To do anything online, you need an email address. While free email providers that you can access through your web browsers like Gmail or Yahoo are great to use for proprietors, if you’re looking to set up a small or medium-sized business with a few employees, you may need a hosted email service.
Whatever email provider you choose, there are specific tips that everyone should know to ensure that you’re getting the most out of your decision.
This article will discuss five tips and tricks that everyone should know involving their Email provider.
1. Check The Sending Limits
Each email provider has an email sending quota for the day, and once you exceed that quota, you’re blocked from sending emails. Thus, if you’re running a digital campaign, it may be interrupted if you exceed the email sending quota.
Therefore, if you’re into digital marketing or always need to send out bulk emails, consider an email provider with a greater volume capacity. If you’re already with an email provider, consider upgrading your account to premium or using different accounts to send out emails.
Though most email providers may have their sending limits, when it comes to your computer and browser’s optimal functioning, there’s no set standard. A lot depends on security and performance.
2. Don’t Run Out Of Storage Space
You may often be expecting more critical information to come in, and have too many emails in your inbox, so you’ll have to choose between deleting messages or storing data elsewhere. Since the inbox itself has space limits, ideally, email data can be stored in the cloud or on the local server.
Most email systems use SMTP, where mail transfer agents often scan the emails for potential security risks and viruses. This may affect your system performance, and a significant number of messages can bring your system down. In this case, you’ll need to contact a mail hosting company to fix your system.
3. Check The Limit To Retrieve A Message
While sending out emails, it’s essential to keep in mind the sending limits, but you should also be aware of your email service provider’s message retrieving limits. For example, if you’re getting a vital business message that exceeds your email provider’s retrieving limit, the email will be rejected.
Once you know your email service provider’s limit and learn that you’ll need more, you may upgrade your email retrieving quota.
4. Check For Security
Data security is increasingly becoming essential, as businesses and individuals are using emails to send out confidential information. This has led to the need for increased data security so that a company’s data is protected.
When it comes to security, hosted email providers offer more than free webmail providers. Most hosted email services include firewall protection, SSL encryption and spam filtering. This ensures that unauthorized users don’t have access to your information.
Thus, if data security concerns you, consider opting for a hosted email provider for your business that can offer you adequate protection and cybersecurity.
5. Know-How To Use The Tools
Almost all email providers come with a series of beneficial tools that can make your workflow smooth and efficient. From the ability to schedule meetings to share information or create mobile-friendly templates, consider using these tools to enhance your productivity and improve communications between your team members. To make sure that you don’t miss out on any critical emails, use filters and other rules to automatically filter out your incoming mail to improve your email efficiency.
Some email providers help to collect customer information and provide you with easy-to-read analytics such as how many times a customer’s opened your email or shared it further. Thus, your email provider should be able to provide you with easily understandable customer information.
Conclusion
You need an email to do practically anything. However, the kind of email provider you use becomes more critical if you’re a business owner or if you have data security concerns. While free webmail systems are ideal for individuals, they often lack storage space and volume capacities that can become a concern for businesses wherein email campaigns are essential.
However, to ensure that you optimize your email provider service, you may use the above tricks like checking your service provider’s sending limit and sending emails from several accounts, and ensuring that you don’t run out of storage space and bring your system to a shutdown state.
For the best results, make sure that you use the several tools provided by your email system provider to enhance your productivity and efficiency.
