Revolutionizing Business Communication: The Benefits of Cloud Email Services
More than 90% of businesses in Canada use cloud computing of one kind or another, including cloud-based email. But what does that mean? And why do so many companies use it?
In this post, we’ll explore how email cloud solutions for business work, what benefits they offer, how to secure your cloud-based emails and more.
What is Cloud Email and How Does it Help Businesses?
Cloud email services are a popular business communication solution. Some companies still use on-premises email, which means that messages are received, sent, and stored on their in-house servers. Cloud email, though, is hosted by an external service provider via remote servers.
Companies that choose email cloud solutions for business communication can choose from a wide range of cloud email services. Due diligence is crucial, though, to find the best provider.
The Benefits of Switching to Cloud-Based Email Solutions
Now that we know what cloud email services are, why should you consider switching to them?
Let’s look at the main advantages of using a cloud server for emails:
Save Money in the Long Run
Of all the benefits of cloud email, the potential to save money will be the most compelling to small businesses on a tight budget.
Cloud-based email solutions are more cost effective than traditional on-premises email, as you don’t need to employ your own IT technicians to set up, maintain, and manage your in-house servers. You can leave everything to the company providing your cloud-based email solutions instead.
Cloud-Based Email Solutions are Scalable
If you plan to grow your business in years to come, cloud email services will be easier to scale than on-premises email. You won’t need to invest in new servers or find extra space to house them. Instead, you can speak to your cloud email provider about upgrading your plan whenever you need to.
Access Your Emails Remotely
Remote access is one of the top advantages of using a cloud server for emails. You and your team can sign in and manage your emails from virtually all devices with an internet connection.
That’s a huge benefit when remote work has become increasingly popular since the beginning of the COVID-19 pandemic. More than 75% of Canadian companies still allow employees to work from home.
Cutting-Edge Security Keeps Your Emails Safe
Keeping your emails secure is paramount in all businesses across all sectors. Without effective security, unauthorized users could gain access to emails containing sensitive data, such as financial information or client details.
Fortunately, access to the latest security measures is another of the benefits of cloud email services. When you work with a cloud-based email solutions provider, your emails will be protected by state-of-the-art tools and trained professionals. You won’t need to depend on your in-house IT technicians to keep your emails secure any longer.
Reduced Risk of Downtime and Disruptions
Companies that provide cloud-based email services have a responsibility to keep their servers running 24/7. Their clients depend on them, and it’s in everyone’s best interests to ensure that servers always operate as required. That means you’re far less likely to experience downtime and be unable to access your emails.
Best Practices to Secure Your Business Data with Cloud Emails
We chose effective security as one of the top advantages of using a cloud server for emails. And now, we’ll look at best practices to protect company data and prevent unauthorized users from accessing your emails.
Research Your Options
Numerous companies offer a secure mail hosting solution to protect company data, but some will be more reliable than others. Research is vital: look into your local options, explore their reputations, check online reviews, and consider their prices carefully. Don’t sign up with the first company you come across until you’ve seen more of your options.
Ask Providers about Their Secure Mail Server Setup
When you find a cloud email services provider that suits your goals and budget, ask them to explain how they will deliver a secure mail hosting solution. They should be happy to talk through their approach to security to set your mind at ease.
Practice Strict Password Management
Effective passwords are crucial alongside a secure mail server. Implement complex passwords containing upper and lower case letters, special characters, and numbers. Avoid passwords that are easy to guess, such as your birthday or children’s names. Employees should be aware of this and be required to update passwords regularly.
Be Aware of Email Threats
More than 30% of Canadians were targeted in phishing attacks during a six-month period. Phishing emails can be easy to fall for, particularly when they appear to be from a trusted financial institution or global company.
But phishing attacks can cause data breaches, so ensure that all employees are trained to spot suspicious emails and know who to inform upon receiving one.
What Are the Best Cloud Email Providers in the Market?
What is the best cloud-based email service provider on the market? Opinions vary, and providers offer different features. But here are five of the top-rated online mail service options to consider:
● Google Workspace
● Microsoft 365
● Amazon WorkMail
● IceWarp Cloud
● Zoho Workplace
Finding the best cloud-based email service provider for your business can be time-consuming, but it will pay off when your emails are safe, secure, and easily accessible 24/7.
How to Set Up a Secure and Reliable Cloud Email System in Minutes?
The simplest way to set up a reliable mail server quickly is to work with an IT services provider.
A skilled, experienced team will have a clear mail server in the cloud setup process to have you up and running in no time. They’ll get to know your business and your communication preferences, then recommend the right cloud-based email service for you.
Make the Switch to a Cloud Email Solution
Using a cloud-based email service is safer, more cost-effective, and more convenient than a traditional on-premises setup. And NETWORTH will make it easy for you. We will implement Microsoft 365 into your business through a simple setup process with the latest security, features, and expert support.
Speak to one of our IT specialists to get started today.