If you get a pool of 4.5 billion audience to target for your business, would you miss this opportunity? No, right? For a business, having an email service is like having a medium of communication with their people and building a connection. The number of active email users is growing day by day, and email is one effective way to build a relationship of trust and loyalty with your audience.
A business email is not an average email you can make on any email provider. It represents your domain name and associates it with the business. It is seen as a symbol of credibility among your audience, built with time and effort. Therefore, a company that considers emails divine needs a free email warmup that lands your emails in the inbox and not in spam and improves your reputation with targeted users. So why not choose the best?
Top 3 Contenders Of The Best Email Service For Business
We wanted our list to be valuable and helpful for our readers. Hence, we meticulously evaluated each platform on the basis of certain criteria, which include its features, security, privacy, reliability, performance, UX, price plans, and integration capabilities. The market has many options to offer for businesses of all sizes, so let’s see what we have picked out for you.
#1. Google Workspace
Google Workspace is one of the best options for businesses. It was previously known as G Suiten and is the most widely used business email platform globally. Google Workspace is serving over 9 million paying businesses and 170 million education users as of 2021. Why do businesses prefer it? Because it offers easy integration of valuable tools like Gmail, Google Drive, Google Calendar, and collaborative tools like Google Docs, Sheets, and Slides.
Pros
- Great suite of tools (Gmail, Calendar, Drive, Docs, Sheets, Slides).
- Strong integration with other Google services.
- Best security features, including 2FA and AI-powered threat detection.
Cons
- Limited customization options for the email interface.
- Potential storage limitations for large businesses without premium plans.
#2. Microsoft 365
Microsoft 365 is one of the leading email and productivity platforms. It used to be popular under the name Office 365 and has over 345 million paid users worldwide that rely on its suite of tools, including Outlook, Word, Excel, PowerPoint, and Teams. The business sector loves it because of its extensive collaboration features, industry-leading compliance, and strong security protocols.
Pros
- Suite of productivity tools (Outlook, Word, Excel, PowerPoint).
- Excellent collaboration features, particularly with Microsoft Teams.
- Strong security and compliance features.
Cons
- Complex to set up and manage, especially for small businesses.
- Pricing can be higher than some alternatives.
#3. Zoho Mail
Zoho Mail is one popular email service provider that includes around 50 business applications. It is a part of the Zoho ecosystem that serves over 100 million users worldwide and is a preferred option for small to medium-sized businesses seeking affordable and feature-rich email services. Why do businesses prefer it? It integrates well with other Zoho apps and is easier to manage with other business operations.
Pros
- Affordable pricing plans.
- Extensive customization options.
- Strong security features, including encryption and spam filters.
Cons
- The user interface can be less intuitive than other options.
- Limited integration with third-party apps compared to competitors.
What To Look For In The Best Email Service For Business?
Every business needs email service for its different needs, so the choice of email service depends on your business’s priorities. A business that needs an email service for email marketing promotions or other confidential information will look for a service that has a good optimization system.
However, a business that just needs an email service to handle customer support will prioritize the reliability and uptime of the email service provider as they want fast communication. So, no matter what your business prioritizes, here are some aspects you need to consider when choosing your best email service.
The Reliability And Uptime
Do you know downtime can cost your business an arm and leg? According to a Gartner study, unplanned downtime costs businesses an average of $5,600 per minute. This means you have to choose a provider with guaranteed high uptime. If you prioritize the reliability and uptime of the email service, then go for Google Workspace or Microsoft 365, as they are known to offer uptime that guarantees 99.9% or higher, minimizing disruptions.
The Security Features
Phishing attacks have increased by 51% in 2025, which makes security features non-negotiable. To prove this, we have this research by Verizon’s 2023 Data Breach Investigations Report that tells us that 74% of organizations have experienced phishing attacks that used email to execute the attacks.
You can’t risk your company’s credibility and privacy with an email, so choose an email service that offers end-to-end encryption, advanced spam filtering, an authentication system, malware protection, and two-factor authentication (2FA) and also complies with data protection laws like GDPR or HIPAA if your industry requires it. For example, ProtonMail, Tutanota, Mailfence, Microsoft 365, and Google Workspace.
The Integration Capabilities
If you want an email service that you intend to integrate with other business tools, then you need to read this. Your business works on different tools like customer relationship management (CRM) software, project management tools, or cloud storage platforms, and if you want your emails to work side by side, then you will prioritize the email service that is easy to integrate.
For example, Google Workspace and Microsoft 365 provide extensive integrations with apps like Slack, Salesforce, and Asana, and they will ensure better workflow. As it is evident by research businesses that adopt integrated systems see productivity improvements of up to 20% (McKinsey report).
The Scalability And Flexibilty
You won’t be staying in a small business, right? You want your business to grow, and now your email service should also be able to accommodate additional users, storage needs, and advanced features. Depending on your budget, if you are a startup or a small business, you will need budget-friendly plans like Zoho Mail or FastMail, but if you are a large business enterprise, you will look for scalable options like Microsoft 365, which supports tens of thousands of users.
The Storage Capacity
Can’t overlook this one! Today, every business operates through emails and therefore, businesses have to handle a high volume of emails, attachments, and documents on a daily basis. Your email service must offer enough storage capacity. For example, Microsoft 365 provides 50 GB of mailbox storage per user on basic plans, with additional OneDrive storage, while Google Workspace offers up to 2 TB per user on premium plans.
Other Factors To Look For!
- The email service is easy to use.
- It has custom email domains.
- It offers its and reliable customer support.
- It is cost-effective.
- It offers privacy and complies with regional laws and industry-specific standards.
- It offers migration tools or support teams to assist in transferring data.
Conclusion
If you want to choose the right email service, you have to consider the factors necessary for your business needs. Because what works perfectly for one business may not suit another. Take advantage of free trials or basic plans offered by many providers to test their features and determine the best fit for your organization’s unique requirements.
The future of email services is in the hands of technology. The industry is bringing new opportunities to improve functionality and efficiency with features like smart sorting, predictive replies, and advanced threat detection. An emerging trend that businesses should note is email reputation, and if you are a business, you can try the free email warm up, a process essential for establishing a strong sender reputation, especially for outreach and marketing campaigns.
FAQs
What are the benefits of using a cloud-based email service?
There are many benefits of a cloud-based email service. For example, it is accessible from any device with an internet connection, you can easily scale your email storage and bandwidth as your business grows, and you can receive regular updates and security patches without manual intervention.
How can I improve my email security?
You can improve your email’s security by using strong, unique passwords for each account, using two-factor authentication, avoiding opening or clicking suspicious links, and updating your email client and operating system to address security vulnerabilities.
Are free email services suitable for businesses?
Free email services like Gmail or Outlook.com can work for small businesses or startups, but they lack the advanced features required for professional operations, such as custom domains, enhanced security, and collaboration tools.
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