What is email hosting service and why is it important for your business

If you’re deciding between hosting your own email or paying for an email hosting service for your business, read this guide before you jump in.

Supriya V

Published on September 14, 2021

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Email is ubiquitous. Half of the global population uses email, and today, every business needs email to function. But it isn’t always as simple as just creating a Gmail account and firing off a few drafts. How email is hosted can have a significant impact on everything from credibility to security—but for most small business owners, peeling back the layers of this onion is simply not a priority.  Email hosting is a service where a provider stores your messages and files on its server. The market is a crowded one, offering everything from free hosting services to expensive packages bundled with other tools.  Businesses often opt to host their own email, taking their data out of the hands of a third party and making sure it’s truly theirs. But if your only exposure to email is through a user-friendly inbox, be prepared for the challenges that lie beneath.  In this article, we’ll explore everything you’ve ever wanted to know (and some things you have never even considered) about email hosting so you can determine whether a DIY approach or a professional email hosting service is right for your business. 

What Is Email Hosting?

We’re all familiar with email clients. These are programs used to interact with an email service so you can view your inbox and compose messages—think Outlook and Gmail.  But the actual sending and receiving of messages, as well as the storage of emails and shared files, happens through an email host.  Using a series of protocols, email hosting enables a message to be routed from one email client at an IP address to another client at another IP address, and then for that message to be stored on the recipient’s email server.  It’s what allows you to access your email from your laptop, phone, or tablet. Without an email host, your email address has nowhere to direct the messages. If you’re using a free service such as Gmail or Yahoo for your email, you’ve probably never considered how it’s hosted.  And why should you? You sign up for the service, start sending and receiving emails, and move on with your life. But if you’re a business sending invoices and other sensitive data, you need to be sure your email is secure and that support is readily available. Here’s a look at your options for email hosting.

Free Email Hosting

Free email services will host your email, let you send and receive email, and manage your accounts.  While the cost is right and the storage might be enough for your personal needs, there are a bunch of negatives when it comes to using free email hosting for business. If you’re willing to take the hit to your credibility, risk the vulnerabilities, and think there’s enough storage with a free email hosting plan, check out these providers: Not sure whether you want to take the risk? Let’s move on to something a little more robust.

Professional Email Hosting

The biggest business selling point for professional email hosting is often a custom domain. But depending on the package, there are many other reasons for a business to pay for professional email hosting.  Of course, these services can also have varying price points, meaning you’ll have to research and compare what you’re paying for. 

Additional benefits

Every professional email hosting service provides the above benefits; however, there are some other things you should keep an eye out for.  For all these additional benefits (and more!), check out Titan’s professional email features. If you want to compare them to a few other options, here are some worth checking out: Make sure you find a service that fits all your business needs and integrates with your existing tools so your team members feel comfortable right away. 

Hosting Your Own Email

If you have servers, you can host your own email. While this gives you more control, it certainly has its disadvantages.  If you do want to go this route, here’s what you need to know.

What You Need to Host Email

To host email, you’ll need a server, a business-class connection with open ports, and an IP address that isn’t blacklisted. You’ll also need a domain name.  With your own server, you’ll need to consider the cost of the hardware, the network capacity limits, the amount of storage, and the software you’ll need to make it all work. There are also a handful of applications and protocols needed to send, receive, and deliver emails:  Whether the message is delivered depends on the SMTP’s ability to query the domain name system (DNS) to find the recipient’s address and determine if that domain has a mail exchange (MX) record. Does that look like a lot of IT headaches you don’t want to deal with? Let’s take a quick look at some of the ways you can decide which email hosting route is right for your business.

Choosing the right email hosting option

Three options . . . three very different solutions. Which one is the best for you and your business? It depends on a few factors. At the end of the day, it comes down to a simple calculation: If the answer to any of these questions is “no,” then free email hosting might be the way to go. But if the answer to any or all of these questions is “yes,” then paid email hosting is probably a better option for your business.

Titan—safe, secure, user-friendly email!

Now that you understand your options, take a closer look at Titan. It’s the world’s first email product designed to address the specific communication and productivity needs of small businesses. Titan also provides class-leading security features and advanced anti-spam filters that keep your inbox safe from viruses and malware.  With Titan, you can create an email that matches the domain of your business and get up and running on business email in a matter of minutes. Try it out!

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