 25 GB |
✅ Low cost, most suitable for small businesses.
✅ Large inbox size.
✅ Offers free inbound spam filtering.
❌ The pricing structure of different plans can be unclear.
3. SiteGround
SiteGround is a popular web hosting company that ensures fast-loading websites and robust security features. It specializes in WordPress hosting, WooCommerce hosting, and reseller hosting.
| Price | Attachment size limit | Storage |
|---|---|---|
| $4.99 to $14.99 per month | Not applicable | Unlimited |
✅ Unlimited inbox size.
✅ 24/7 customer support.
✅ Amazing customer reviews.
❌ Doesn’t provide email hosting exclusively.
4. Neo
Neo is an email platform that provides business email accounts that matches your brand and powerful tools to help grow your business.
| Price | Attachment size limit | Storage |
|---|---|---|
| Starting at $1.99 per user per month | 30 MB | 10 GB to 50 GB |
✅ A complimentary co.site domain and single-page website available.
✅ Compatible across all desktop and mobile devices.
✅ Includes features purposefully created to aid in the success of small businesses.
❌ The email service cannot be accessed offline.
5. A2 Hosting
A2 Hosting is a high-performance web hosting provider known for its developer-friendly features, making it an excellent choice for those seeking optimized website performance. It offers a range of hosting options, including shared, VPS, and dedicated hosting, with an emphasis on reliability and speed.
| Price | Attachment size limit | Storage |
|---|---|---|
| Shared hosting to Dedicated server - $2.99 to $129.99 if you opt for a 36-month plan | Not applicable | 100 GB to unlimited (depending on the package) |
✅ Complete protection against email spam.
✅ Offer a money-back policy.
❌ Email hosting is available only in combo with web hosting.
6. Zoho Mail
Zoho Mail is a secure and user-friendly email hosting service, suitable for businesses looking for professional email solutions with features like integrated calendars and task management. It provides domain-specific business email addresses and ensures data privacy through robust encryption and spam filters.
| Price | Attachment size limit | Storage |
|---|---|---|
| $1 to $4 per user per month | 250 MB to 1 GB | 5 GB to unlimited |
✅ Send attachments up to 1 GB in size.
✅ POP and IMAP access.
✅ Easy integration with Zoho’s optional business productivity apps.
❌ Spam filtering is limited.
7. HostArmada
HostArmada stands out as a top-tier email hosting provider renowned for its comprehensive features tailored to businesses of all sizes. With a focus on security, reliability, and user-friendly interfaces, HostArmada offers a seamless experience for managing email communication. Whether you're a small startup or a large enterprise, HostArmada provides scalable solutions to meet your needs, including customizable email addresses, robust spam protection, and efficient inbox management tools.
Their commitment to customer satisfaction and uptime ensures that your emails are always delivered promptly and securely, making HostArmada an ideal choice for businesses seeking professional-grade email hosting services.
| Price | Attachment size limit | Storage |
|---|---|---|
| $2.49 to $180.95 | 50 MB | 250 MB to Unlimited per mailbox (depending on the package) |
✅ Unlimited email accounts.
✅ Outgoing Spam Protection.
✅ Malware scan and removal.
✅ Offers a 45-day money-back policy.
8. Hostinger
Hostinger is a web hosting provider offering solid performance and a user-friendly control panel. It's known for its competitive pricing, making it an attractive option for individuals and small businesses seeking reliable hosting services.
| Price | Attachment size limit | Storage |
|---|---|---|
| Business email - $0.99/month USD | Not applicable | 10 GB |
| Enterprise email - $2.49/month USD | Not applicable | 30 GB |
✅ Inexpensive and best suited for small business email hosting.
✅ Unlimited email accounts & forwarders.
✅ 30-day money-back guarantee.
❌ No traditional cPanel.
9. Bluehost
Bluehost is a reputable web hosting company that is recommended for its WordPress hosting solutions, providing users with a reliable platform and 24/7 customer support. It offers a range of hosting plans, domain registration services, and user-friendly website-building tools, making it a go-to choice for many bloggers and small businesses.
| Price | Attachment size limit | Storage |
|---|---|---|
| Basic - $4.95/month | Not applicable | 100 MB per account |
| Plus - $7.45/month | Not applicable | Unlimited |
| Choice plus - $7.45/month | Not applicable | Unlimited |
✅ POP3 and IMAP4.
✅ 24/7 support.
❌ Poor backup options.
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Make the right decision
Choosing an email hosting service or domain provider can be difficult, as a wrong decision can affect your email performance and other marketing operations. The services mentioned above are among the best and offer you many features and plans you can choose from.
Besides, every business is different, and so is their requirement. Therefore, you must keep in mind the different factors we have discussed when choosing the right one for your business. Hence, we suggest you look at your industry, existing IT environment, inbox and attachment size requirements, feature requirements, and more to make your decision.
