The industry standard for emails is shifting. Traditionally, companies would purchase servers to host their company email, providing complete control over emails, calendars, and address books, among other tools. However, this solution has its drawbacks: in addition to purchasing hardware, you have to purchase software licenses for Microsoft Exchange as well as Microsoft Outlook for each of your users. On top of that, you have to deal with spam and cyberattacks that operate through email. Spam filters and antivirus software are two more purchases you’ll need to make if you want to minimize your risk. Needless to say, the costs of this hardware, software, and security management adds up.

Cloud-based email services require no hardware or software on your part. Instead, you purchase hosting services on a subscription basis. This typically means paying a set amount per user each month. What’s more, many cloud-based email providers typically include spam filters and antivirus protections with their standard subscription, although some do charge additional fees.

Reduced Costs and Downtime

There are additional, hidden costs to hosting your email on an in-house server. Servers are high-level pieces of hardware - they need to be monitored and maintained. This means hiring IT technicians to manage updates and address issues as they arise.

To be successful, cloud-based email providers need to maximize uptime. This means that reputable services guarantee uptime upfront. Should downtime occur, the onus for resolving issues is on the provider, not yourself. Generally, utilizing cloud-based email services should eliminate downtime altogether. Some services, such as Office 365, even allow users to receive emails via mobile phones or web portals even if their own networks or servers are down. Therefore, another benefit to using cloud email is the elimination of downtime and maintenance costs with regards to your company email.

Choosing the Right Cloud-Based Email for You

Cloud storage solutions vary greatly – some services are user-friendly, while others offer advanced customization for users with more technical knowledge and experience. Some solutions work extremely well with other applications, making it easy to retrieve and access files through other software. Others emphasize security, while still others emphasize collaboration with real-time co-editing. Professional Computer Support’s technicians are experts in cloud computing solutions; we’ll evaluate your business technology needs to identify solutions that will boost productivity.