Having a business email address is essential for any business to come out as an authority. While social media and messaging apps have their place, email is still the most reliable and formal way for professionals to interact, exchange information and keep projects moving.
For businesses in Australia, picking an email service that fits their location and rules is a big decision. From protecting important data to making sure communication is smooth, the benefits of an Australian-focused email hosting service are vast.
What is Email Hosting
It's a service that offers email servers, which store, send and receive emails for your domain. Unlike free email services like Gmail or Yahoo, where your email address is tied to the provider (e.g., yourbusiness@gmail.com), email hosting allows you to use your domain name (e.g., you@yourbusiness.com).
The primary purpose is to provide a more professional and business-specific platform for managing electronic communications. This includes features such as spam and virus protection and calendar integration, all managed through your provider's webmail or email clients.
Is Email Hosting Different from Website Hosting?
Yes. Website hosting stores the data and files that make up your website and helps display that information to visitors. Whereas an email hosting is a service where your email data is stored, managed and accessed from a server. While these services can sometimes be combined, having a service provider, such as Microsoft 365 or Google Workspace, for your business emails can improve its data security.
Are Domain Name and Email Hosting Included in a Hosting Plan?
In certain cases, a web hosting plan may include a free domain and a professional email address. However, the specific inclusions depend on the plan you choose. It's important to review the details of any email hosting plan you're considering, ensuring it meets your business’ needs.
For startup and small to medium-sized companies, having an email hosting included may work because they may not have regular communications through email or massive data to transfer each day. A hosting company may offer you 10GB, 30GB or 50GB storage space, which is usually enough for a small website with a professional email account.
For larger, stable businesses, it's recommended to use a dedicated hosting for emails, so the communication is not disrupted. It's also much safe and secure for business emails.
What is Secured Email Hosting?
Cyberattacks and malware can compromise sensitive information, leading to identity theft, financial loss and damage to a company's reputation. Secured hosting typically offers features such as end-to-end encryption, data loss prevention, email archiving and secure file sharing.
These are important for industries handling sensitive data, as it helps to prevent phishing attempts, ransomware and other malicious activities by providing robust filtering systems that detect and block harmful content before it reaches the user's inbox.
5 Benefits of Email Hosting Service in Australia
It's important for businesses in Australia to integrate an email system provided by an Australian-owned company. Collaborating with a local company makes things a lot easier when it comes to managing products and services.
- Data Privacy and Security: Australian email hosting services are governed by strict privacy laws, such as the Privacy Act and the Australian Privacy Principles, ensuring personal data is protected and businesses are compliant with local regulations. A local provider also offers the advantage of jurisdiction—data stored locally in Australia is covered by the country’s robust privacy laws and is not subject to international data sharing without your consent.
- Reliable Performance and Uptime: Geographically closer servers typically result in faster loading times and less latency, enhancing user experience. Australian email hosting services provide faster delivery speeds and more reliable performance. Additionally, servers hosted within Australia are subject to the country’s high standards of infrastructure and technology, ensuring consistent uptime.
- Customised Email Addresses: Having a domain-specific email address projects a professional image and helps with brand recognition. This service allows businesses to create custom email addresses, reinforcing their brand identity and credibility with local clientele.
- Scalability and Flexibility: An email hosting service is highly adaptable, making it a perfect fit for businesses as they grow and need to handle increasing volumes of emails, especially during busy periods. Scalability options ensure that you can easily increase or decrease your email server resources as your needs change without any hassle.
- Technical Support: Local support teams understand the specific challenges and needs of businesses in Australia. They can provide timely assistance, language compatibility and cultural know-how, which can be invaluable during critical times or when resolving complex technical issues.
Understanding the Importance of Email Hosting with Real-life Examples
To underscore the effectiveness of email services, let's examine how they have empowered local businesses.
- Local E-commerce Store: An e-commerce platform relies on emails to manage customer orders, vendor communications, and marketing outreach. Local hosting ensures the store complies with data governance regulations while offering a smooth user experience.
- Professional Services Firm: A boutique consulting business uses customised email addresses for its team to correspond with clients. The Australian-based server guarantees confidentiality and reliability, which are vital in their field.
Comparing Email Hosting Platforms for Australian Businesses
Many businesses in Australia find themselves looking into two major players for email services—Microsoft 365 and Google Workspace. Let's see how they both benefit companies.
Microsoft 365
Microsoft 365 (formerly Office 365), which also includes an email service through Outlook, Word, Excel, PowerPoint, Teams, and other services, is a comprehensive solution for businesses needing the full range of Microsoft applications. For businesses that heavily rely on Microsoft software, the seamless integration and collaborative nature of its suite provides a compelling business email solution.
- Email Backup: Microsoft 365 email backup service provides features like Exchange Online Archiving and data loss prevention, where emails are automatically stored and protected against accidental deletion. Users can also utilise SharePoint to manage, share and archive emails within their organisation.
- Email Migration: For email migration, Microsoft 365 users have access to tools like the Exchange Migration Tool, which simplifies the process of migrating email from different email systems to Microsoft 365. Its FastTrack service provides assistance for customers with 150 or more users, ensuring a smooth migration experience.
Google Workspace
Google Workspace, formerly known as G-Suite, provides businesses with a suite of cloud-based collaboration and productivity tools. Its Gmail-for-Business service is widely used for its intuitive interface, robust search functionality, security features and integration with other Google services. Users praise its stability and the fact that it's mostly free from downtime, saving time and reducing business disruption.
- Email Backup: Google Workspace offers Vault for email archiving and eDiscovery for emails, chats and files. It enables businesses to set retention policies that automatically archives emails and keeps them secure regardless of user deletion.
- Email Migration: Google Workspace offers the Data Migration Service, which allows administrators to migrate email from Microsoft Exchange, Microsoft 365 and other email systems to Google Workspace. The migration tool is built into the admin console, making the process direct and manageable without the need for additional software or extensive IT intervention.
Choosing the Best Email Hosting Provider in Australia
Selecting an email hosting service tailored to your Australian business requires careful consideration of several factors. These include:
Factors to Consider:
- Server Location: Opt for a provider with servers physically located within Australia to benefit from the local jurisdiction and faster connection speeds.
- Data Center Redundancy: Ensure the provider has backup plans in place in case of server failures to maintain the integrity of your communications.
- Security Features: Look for features that protect your email against cyber threats, such as encryption, multi-factor authentication, and robust spam filters.
- Scalability: Assess if the service can accommodate the growth of your business and if it's easy to upgrade your plan.
- Affordability: Compare pricing plans and consider the value offered in terms of services provided.
Email Hosting Costs and Security
Cost is an important factor, but so is the security of your email communications and data. As with most things, the old adage "you get what you pay for" often holds true.
How Much Should Email Hosting Cost
The cost of email hosting varies widely, depending on the features you need and the size of your organisation. Typically, it can cost you anywhere from AU$4.57 up to AU$88.31 or more per month. Be cautious of extremely low-cost options, as they might not offer the best service or the security you need. Look for a provider that offers a transparent pricing model with no hidden fees.
What Email Service is Best for Business
The best email service for your business depends on your specific needs and preferences. As we discussed earlier, Microsoft 365 and Google Workspace are the most popular choices for their comprehensive suites. if you're a business owner of a small company, you may only need a web hosting with a professional email account. Evaluate the features, ease of use, integration capabilities and security protocols of each service before purchasing any plan.
What Email Service is the Most Secure
Email services that offer end-to-end encryption, sophisticated spam filters, data loss prevention and secure email archiving are often considered the most secure. Australian businesses, especially those in regulated industries such as healthcare or finance, should prioritise security when choosing an email service. Look for SSL/TLS encryption, multi-factor authentication and robust privacy policies.
Why a Business Email Hosting Matters
A business email hosting is important for several reasons. It helps enhance professionalism and credibility by using a custom domain email address that matches your business name. It also provides advanced security features to protect sensitive information and data. Additionally, business email hosting offers reliable and efficient email services with ample storage and collaboration tools, improving communication and productivity within the organisation.
Email hosting can be considered the nerve center of a company’s digital operations. It plays a vital role in conducting business transactions, internal communication, and marketing efforts. A reputable email hosting service ensures that these core functions operate smoothly and securely, contributing to the overall credibility of a business.
Frequently Asked Questions
Do I need web hosting for email?
Not necessarily. While email and web hosting services can often be bundled together, particularly for individuals and small businesses, larger organisations may find value in separate services for increased control and security. If you already have a web hosting provider, check whether they offer email hosting, or you may choose to use a dedicated email provider.
How does email hosting work?
Email hosting works by providing a server to store your email data and the software for you to manage that data. Depending on the provider and the specific package you choose, you can have varying levels of control and access to manage not just the content of your emails but also your email settings and configuration.
How to check your email hosting provider?
It’s simple to check who your email provider is. If you own your domain, look for your domain's MX (Mail Exchange) records, which specify the mail server that should receive your email. These records usually point to the domain of your email provider.
Can I change my email hosting company?
Yes, you can change your email hosting company. The process involves selecting a new provider, setting up new email accounts, migrating your data, and updating your DNS settings. It can be complex, so it’s beneficial to follow a migration plan and potentially seek support from your new provider.
How to change your email hosting provider?
When changing email providers, you must transfer your existing emails and account details to the new server. This typically involves backing up your emails, setting up your new email accounts, and configuring your domain’s DNS settings to point to your new email provider. Follow a step-by-step email hosting migration guide to ensure no important data is lost during the transition.
