New age businesses rely on IMAP. Are you still with POP3?

Like other new age enterprises, your business must be using emails as the primary mode of communication. But the business communication can be affected hugely by your choice of email connection protocol. Many reports have highlighted how more and more organizations are switching from conventional email connections like POP3 and MS Exchange to more robust and modern Internet Message Access Protocol (IMAP) email service. As a modern protocol, IMAP complements the communication needs of small, medium and large enterprises. Your business must change from POP3 to IMAP to avail a number of benefits.

Why New Age Enterprises Prefer IMAP to POP3?

Access Messages Directly from the Mail Server
Like POP3, IMAP also allow users to access their messages in offline mode. But the modern protocol allows them to access emails directly from the mail server. So the users can access their messages on a variety of devices connected to the web. As the marketing professionals have to travel frequently for business purposes, the feature will help you in enabling them to check business emails on the go. Also, the feature makes business communication more convenient and flexible.

Avoid Downloading Entire Messages
POP3 connection requires users to download new emails from the mail server to the local drives on their computers. So the users will require internet connection to download the emails to their computers. Further, additional bandwidth is needed to quickly download the messages with large attachments. But IMAP enables users to download the message summaries or headers, instead of downloading entire emails. So your employees can easily understand the nature and topic of new messages when there is no fast internet connectivity.

Allow Employees to Access Messages Anytime and Anywhere
Each modern business must allow its employees to access their messages anytime and anywhere. Unlike conventional email protocols, IMAP allows users to access their emails on a variety of devices and email clients. When your business uses the robust connection, it will be easier for your employees to access their messages on desktops, laptops, smartphones and tablets. Further, they have option to access the messages through a number of widely used email clients including Outlook, Thunderbird and Zimbra. The compatibility will help your business to allow the employees to stay connected with each other.

No Backup System Required
POP3 connection erases emails from the mail server once the messages are downloaded to the computers. The feature helps users in keeping space in their accounts free. But the option makes it essential for businesses to implement a comprehensive backup system to protect the emails stored on computers. There are always chances that the important business communications can be lost due to a crashed hard drive or broken computer. Your business can switch to IMAP to avoid the need for a comprehensive email backup system, as the emails remains on the mail server till the users delete them.

Facilitate Communication in a Distributed Environment
Most modern enterprises work with satellite offices and distributed teams. Also, most organizations outsource projects to curtail expenses. As a modern email connection protocol, IMAP complements the complex communication needs of new age businesses. The users have option to access their emails on any device or through any email client. So your employees can stay connected with each other regardless of the locations they are working from. At the same time, IMAP further enables all employees to access centralized emails by using their login credentials.

Share Centralized Mailboxes without Any Hassle
An organization can avail several advantages by making centralized emails accessible to the authorized employees. In addition to reducing cost, the email sharing will further help in increasing your team’s productivity. As IMAP allows users to directly access emails from the mail server, you can share your centralized mailboxes without any hassle. Each authorized employee can be provided with login credentials that he can use to access the centralized mailboxes on any device.

The rapidly growing popularity of IMAP among both individual users and businesses has encouraged many email service providers to offer a variety of IMAP email solutions. So you can easily choose email accounts according to the communication requirements of your business. The right plan will help you in availing the benefits of IMAP along with adequate online storage space and constant support.

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What Makes POP3 Email Service Obsolete?

A constant increase is noted in the number of users switching from conventional Post Office Protocol, version 3 (POP3) email service. The email connection allows users to download messages from the remote mail server. So a user can download his messages to the local drives of his computer, and access the messages in offline mode. But the messages are deleted from the mail server, once the emails are downloaded to local devices. The feature affects the effectiveness and popularity of POP3 negatively. Also, POP3 email service fails to meet the requirements of modern users to access their email anytime and anywhere. There are also a number of factors that make the convention email service obsolete.

What Makes Switch from POP3 Email Service?

No Option to Access Messages on Multiple Devices

Nowadays, most people access emails on their smartphones, tablets and other handheld devices. When they have option to access emails directly from the remote mail server, it becomes easier for users to access their messages on both computers and mobile devices. But POP3 connection removes emails from the server, once the user downloads the messages to his local computer. So the protocol fails to meet the communication needs of modern users.

Local Storage Space Required

POP3 connection enables users to download emails from the mail server to the local drives on their computers. The features allow them to access emails even when there is no internet connection. But each user must have adequate local storage space to archive his old emails. As the downloaded emails no longer exist on the mail server, it becomes essential to store all emails for future reference.

Backup System for Messages

As the emails are deleted from the mail server once these are downloaded to the local drives, it becomes difficult for users to track email conversations and contacts. The users also miss the option to tag messages as read or add labels. At the same time, they have to implement a comprehensive backup system to effectively store the messages on their computer. Also, they have to be careful while reading the messages to ensure that no message is deleted accidentally.

Additional Bandwidth to Download Large Emails

POP3 connection allows users to download emails to the local drives on their computers. So the messages stored on the computer can be accessed without any internet connection. But adequate bandwidth is required to download all messages from the mail server. The emails with large attachments will further require high speed internet connection to get downloaded without any hassle.

Fails to Meet the Communication Needs of Enterprises

As a conventional email connection protocol, POP3 fails to complement the communication needs of modern businesses. Most organizations, nowadays, work with distributes teams or setup satellite offices. So they look for an effective email connection that allows the members of a distributed team to stay connected with each other, while working from different locations. Further, the centralized mailboxes must be consistently accessible to the authorized employees to facilitate exchange of business data and information. At the same time, each organization also wants to access emails anytime and anywhere. As POP3 connection does not allow users to access emails directly from the mail server, an increasing number of organizations are switching to more effective Internet Message Access Protocol (IMAP) email service.

As a more modern and robust email connection protocol, IMAP allows users to access emails on a variety of devices and email clients. As the users have option to access their messages directly from the mail server, they can access their emails on desktops, laptops or mobile devices connected to the internet. At the same time, the protocol further provides a higher level of security and confidentiality to facilitate exchange of sensitive business data and information.

There are many providers offering IMAP Email India services. We are official Google Apps partners for Enterprise. IMAP E-mail Accounts with us come with an assurance of additional reliability and security. Contact us today to speak to us and we will be glad to assist.

Is it high time to switch to IMAP Email?

As a modern and robust email connection protocol, Internet Message Access Protocol (IMAP) comes with the features of some of the widely used protocols like Microsoft Exchange and POP3. A gradual increase is also noted in the number of users changing from these conventional protocols to IMAP to avail several benefits. Along allowing individual users to access emails on desktops, laptops and mobile devices, the protocol is also effective in meeting the communication needs of modern organizations. If you are looking for a powerful email connection protocol, it is time to switch to IMAP emails.

Six Reasons Why It is High Time to Switch to IMAP Email

1. Access Emails on Multiple Devices and Clients: As a robust email connection protocol, IMAP enables users to access emails at their own convenience. They can access the messages stored on remote servers directly. So it becomes easier for them to access the emails anytime and anywhere on their computers or mobile devices. At the same time, they can further access the messages through several email clients including Outlook, Thunderbird and Zimbra. The compatibility feature makes IMAP complement the communication needs of modern users.

2. Option to Manipulate Remote Mailboxes: Along with individuals, IMAP also complements the communication needs of enterprises. Most organizations, nowadays, have satellite offices. Also, many companies deploy distributed teams to curtail project costs. Hence, modern businesses must allow members working from different locations to access centralized mailboxes without any hassle. The protocol allows multiple users to access and manage remote mailboxes simultaneously. Further, each user has option to access messages on his preferred device and email client to stay connected with other members of the distributed team.

3. Easy to Track Email Conversations: Like conventional email connection protocols, IMAP also allow users to download and archive emails on their local drives. As the users have option to access emails directly from the remote mail server, it becomes easier for them to track email conversations and contacts. The protocol further fetches the user requested content from the server, and cache the content locally. Thus, users have option to view the list of new emails and message summaries, along with marking a message as read or deleting the message.

4. Quick Overview of Headers: Unlike conventional email protocols, IMAP allows users to check the header of a message without downloading the email from the mail server. So it becomes easier for them to prioritize email checking. They can simply click on the header, and decide the significance of the message. The feature makes it easier for users to access the emails with large attachments without requiring any additional download time.

5. No Need for Backup System: IMAP also enable users to access their old emails from any device. As the emails are not removed from the mail server, these can be accessed without any hassle. Further, the protocol allows users to easily retrieve the messages deleted by them accidentally. The feature allows them to backup the emails effectively without blocking space on their local devices. They also have option to get additional online storage space to accommodate their old mailboxes.

6. Higher Level of Security and Confidentiality: The huge popularity of emails has made these prone as a medium to carry out identity thefts and frauds. So the personal as well as business messages must be exchanged through a secure email connection. In comparison to other email connection protocols, IMAP offers a much higher level of security and confidentiality. At the same time, the protocol also uses effective encryption methods to keep the messages secure and inaccessible during transmission.

If you have a desktop, laptop, smartphone or tablet with internet connectivity, you can access your emails constantly through IMAP. You also have option to choose from a variety of IMAP email accounts provided by the email service providers. So it becomes easier to buy customized IMAP email solutions according to your needs and budget.

We at POP2IMAP.in provide reliable Email Services. Take a trial of the ‘Business Email for SMBs’ service we provide. We would be glad to assist and you would be glad you got in touch with us.

Are you still living in POP3 era? See what you are missing out on

A constant increase is noted in the number of users switching from conventional Post Office Protocol, version 3 (POP3) email accounts to more effective Internet Message Access Protocol (IMAP) emails. As a conventional email connection protocol, POP3 supports simple mailbox management. But the protocol is not effective in meeting the complicated communication needs of both individual and enterprise users. Along with option to access messages on multiple devices, the users also lack the option to keep track of their email conversations and contacts. If you are still living in the POP3 era, it is time to embrace IMAP to access your emails anytime and anywhere.

Facilities You are Missing by Not Switching from POP3 to IMAP

Option to Access Emails on Multiple Devices

As the primary mode of business communication, emails need to be accessed by professional frequently. The users also check messages using a variety of devices like computers and mobile devices. When you have a POP3 connection, the messages are deleted from the mail server after being downloaded to your computer. So you cannot access the emails on a device of your choice. On the other hand, IMAP complements your needs to access messages on any device connected to the web.

Hassle-Free Access to Your Mailbox

In addition to accessing your emails without any hassle, it is also important for a professional to keep track of the email conversations. With POP3, the old messages are removed from the mail server. So you have to access the computer on which the messages are stored. The process makes business communication both complex and time-taking. But IMAP connection allows you to directly access messages from the server. Further, you have option to archive the messages on computers and mobile devices. Hence, it becomes easier to track your email conversations and old messages without any hassle.

Email Access through Standard Clients

It is a common practice among professionals to access their messages though standard email clients. Along with outdated services like Outlook Express, professionals also use popular email clients like Outlook, Zimbra and Thunderbird. Unlike POP3, IMAP allows users to access messages through their preferred email client. So you can simply configure your email client, and access your messages in the same way.

Enhanced Security and Encryption

Nowadays, users have to look for effective ways to keep their messages secure and inaccessible. Many professionals even use customized software applications to avail higher email security, encryption and confidentiality. In comparison to conventional email connection protocols, IMAP is effective in providing a higher level of email security and confidentiality. It also supports encryptions methods to make the business emails accessible only to authorized users.

Making Centralized Mailboxes Accessible to Remote Teams

The simple email management supported by POP3 fails to meets to complex communication needs of modern enterprises. Most organizations, nowadays, work with distributed teams or have satellite offices. So employees often work from different locations. As POP3 connection removed emails from the server, it becomes difficult for the members of a distributed team to communicate.

But IMAP, as a robust email connection protocol, is effective in complementing the communication needs of modern business. Along with supporting both online and offline email management, the protocol further make centralized mailboxes accessible to distributed teams in a secure and uninterrupted way. The multiple concurrent user management system supported by IMAP further facilitates smoother and faster communication essential in a distributed environment.

Quick and Effective Email Search Options

In comparison to POP3, IMAP allows users to search for specific emails based on certain criteria. The protocol supports user-defined keyword status information. As multiple users have access to centralized emails they can retrieve the required messages without putting any extra effort. Also, the older emails remain on the mail server, and can be accessed in future. At the same time, the user can assign user-defined tags through keywords to distinguish between emails conversations.

A number of email service providers have made it easier for users to switch from POP3 to IMAP by choosing from several plans. So the individual as well as enterprise users can choose IMAP email accounts with the required online storage and facilities without incurring any additional expenses.

We provide IMAP Email Services. If you are struggling with POP Email accounts and would like to Change POP3 account to IMAP, speak to our team at POP2IMAP.in. We will be glad to assist you.

Email: What's the Difference between POP3, IMAP, and Exchange?

Despite constant advancement in communication technologies, emails are still used most people for both personal and business communication. However, a constant increase is noted in the number of users accessing their messages on the mobile and handheld devices. So each user must choose the email connection protocol that allows him to access emails in his own way. As each user has option to choose from several email connection protocols, he must understand the important differences between widely used protocols like Microsoft Exchange, Post Office Protocol, version 3 (POP3) and Internet Message Access Protocol (IMAP).

Comparing POP3, IMAP, and Exchange Email Connections

Microsoft Exchange

The proprietary protocol was introduced by Microsoft. The connection requires both incoming and outgoing emails to be stored on the central Exchange mail server. The messages stored on the server can be accessed by users through WebMail, MS Outlook or any other email client or mobile device. Exchange further allows users to store emails in local folder, and access these in an offline mode.

You can consider using Microsoft Exchange to make your incoming and outgoing emails available on multiple computers or WebMail. The protocol is also supported by smartphones, tablets and other mobile devices. Also, the users have option to sync their contacts and calendars. But MS Exchange Mode is not supported by all mail clients. The offline configuration is also both complex and time consuming. The expensive nature of Microsoft Exchange server further makes the protocol usable only by large organizations.

Post Office Protocol, version 3 (POP3)

When you use POP3 connection, the emails are downloaded from the mail server to the local drives of your computer. Once the messages are saved locally, the original message is deleted from the server. As you do not have any option to access the emails from the server, it becomes a daunting challenge to track the email conversations.

The main advantage of POP3 connection is it allows you to avoid getting online storage space. But the protocol does not allow you to access your emails anytime and anywhere. Also, you will miss the option to check your emails on the go by using your mobile device. As the download of emails will depend on the bandwidth, there are chances that additional time will be required to download the mails with large attachments.

Internet Message Access Protocol (IMAP)

Unlike POP3, IMAP allows you to access emails stored on a remote server. So you can access your emails while away from your computer. The protocol further offers enhanced security and confidentiality, while allowing users to access their messages on both conventional and mobile devices. Unlike Microsoft Exchange, IMAP enables users to access their messages on their preferred email clients like Thunderbird and Outlook.

As you have option to directly access the emails from the remote server, it becomes easier to track your email conversations and contact’s email addresses. Many enterprises further opt for IMAP to allow employees to access centralized mailboxes by using their login credentials. At the same time, the members of distributed teams can stay connected with each other by accessing emails on mobile phones, web interfaces and email clients.

However, you will need constant internet connection to access your emails through IMAP connection. Based on your convenience, you can use any device connected to web to access your emails anytime and anywhere. Also, you will need online storage space to avoid deleting the old emails. However, you may not find internet connectivity a problem in the modern world. The email service providers further allow you to have adequate online storage space to manage your emails efficiently.

As an advanced email connection protocol, IMAP comes with features found in both MS Exchange and POP3. At the same time, it also complements the requirements and lifestyle of modern users by allowing them to access emails on desktops, laptops, smartphones and tablets. The email service providers further allow them to choose from several IMAP email accounts according to their specific needs.

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Which is Right for me: IMAP vs POP?

Most email service providers allow clients to receive emails through a number of connections. Along with conventional POP (Post Office Protocol) connection, a user also has option to choose modern IMAP (Internet Message Access Protocol) connection. The two protocols for storing and retrieving emails differ from each other. Many recent reports have highlighted that a gradual increase is noted in the number of users switching from POP to IMAP email protocol. But a user must understand the important points of distinction between these two protocols to choose the right email account according to its communication needs and budget.

Important Points of Distinction between IMAP and POP

Access to Emails
When you access emails with POP connection, the messages are downloaded to your local computer. Also, the emails are deleted from the email server after being downloaded. As the messages are stored exclusively on your computer, you need to be near the computer. On the other hand, the IMAP connection allows you to access and manage your messages directly from the email server. As the emails are not deleted from the email server, you have option to access the emails on a variety of devices at your own pace and convenience.

Required Storage Space
With POP connection, you can download emails to the local drives of your computer. So there must be adequate free space on your computer to store the emails. Also, you will not require any online storage space to store the messages. However, IMAP lets the emails to be stored on the email server. That is why; you will need additional storage space to avoid deleting your old messages at periodic intervals. However, most email service providers allow you to choose from several IMAP connection plans. So you can get adequate online storage space to store all your emails without any hassle.

Backup System
You may find it a daunting task to retrieve the deleted or lost messages while using POP connection. As the messages are deleted from the email server, it becomes essential to backup the emails stored on your computer effectively. However, IMAP connection allows you to retrieve the deleted or lost emails without putting any extra time and effort. The email administrator can retrieve the emails deleted by you by mistake within a period of two weeks.

Internet Connection
While using POP connection, you will need internet connection to download the messages from the email server to your computer. But the downloaded emails stored on your computer can be accessed these without any internet connection. On the other hand, the IMAP connection requires constant internet connection. However, you have option to access the emails on a variety of devices connected to the internet. Along with desktops and laptops, you can further access the messages on your smartphone or tablet, provided the device is connected to the internet.

Meeting Communication Needs of Enterprises
In comparison to POP, IMAP is being used widely by enterprises across the world. Nowadays, most companies outsource projects to curtail expenditure. Many companies even deploy distributed teams where members of the team can work from different locations. Therefore, modern enterprises look for a protocol that facilitates smooth, fast and uninterrupted communication. As IMAP allow users to access their emails from any device, the protocol complements the communication needs of modern businesses. At the same time, the protocol further provides a higher level on encryption confidentiality and security essential for business communication. At the same time, the organizations use IMAP connection to make their centralized mailboxes accessible to several authorized users at a time.

As a modern protocol, IMAP is more effective in complementing the current trends in business communication. With more and more people accessing emails on their mobile devices, it has become essential for enterprises to make business communication flexible by switching to the modern protocol.

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Why Should You Change from POP3 to IMAP Email?

Many reports have highlighted that a constant increase is noted in the number of users switching from Post Office Protocol (POP3) to Internet Message Access Protocol (IMAP) emails. As a conventional protocol POP was created to download emails from a remote server. But each user, nowadays, wants to access his emails anytime and anywhere. So many users are switching to IMAP to remotely access the emails stored on a remote server. As the emails are handled online, the enterprises also have options to have a centralized mailbox that can be accessed simultaneously by several users. On the whole, both individual and business users can avail several benefits by changing from POP3 to IMAP.

What Makes Users Switch from POP3 to IMAP?

Access Mailbox Anytime and Anywhere
IMAP allows users to access mailboxes without any restriction. They can access the messages on a variety of devices like desktops, laptops, smartphones and tablets. As the emails are stored on the server, the users can access their messages anytime by using their login credentials. The feature further makes it easier for enterprises to make a centralized mailbox accessible to each member of the distributed team. At the same time, each user also has option to decide about downloading a complete message after checking the message header.

Option to Retain Existing Email Clients
It is a common practice among professional to manage their business emails through email clients. But the choice of email clients differs from one individual to another. IMAP allows users to access their emails using several email clients including Thunderbird, Zimbra, Outlook and Outlook Express. Each user can further setup and configure IMAP email accounts for these email clients without any hassle. So the users have option to access the emails conveniently despite switching to a more innovative protocol.

Optimize Centralized Mailboxes for Distributed Teams
Nowadays, most organizations work with distributed teams. As the members of a distributed team can work from different regions, it becomes essential for the enterprise to facilitate secure and smooth business communication. IMAP makes it easier for organizations to make the centralized mailboxes accessible to multiple authorized users. The feature further facilitates efficient mailbox access and operations in all types of environment through a secure emailing system that supports multiple concurrent user management.

Retrieve Messages in Both Online and Offline Mode
Unlike POP, IMAP allows users to stay connected the email server till the interface is active. Thus, users can experience faster and more efficient response time. At the same time, the protocol further allows users to retrieve the message in parts or as a whole. As they have option to skip downloading the attachment, the content can be streamed and retrieved at a much quicker space.

Option to Search for Messages based on Keywords
Often users find it a daunting task to find old or archived messages. Instead of downloading each single message, IMAP enables users to search for the messages on the server based on specific search keywords. They can simply input the search keywords, and avoid the time required to download additional and useless emails. At the same time, a user also has option to receive quick overview of a message simply by picking its header.

Enhanced Email Security and Confidentiality
Unlike conventional email protocols, IMAP is effective in addressing key issues like message backup and limited local storage space. Also, the protocol uses advanced encryption methods to ensure that the business emails remain secure and inaccessible. Despite making it easier for user to manage emails in a flexible way, IMAP ensures that the centralized mailboxes are accessed by users with required login credentials. The enhanced email encryption and confidentiality further makes IMAP popular among large, medium and small enterprises.

The growing popularity of IMAP has further encouraged many email service providers to support the protocol. So an enterprise can easily compare the plans offered by various companies, and choose the option that perfectly complements its business communication needs and budget.

There are many providers offering IMAP Email India services. We are official Google Apps partners for Enterprise. IMAP E-mail Accounts with us come with an assurance of additional reliability and security. Contact us today to speak to us and we will be glad to assist.

Professional Email Services - How to Evaluate and Decide?

For many organizations, email is the common and widely used form of communication. But each business explores options to make its business communication fast, efficient and uninterrupted. The significance of the mode of communication further makes it essential for the enterprise to choose the right professional services. You can simply use any online search engine to gather information about email services provided by several companies. However, you must evaluate the professional email services and choose the one that fits to your requirements and budget.

Six Important Criterions to Compare and Decide Professional Email Services

1) Your Specific Needs

The features and facilities offered by individual professional email service providers vary. Also, the facilities required by your business will affect the price of the services. You can further avoid some of these facilities to curtail overall cost. For instance, you will not require additional server space or a dedicated IP address, if the frequency and volume of emails are not too high. There are also certain features that are required only by large organizations. So you must decide the exact communication needs of your business to compare the different services accurately.

2) Size of Storage Space
While comparing professional email services, you must concentrate on the storage space provided by the company. Nowadays, most companies provide storage space of 1 gigabyte or more. But you will need additional space to store old emails and large attachments. Most email service providers allow you to choose from several plans. But you have to pay more to get additional storage space. So you must compare different plans offered by each company to ensure that you get adequate storage space for each user or email account.

3) Option to Use Different IP Addresses
It is a common practice among modern enterprises to promote their products and services through email marketing. If you are planning to acquire new customers through email marketing, it is a great idea to opt for sharing IP addresses. Unlike dedicated IP addresses, shared IP addresses are inexpensive and easy to manage. So you can use different IP addresses for your business communication and email marketing campaign. The option will allow you to facilitate the regular business communication without any interruption or disturbances.

4) Support for Internet Message Access Protocol (IMAP)
Most email service provider supports conventional protocols like POP and SMTP. But you must remember that the Internet Message Access Protocol (IMAP) is more effective in meeting the latest trends in professional communication. The protocol allows you to store the emails on a remote server, while making the messages accessible on a variety of devices. Also, any changes to the emails will immediately and simultaneously reflect across all devices. At the same time, the enhanced security and encryption technique will ensure that your business communications remain inaccessible.

5) Access to Email Inboxes
The professionals often access emails through a number of standard clients including Microsoft Outlook, Zimbra and Thunderbird. When the email service provider supports IMAP, it becomes easier for your staff to access messages using email client of their choice. Also, IMAP allow users to access the messages in both online and offline modes. At the same time, the same email can also be accessed at a time by several authorized users. These features will enable your team to stay connected with each other regardless of their current geographic location.

6) Making Messages Compatible with Multiple Devices
Nowadays, professionals access messages on a variety of devices including desktops, laptops, smartphones and tablets. So you must choose the most convenient way to make the messages compatible across multiple devices. When the email service provider supports IMAP, it becomes much easier to make the email messages accessible on different devices. At the same time, the protocol also enables users to create, delete and rename mailboxes, in addition to copying messages from one inbox to another without any hassle.

While searching the web, you will find many companies that offer free email services. But you must remember that the services may not complement all your business communication needs. So you must choose an email service provider that offers all the required features without making you incur additional expenses.

We at POP2IMAP.in provide reliable Email Services. Take a trial of the ‘Business Email for SMBs’ service we provide. We would be glad to assist and you would be glad you got in touch with us.

Choosing the Right Email Accounts for Small and Medium Businesses

The right email accounts are essential for each enterprise to carry out business communication in a fast and hassle-free way. Regardless of its nature and size, each business has to choose the right email solutions to communicate with various stakeholders. But the volume and frequency of emails vary from one organization to another. Unlike large businesses, the small and medium enterprises (SMEs) have to choose email solutions that complement both their needs and budget. The SMEs also have several options to avail customized email accounts according to their specific needs, but without spending any additional funds.

Choosing Customized Email Accounts for SMEs

Identify the Facilities You can Avoid
The price of email solutions will vary based on your choice of facilities. There are certain facilities that are required only by large organizations including a dedicated internet protocol (IP) address, and higher storage space. But the SMEs can easily avoid these facilities, as their volume and frequency of business communication are not high. Once you identify the facilities required for individual users, it will be easier for you to compare the prices of different email packages.

Shared IP Addresses
A dedicated IP address is essential only for large and established organizations. The SMEs can opt for shared IP addresses to save money. As the IP addresses are used by multiple organizations, the small and medium enterprises are not required to pay more. At the same time, the inexpensive options further enable them to use different IPs for sending marketing and promotional emails. Thus, their primary business communication can be carried out smoothly along with email marketing campaigns.

Inbox Storage
The size of email inbox will have an impact on the way users access every business correspondence. Often reduced storage space compels users to delete or archive old messages. So you need to ensure that the email service provider is providing adequate inbox storage to make the old messages accessible. Normally, the email service providers allow businesses to choose from several email packages. So you can easily choose a plan that allows your staff to access the old messages and attachments without any inconvenience.

Size of Attachment
Often business emails are used to send and receive large files like spreadsheets, presentations and PDFs. There are also chances that multiple files or large documents may be shared with various stakeholders as email attachments. So along with the inbox storage limit for each user, you also need to check the attachment limit set by the service provider. It is also a good idea to contact the email service provider, and ask specifically about the attachment size limit.

Access the Messages on Any Device
With more and more people accessing their emails on mobile devices, it becomes essential for an organization to ensure that the emails are compatible with multiple devices. Along with desktop and laptop computers, the emails also need to be accessible on different models of smartphones and tablets. You can easily synchronize the emails across multiple devices by opting for a service provider that supports the Internet Message Access Protocol (IMAP). The protocol facilitates two-way email management that enables users to access their emails as both desktop clients and mobile apps.

IMAP Support
You can further optimize your business communication by adopting IMAP. Along with making the mails accessible on a variety of devices, the protocol further provides a higher level of encryption and confidentiality. Also, your staff has option to access the emails through Outlook, Zimbra, Thunderbird or any other standard client of their choice. At the same time, you can use the multiple concurrent user management system to manage several email inboxes in a more secure and faster way.

Most email service providers allow organizations to choose from several email packages. So the small and medium businesses have option to get email id for each user with specific facilities. The organization can further save money by comparing the quotes received from multiple email service providers.

We provide IMAP Email Services. If you are struggling with POP Email accounts and would like to Change POP3 account to IMAP, speak to our team at POP2IMAP.in. We will be glad to assist you.

How to Choose an Email Service Provider?

Despite rapidly growing popularity of instant messaging and chatting, enterprises still use emails as their primary medium of communication. The large, medium and small corporations still use emails to make business communication convenient, simple and professional. Each organization also has option to choose from several email service providers (ESPs) according to its communication needs. However, it is also important for a business to hire the right ESP to optimize its communication process by availing the most customized email solution.

Six Must Haves to Help You in Picking the Best Email Service Provider

1) Complement Your Business Communication Needs

Before choosing an ESP, you must decide the email needs of your business. Along with the frequency of emailing, and average monthly volume of emails, you also need to decide if you need any additional facilities like transaction emails and personalized dynamic content. Once you identify these needs, it will be easier for you to compare different email solutions. Also, you must remember that the cost of the service will vary according to the facilities you opt for. So you must hire an email service provider that complements both your needs and budget at a time.

2) Choice of IP Address
If the volume and frequency of emails are too high, you must ask the ESP to assign you a dedicated IP address that will be used exclusively by your company. However, the dedicated IP will require you to incur additional expenses. If your size of business communication is not too high, you should consider using shared IP addresses. Along with reducing the cost of the email solution, the shared IP addresses will further make it easier for you to send different types of emails from individual IP addresses.

3) Offer Dynamic Transaction Messaging
Each organization requires a number of advanced features to manage it email communication efficiently. In addition to administrative and user panels, you will also require features to monitor, filter and forward emails. Similarly, you will dynamic transactional messaging to send customized emails to individual recipients. You must remember that you have to use the email solution to send a variety of communication to different stakeholders. So the ESP must allow you to personalize each communication, and deliver the message in real time.

4) Use Most Efficient Email Protocol
The protocols used by individual email service providers differ. In comparison to conventional Post Office Protocol (POP), Internet Message Access Protocol (IMAP) is more effective for managing business emails. The two-way internet protocol will allow you to store emails on remote servers. Further, the same email inbox can be accessed and managed by several authorized users. Thus, you can facilitate uninterrupted business communication in a distributed environment.

5) Optimize Messages for Multiple Devices
A constant increase is noted in the number of users accessing their emails on mobile devices. So the content of your messages must be optimized for various mobile devices. When the email service provider optimizes your content for mobile devices, it will be easier for you to deliver different messages by customizing the content according to the mobile device used by the recipient. If the ESP uses IMAP protocol, it will be easier to synchronize the emails across multiple devices. So the recipient can access the email by using a variety of devices including computers, smartphones and tablets.

6) Fast and Dynamic Email Management
The ESP also needs to provide your organization with multiple mailboxes support system. The system will make it easier for you to create, delete and rename individual inboxes. Also, you can copy messages from one mailbox to another without any hassle. The system will help you in imposing access restrictions for public and shared folders. If the email service providers used IMAP protocol, it will be easier for you to manage the business communication in a quick and flexible way.

A simple web search will get you information about many email service providers. Some of these companies even provide free email solution to small and local businesses. But you must remember that the free and inexpensive solutions can have a huge negative impact on your business communication. So you must pick an ESP that provides customized solutions according to your specific requirements and budget.

We provide professional email services. If you are looking for email accounts for small and medium businesses, speak to our team. We are quick, affordable and let our work speak volumes about our reliability. Check us out at POP2IMAP.in and we will be glad to assist.