How to Choose the Right Email Service Provider

Email is an important communication tool in business. While there are many email services on the market, not all are suitable for businesses. For example, free email hosting services are not secure to use.

In 2021, more than 3 billion Gmail and Hotmail user credentials were exposed. The attackers published the database of email account combinations and their passwords on hacker forums.

The hack was carried out by collecting many previous leaks from popular sources such as Netflix, LinkedIn and others into a common database. In total, experts counted more than 15.2 billion compromised accounts.

Such leaks threaten companies with huge financial and reputational losses. To avoid this, it is important to choose carefully an email service for corporate communications.

In this article, we will look at the factors to consider when choosing email hosting services.

Key Features to Look for in an Email Hosting Service


Protecting data and preventing cyber-attacks is the most important factor to consider, as business communications contain sensitive commercial information, client’s and partners’ personal data, and etc.

  • Ask your provider if they use data encryption to protect emails in transit and at rest.

  • Enable two-factor authentication to protect accounts from unauthorized access.

  • Install spam filters and anti-virus software to block malicious emails and protect employees from phishing attacks.

High availability

As email is the most important means of communication, the provider must ensure the highest availability of email services with minimum downtime. This is achieved by having redundant data centers in different geographical locations. A reliable provider will guarantee a maximum uptime of more than 99.99%.

Access from anywhere

Because many organizations have employees who spend a lot of time on the move, an email solution must be able to synchronize with multiple mobile devices. Employees should be able to access email, contacts and folders with a few clicks, regardless of their physical location.

Easy usage and administration

The email service should have an easy-to-use interface that allows all tasks to be performed with minimal support from either users or administrators. If problems do arise, you should be able to contact customer service easily at any time. Trusted email hosting providers offer comprehensive support, from installation to troubleshooting and maintenance.

Storage and archiving features

Storage and archiving help manage server space, avoid server overload and ensure optimum mail service performance. These features help organizations avoid storing bulky files. Regularly backing up mailbox data protects information from being lost in the event of a system crash, virus attack or other unforeseen event. Some industries, such as finance or healthcare, have strict requirements for storing and archiving email correspondence. The email service must ensure compliance with legislation and security standards.

Choosing Corporate E-mail Service

email hosting

To find an email service, we recommend the following procedure:

Step 1: Understand your business needs.

Every business is unique and may have its own specific requirements and limitations. Do you know how many people will be using email? This is important for choosing a pricing plan based on the number of users.

Do you need additional features such as calendar, contacts, tasks, integration with other applications? What security measures do you consider necessary? The usual set for data security: encryption, two-factor authentication, anti-virus protection. Do you need your own domain name?

Step 2: Compare features and prices.

Check what features different vendors offer. Estimate the cost of using the solution for your business. Consider both upfront costs and ongoing payments. Find out if the service you choose can scale as your staff grows. Make sure that the provider has a high-quality customer support team that can resolve any problems you may have.

Step 3: Migration

The migration process can be complicated, so it is best to prepare a plan in advance and stick to it. 

Make sure you back up all important data before you start the migration. Migrate mailboxes from the current server to the new server. This may involve synchronizing a large amount of data.

After the migration, run some tests to confirm that everything is working correctly. Test sending and receiving email, calendar, contacts and other functions. Enable any necessary security measures, such as two-factor authentication, anti-spam, DDoS protection.

Train employees on how to use the new solution to get the most out of it.


Cloud4U offers Corporate Exchange Email in the Cloud. This is cloud-based business email based on MS Exchange with built-in spam and virus protection. You can rent the whole server or choose a fixed number of email accounts. Your business email is up and running, easily scalable and customisable. And if any problems arise, our IT professionals are on hand to help you with all aspects of email hosting.

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author: Martin Evans
published: 03/19/2024
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