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Before selecting the mail hosting solution from where to activate our email containers , we ought to very carefully evaluate our needs and, based on these, identify the provider that appears to satisfy them into the way that is best. But what are these needs? You won’t believe it, but many customers I have actually met, in very nearly 20 years of career, are not able to answer this.

We see below the primary aspects that a business should think about before choosing the hosting provider to entrust their precious mailboxes:

Quantity of boxes that can be activated

1st, obvious, requirement is always to determine a service that allows you to definitely activate all of the boxes that are necessary the company structure. Some offers (especially the entry level packages sold together with the domain registration) provide for limits on the number of boxes that can be activated, therefore it is good to make sure, before buying, we need that we have the possibility to activate all the emails.

Mailbox capacity

Another factor that is essential to properly evaluate the capacity necessary for the proper functioning of our company mailboxes. Activities that make extensive use of e-mail to send and receive attachments (such as, for example, lawyers, accountants, architectural firms, etc.) could, in fact, soon find themselves with clogged mail if they do not carefully evaluate the amount that is minimum of necessary for each mailbox. In the viewpoint for the writer that is 1Gb represents the minimal convenience of a professional mailbox while, for all those with special requirements, it is advisable to decide for super-large 5Gb or even more mailboxes.

Limits on outbound messages

a limit frequently imposed by hosting providers involves the maximum number of cheap ssl certificate uk messages that can be sent during a given period of time. Limits of this kind are imposed in order to however discourage spammers, sometimes, they could cause some mishap also to people who legitimately utilize e-mail. Before buying a message web hosting solution, consequently, its good to ensure about the presence or absence of these limitations and, in that case, to evaluate their compatibility with your work requires.

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Limitations on accessory sizes

Another restriction that ought to be taken into consideration concerns the weight that is maximum of that can be sent and / or received by e-mail. Also in this case it is good to pay attention to this value since, if too low, it could create quite a few setbacks for those who work in certain sectors and make extensive use of personal email hosting to send extremely heavy files and papers.

Creating aliases and responders that are automatic

An attribute that is specially needed in the commercial environment is the power to handle, easily and independently, alias bins and responses that are automatic. These are two features it is good to make sure that the chosen email hosting service supports them adequately that I would dare to define indispensable in the workplace, therefore.

Collaboration tools

Another aspect you need to take into consideration during the pre-purchase phase concerns the presence, or not, of any collaboration tools integrated in the email hosting service. In fact, some  companies might find it helpful and interesting to exploit tools such as for example shared calendars, provided address books, instant texting systems, etc. therefore it is good to be sure of the access or perhaps not in the package you intend to purchase.

Those listed are the primary aspects that each and every company or expert should just take into due consideration before choosing an email-hosting service, however the important aspects for the purposes of the choice do not end here. We see, below, other aspects that are interesting think about:

Migration tools

You are considering a migration it is very important to make sure that the new provider has adequate tools through which to automate the migration of the contents of the boxes from the old to the new supplier if you already have custom boxes and.

Security and Backup

One aspect of considerable value concerns the security of mailboxes. A guarantee which I suggest not to give up if from this point of view we can take for granted the presence of Antivirus and Antispam systems, less trivial is the presence of an automatic backup system of mailboxes.

DKIM verification

An feature that is interesting in order to optimize the delivery rates of the mails sent, consists in the possibility of generating a DKIM signature to be published within the DNS of our domain. In the opinion of the writer, although not essential, it is a rather important element to take into consideration during the phase that is pre-purchase.

GDPR Compliance

Finally, its practice that is good be sure that the solution you are going to purchase is GDPR ready , or perhaps is compliant with the dictates for the brand new European privacy legislation about the protection and processing of personal data.

Hosting that is shared and deliverability: a sensitive issue

We said that the expression email hosting relates to a professional e-mail service managed within a provided infrastructure: as it is “hosting”, in fact, our mailboxes will likely be managed together with thousands (or tens thousands) of other mailboxes with that the exact same system are shared.

This type of logic, needless to say, involves a considerable series of advantages (no system administration burden, lower costs) but, having said that, ultimately ends up enduring some limits including, most importantly, the possibility of having troubles with message deliverability as a result of any internet protocol address blocking due to wrong behavior (spam, phishing, etc.) by other users for the system.

For example, if our mailboxes are hosted inside a mail host also utilized by a cheap email hosting spammer, you will see the risk that our email messages may also become filtered by some system that is anti-spam given that they result from a “suspicious” supply!

Just to avoid this from taking place, numerous web hosting providers impose restrictions regarding the quantity of per hour or day-to-day best email hosting, nevertheless – albeit quite rare – there are no guarantees that circumstances of the sort cannot happen. Its good to specify, in this regard, that issues of the kind:

they are able to only cause problems for outgoing mail rather than for incoming mail;

they may be fixed fairly quickly through the constant track of mail flows by the web hosting provider as well as, most importantly, through a intervention that is prompt the latter which, alert to the situation, activates itself to defuse the consequences.

Fearing that this could take place (or if it has already happened), however, it is possible to definitively resolve the situation by asking the provider to activate a dedicated SMTP , that is, an SMTP service with dedicated mail365 IP. It is good to point out that not all hosting providers offer this possibility for normal email hosting packages, however, if this is not possible, we can resort to an external SMTP service rather easily, thus bypassing the problems of our mail provider.