Email

By February 5, 2015 Email

Email Hosting

Email hosting has been around for some time now, about 20 years! Email is the letter of the tech generation. Email is of course still used today. In the past couple of years email management and email use have only gotten better.

exchange-email-hosting

 

One issue, which remains a problem to this day, is how people use their emails addresses. It’s rare to see someone use his or her email properly. People to sign up to this website, this other website, then some other website. Before they know it their mailbox will get filled with spam and they will be wondering, “Where did all this spam come from?” Some companies will sell to other companies your email address to send out spam, thus your sudden influx of spam. It’s that simple.

The trick is to manage what website you sign up to and which email address you use. A lot of people have two email addresses, one for their actual personal emails, and alerts and updates from legitimate sites like Amazon or PayPal. Their other email address can be used for other sites, which may not seem as important.

One aspect of email that has become so popular, in fact it’s too popular, is that people use their business email address for personal emails. This creates a problem for quite a few reasons. One problem is privacy. Take an employee of G4NS, he’s been giving out his work email to his friends, girlfriend and parents. People will email him at his G4NS.com address. Now he has a new assistant who needs access to his mailbox to manage his emails for him. The assistant now has the ability to read his personal emails from his girlfriend or his mom. Unfortunately there is no way to prevent this.

Management is another reason to not use your work email for personal use. Ideally it’s best to keep the work and personal email separate. If one was to get a very troubling personal email on their work email account, it could have a negative reaction, which could lead to mistakes being made. For some, seeing personal emails mixed with business emails can become a burden.

When someone gets fired, let go of or changes companies, the emails usually stay with the company they’d just left, as those emails are technically company property. Personal emails are not something you’d want to leave behind in the hands of someone else, for obvious privacy reasons. You may not have time to delete your personal emails either.

In this day and age it costs nothing to make a Gmail or Outlook.com account, make one and use that for your personal emails. It will also help you to organize your emails better and not have everything in one mailbox.Another example of email misuse is one which screams unprofessionalism, when people send work related emails from their personal email accounts to their colleagues and sometimes to their clients. Sometimes personal email addresses get sent to the spam folder because of the other parties super strong spam protection. We’ve seen that happen before!

Email can be had in a multitude of ways. POP or Post Office Box email accounts in this day and age are just downright awful. They do not sync folders between the server and your email client, like Outlook. If you sent an email from your Outlook and login on the webmail, you will not see that sent item, under the Sent items folder. To make it worse, POP only syncs email, that’s it. Avoid POP!

IMAP or Internet Message Access Protocol is better. With IMAP you can actually sync folders between your client and the server. Your sent items from Outlook will be in the Sent folder on the webmail.

However …

Exchange is the Rolls Royce of email platforms. Not only does Exchange sync your folders, it can sync your contacts, calendars and notes. The best thing with Exchange is, the minute an email arrives on the server, the user is notified of it. No more waiting time. This is called “Push Notification”.

We, G4NS, are an Exchange based email provider, and we have heard nothing but amazing feedback. The great part for the users of Exchange is the simplicity to configure it. Just enter your name, email address and password in the email client’s setup window and hit next. The settings should be found automatically.  This also applies to smartphones.