Today, as the market moves very dynamically, the key to every business is communication. With the expansion of your company, there is an increasing demand for proper and business-like communication instruments. 

Although the use of an electronic personal email address could be adequate during the early stages of a business, the use of professional email hosting is crucial for gaining credibility, security, and, ultimately, collaboration.

Let’s discuss the need to move from regular email to business one, the advantages of using the business email as well as a guide on how to switch from the normal to the business one easily.

Why Migrate to Business Email?

Source

Here are some key reasons to migrate your personal email hosting to your business:

1. Establishing Credibility

What may help your business’s professional image is using personal email hosting (Gmail, Yahoo, Outlook, etc). Whenever you compose your emails in a domain such as your name @gmail.com, chances could make you seem illegitimate in the eyes of users if you’re running, for instance, a .com site.

On the other hand, a business email address, for instance, [email protected], establishes professionalism and hence consistently gains the trust of clients, partners, or customers.

2. Enhanced Security

The safety of security is not a thing to be overlooked in the modern world. Correspondence through personal email addresses is open to Phishing, spam, and unauthorized access.

Professional email hosting services are normally associated with enhanced security features like two-factor authentication, encryption, and backup services. Transferring to a business email also has an added advantage: You will be shielding yourself from disclosing your data across the risk channels that are common in the use of informal email addresses.

3. Improved Collaboration and Features

Business email hosting services contain some tools to improve work efficiency that may be interesting for a client. Most services nowadays have such features as shared calendars, access to files, and other features related to task management.

These tools ease the operations of your team and facilitate the coordination of projects, setting of meetings, and sharing of information.

4. Increased Storage and Customization

A lot of the time personal email hosting for email are not very sizable, which makes it not easy to deal extensively with emails and documents.

Business email hosting plans always provide enhanced storage privileges to accommodate all business emails. 

Additionally, most of these services offer customization solutions, so you can design personalized email signatures and templates based on your brand.

5. Professional Support

When problems are encountered with personal email accounts, users receive very slow or little support. On the other hand, business mail hosting providers often provide dedicated support for customers to help fix problems as soon as possible.

This means your dedicated workers can continue their work amid organization-wide calamities, which are detrimental to productivity and goal accomplishment.

Choosing the Right Email Hosting Provider

Source

When it is time to transfer, there is the crucial step of choosing the right professional email hosting that will suit your enterprise. Here are some factors to consider when making your choice:

1. Features and Integrations

It is good to search for a business hosting service that provides all those features essential for your business’s requirements. Common features include:

  • Custom domain email addresses
  • Ample storage space
  • Advanced security options
  • Coupling with other categories of applications or with certain interfaces, for instance, calendars, the use of file-sharing services

2. Scalability

With the growth in your business activities, the need for email hosting may also grow. Select a provider who offers package flexibility, so you can upgrade to the next package to enable more user accounts or storage space than the existing package without much inconvenience.

3. Reliability and Uptime

Lack of alerts and notifications can result in communication gaps and lost business opportunities. Search for potential providers with the maximum possible reliability and uptime guarantee standards (99. 9% or better).

4. Customer Support

Reflect on the quality of the customer support that the provider provides. Look for their working hours because round-the-clock services are preferred, their response time, and through which methods one can contact them either through phone, chat, or email.

5. Pricing

Make sure that the pricing plans suit your financial capacity and that they are in harmony. It is good to consider a product that is cheap but does not reduce the functionality and assistance it offers to meet a few dollars. 

How to Migrate Personal Email to Business Email: A Step-by-Step Guide

Source

Now that you have made all the preparations for the migration, it’s high time you get to it. Follow these steps to enable a smooth transition:

Step 1: Update DNS Records

To send messages to your new business email accounts you will need to make some changes in the Domain Name System (DNS). This involves changing the Mail Exchange (MX) records to direct to your new email hosting service. Your provider will provide you with the information you need to fill this step.

Step 2: Convert Mail, Address Book, and Calendar

Depending on the services provided by your email hosting services provider, there could be usually designed methods for migrating your existing emails, contacts, and calendar events. If your new provider does not give clear instructions on migration or if you prefer to use a third-party tool, several tools are widely used for email migration.

Step 3: Test the New Setup

Once you move all your data, take your time and check to see whether all components are working as expected. Ensure that messages in the new accounts are working well and that the contacts and calendar events have been imported properly. Motivate your team working on the new accounts to try them and report any problems.

Step 4: Update Email Signatures and Templates

After some time, when all the necessary migrations have been finished, change the email signatures and templates that your team uses in communication to the new business email addresses. This can also assist in keeping a consistent and professional appearance in all the communications associated with the company brand.

Step 5: Inform Clients and Contacts

Inform your clients and those with personal email hosting that you have changed your business email addresses. Perhaps they can be informed through an email, a message that informs them of the change and, in the process, encourages them to update their (information).

Conclusion

Switching from private emailing services to professional email hosting is a significant move for businessmen who want to enhance their company interaction, protect their information, and become more official.

By understanding the importance of business email, selecting the right provider, and going through a structured migration process, you can prove that the migration was the right thing to do for the business.

Accept the possibilities of managed services for email and observe the improvement in your business communication that will lead to the prosperity of your business.

In this regard, Crazy DOmain can be your trusted partner. We provide free domains and emails for businesses and ensure better security with SSL and malware protection. Need more details? Contact us today!