Email for business - Notes to know when using

Thanks to email for businesses, today it is more and more convenient for businesses to reach customers and partners as well as solve internal problems. So what is this product that has such great potential, let's join the article below to give you the basic information about this type of email!

Reasons to use email for business

1. Professionalism and reliability

The first benefit that businesses get when owning a private email box is professionalism in operation, internal communication, communication with partners and customers.

When receiving an email like sales@semtek.com instead of sales.semtek@gmail.com, customers will definitely rate your company's professionalism higher.

2. High manageability and security

Using a regular gmail account, that gmail also only has the functions of a normal personal mail. That is, there will be a lack of management capabilities such as decentralization, editing, opening or locking a person's account. Followed by a loss of control over the mail workflow and a security risk when the company's information is still accessible from the outside. email for business

That means, someone for some reason will most likely access, publish, leak "sensitive" information or worse use it for malicious purposes on behalf of the company. term. Damage is uncontrollable.

With mail hosting, when you log in to your webmail account, your access (POP or IMAP) and all data sent and received by the server are encrypted until you log out. This ensures that sensitive information will not be leaked and compromised.

3. Storage space

Depending on the amount of storage you choose, you'll receive mailboxes with storage in megabytes or gigabytes.

Even with megabytes of storage, that's enough for you to store thousands of emails or more. Make sure you build a flexible email hosting plan when you need to upgrade more space.

4. Email for business saves costs

Using an email hosting service is definitely more cost effective by saving you a lot of time and resources than buying email infrastructure and hiring more IT staff to maintain it. Meanwhile, for self-established systems, the expansion is often very complicated to implement and does not have high availability. So, your job should be to focus on important tasks, and let someone else take care of the maintenance and ongoing support of the system. email for business

5. Email for business helps limit Viruses and spam

A reliable email hosting solution will stop virus-laden emails before it even gets into your mail system. Look for service providers equipped with advanced virus scanners to protect business email against viruses and check spam mail before it reaches the inbox.

6. Build an effective marketing strategy

If your business strategy includes marketing your name and image to as many customers as possible, as often as possible with email marketing tools, then a public email address is definitely indispensable. professional company. And compared to the current forms of marketing and sales, the email channel is still shown to be effective in the long run, at low cost and with the right target audience.

Owning a business email solution will help you take advantage of the full benefits of this type of communication as you pursue your long-term business strategies.

Note when using email for business

The demand for email subscriptions for businesses is creating strong momentum for companies providing this service. This is both an advantage and a risk. Why do you say that? Because when faced with many attractive options, you will easily accept to use cheap but poor quality services. This can lead to the risk of information leakage and delays in troubleshooting. Therefore, choosing a reputable supplier is the most important thing. email for business

1. Choose a reputable supplier

No one can handle the job better than the experts in that field. If you can afford it, choose professional and reputable companies. They typically commit to the following features:

24/7 support.

Minimize spam box status, Blacklist IP.

The rate of valid emails in inbox is up to 99%.

Maximum security thanks to the use of a dedicated mail server system.

Provides an intuitive, easy-to-use management interface.

Compatible with many devices (PC, Mobile, Laptop).

Highly compatible with email services Google, Webmail, Yahoo, Outlook...

Support data transfer to customers. email for business

2. Name the email properly

Choose a short, meaningful name:

Email hosting allows you to use your own domain name mail. For businesses with short names, you can keep the company name at the end, for example (@muanhanh.com, @aothun.vn...). With long names, you can abbreviate to make the email name shorter (for example, Viet Technology company can put the email extension as @cnv.vn for example). As long as the email looks clear, easy to understand, avoid confusing with similar email names of other companies.

Name the system of groups and departments clearly:

This will help business activities take place effectively, avoiding overlapping work between departments. Popular email naming methods are hotrokhachhang@…, sale@…, customersupport@… Employee email names should also be set according to certain rules to ensure consistency and limit duplication (eg Han Manh Cuong Cuong) Working in Semtek's sales department, you can name it cuonghm.sale@semtek.vn).

Avoid sensitive naming:

It sounds confusing, but it actually happened. For example @buoingon.vn (company selling pomelos), @hunghonghoang.com (business named Hung Hong Hoang). Such a name is not only easy to misunderstand, difficult to understand, difficult to remember, but also accidentally creates a "black stain" for your brand. The last note is to choose the appropriate name extensions, .com, .net or .vn, please!

3. Pay attention to system security

Every day, the world's email service sends out about 205 billion emails, most of which are not important and are for marketing purposes only. However, there are also billions of emails of which contain sensitive information. Victims of this type of attack are often businesses, the rich, politicians. The average user is less likely to become a hacker's target. However, you may still experience certain effects such as: email for business

Stolen and lost data.

Information and personal data are for sale or publicly available.

Hackers use your email to scam others.

Using email according to the system (email marketing service/email hosting/email relay) will make checking and management more convenient. However, this raises security concerns. Because once an incident occurs, the level of influence will spread at the system level, not in the individual anymore. Therefore, if they can afford it, businesses often use mail services of reputable companies as mentioned above.

4. Dissemination of clear regulations

When using private domain mail, you are representing the collective/organization, not just an individual role anymore. Therefore, the leadership team needs to disseminate the rules to employees when using company email.