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3 Options for Handling Your Business Email

With your host, Kyle Van Deusen

Improve Your Online Presence
3 Options for Handling Your Business Email

In This Episode...

Unsure of the best way to handle email for your business? There are 3 primary types of email, and in this episode we'll cover the pros, cons, and price of each!

Show Transcript

Hello, and welcome back to another episode of the improve your online presence. My name is Kyle Van Deusen from OGAL Web Design. And today we are actually going to revisit a topic that’s already been discussed here on the short life of this podcast, but in a conversation with a client the other day, I realized I didn’t cover some of the really important aspects of this topic, and that is options for your business email.

So in the last episode, I focused mostly on why I think it’s important to have a branded email, but I really didn’t go into the different options you have and what your alternatives are. So it’s my hope that through this podcast today, we’ll be able to kind of narrow down some of the pros, the cons, and the pricing of the three options I’m going to lay out today and you’ll be able to make a better decision on what’s best for your business.

The first thing we’re going to do is make sure we cover a few of the terms I’m going to talk about during this episode, so you don’t get lost. So the first one is branded email. So what I mean by that is an email that matches your domain or your website address. So for instance, my website is ogalweb.com. And my email address is [email protected] So the branded part means my brand is in there. My URL is in there. The next thing we’re going to talk about is deliverability and deliverability is really a term for your email making it to the destination it’s supposed to get to. So emails that have low deliverability rates means they end up actually not making it to their destination or making it there, but ending up in spam folders, which is a real concern with some of these options.

And obviously you don’t want your emails ending up in your customer’s spam. And the last thing is male client. So a male client is a program or an interface that you use to actually access your mail. So something like outlook that you open up to get to your mail. So I might mention one of those three terms during this branded email deliverability or mail client. So this way you kind of know what I’m talking about before we get started. All right. So your first real option is just using a personal email address. So the pro to this is the cost. The con is that it does look a little unprofessional and the cost, well, it’s absolutely free. So this is the cheapest and easiest option for handling the email for your business. And you can use a free account like Gmail or Yahoo, and these platforms work like a charm.

They offer tons of storage, especially for something for free. They offer a web based email client that you can log into online. You can even have apps for your phone to access all these things. And most of them have really good deliverability rates. Now, the problem with this is you have to look at this as how this reflects on your business when you are just using, you know [email protected] Customers are going to notice that it just doesn’t look as professional, and it could give people the impression that you’re not taking your business seriously, or that you’re fine with the bare minimum. So to me, giving that right impression, especially the email address you give out is something they’re going to see right away on your business card, or when you tell them to email you, you you’re going to be using this as a first impression a lot of times.

So I just think having a branded email is so important that the free options, even though they’re free and have good deliverability rates and things like that, it’s really not good for a business to use. So that moves us to option two, which is getting a branded email, but through a shared email hosting service. So when we go into this, the, the pros are that you do get the branded email and they’re low cost. The cons are, you’re going to have some deliverability issues. And some of the male clients are not very pleasant to use as far as price. There’s lots of different options for this. I’m not going to go into everyone that’s out there, but you can get prices starting as low as 79 cents per user per month. So if you know that you don’t want to use a personal email address, a shared email hosting, branded email might work for you because the price is so little, it only 79 cents per month.

You really can’t beat that price. And this will give you the professionalism of a branded email. Now, of course, all this sounds great until we get to looking at some of the cons to this shared email hosting is exactly what it sounds like. You’re sharing a server with a lot of other companies who are also using that email server. So that’s why you can get the cost down so much. Now the cost of this is actually in your deliverability rates. So if another company that’s on your same server start sending out a bunch of spam and people Mark these emails as spam things that filter out spam are going to see that server sending out spam. And they’re going to classify your emails right along with it. You’re going to be guilty by association. And you’re likely going to see your emails start ending up in people’s spam, just because somebody else on your server has been using that.

Now, the other problem you have is the email clients that come along with these things. So most of them have their own, or there’s a few open source type email clients, but they’re really clunky to use. They’re not a pleasant experience. Now, there are some ways you can reroute these emails into like a Gmail account and still be able to send and receive mail to your, your branded email through the actual Gmail interface. But that takes a little bit more working things out, but just in general, the real issue with the shared email hosting is that you’re going to have poor deliverability and the email clients are going to be kind of clunky. Like I said, there’s some ways around that, but there’s not really a way around the deliverability problems. So that takes us to option three, which is what I’ve kind of labeled as premium email.

So for this, the pros are, you’re going to have a top of the line, email client it’s going to function and look beautiful, just like you want your email to. And you’re going to have very reliable deliverability. Now as a con, this is the most expensive of the options we’re going to talk about today. And the prices, you know, go from about five to $6 a month. So we’re not talking about something extremely expensive, but when you talk about email service, some people can kind of really shy away from wanting to spend money on something that they’re so used to getting for free. So the two main players in this category are G suite, which is made by Google or Microsoft three 65, which used to be called office three 65, which is of course by Microsoft. Now, both of these are going to give you top of the line, email clients.

You’re going to have a great experience using them. And they have really good deliverability rates. Of course, all of this comes at the extra cost of five to $6 a month. Now, another thing that’s great about both of these services is they come bundled with some extra things. Both of these come with word processors, spreadsheets presentation tools plenty of storage. So you get a lot of things bundled in with that. Now that’s not important to everybody. Me personally, I rely on Google docs and Google spreadsheets. That’s called sheets in my business every day. So being able to access those as well is another benefit of this. Now there’s one other fringe option that works for some, but it doesn’t work for everybody. And that’s email forwarding. So basically what you can do is through your domain registrar, I personally use Namecheap, but this even works with somebody like GoDaddy.

A lot of them will offer free email forwarding. So what this means is you can set up a branded email and have emails sent to that email address. And what they’ll do is just forward that to your personal email address automatically. Now this works great for putting it on your business cards or on your website or somewhere where you want to show somebody, you have that branded email. The problem is, is your it’s not an actual inbox that you can log into. It’s just simply forwarding those emails to your personal account. So when you reply to a customer’s email, it’s going to come from your personal email address. And that’s probably where they’re going to start replying to. So if you don’t really have a problem with the, with using a personal email address and corresponding that way, especially after you’ve established some kind of relationship with the client, then the email forwarding can work.

It’s just not a perfect solution for everybody. So, you know, that kind of outlines the different options you have. Like I said, there’s tons of providers for these different things and there’s nuance differences between all of them. But that would kind of get out of the scope of this podcast. But hopefully this kind of clears up some of the different options you have. Like I said, I use G suite for my business. It’s what I recommend to my clients because almost everybody is already used to using Gmail or Google services. And that’s exactly what G suite uses. So if you logged into a G suite account for your email, it’s going to look just like Gmail. And so there’s a familiarity there that people are already used to that. Of course it comes with great deliverability rates, which is important that your, your emails don’t end up in spam.

And lastly, it’s all the tools that come, come bundled with it. So when I have to write up a blog post or something, I’m using Google docs. When I need to make a spreadsheet, I’m using Google sheets. You can even do presentations through Google slides or forms through Google forms. So all of these things come in really handy. They have great collaboration tools within them. So if you’re working with the team, everybody can share these documents back and forth. They’re all cloud based so everybody can access them. They’re not stuffed away on somebody’s hard drive. So hopefully this answers some of the questions you might have, or some of the questions you might face about how you should handle email with your business. Of course, if you have any more questions, I’m more than happy to answer those for you. You can always drop me an [email protected] And I will do my best to answer that for you. If you have any other questions you’d like to have answered on the podcast, feel free to drop me an email and let me know. I’ll be glad to answer those on a future episode.


Kyle Van Deusen

For the past 15 years I have helped businesses like yours increase their online presence through powerful websites that help you easily, effectively, and affordably grow your business.

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