
There are numerous options for finding the best Email Hosting for small business. Having a reliable and professional email service is important for communicating with customers and suppliers professionally, the credibility of your brand, and smooth operation. This guide takes you through what you should look for in an Email Hosting plan for your small business. This includes checking cost, security features, storage capacity, and ease of use. Additionally, we’ll show you how combining this with web hosting enables you to manage your online business simply by having everything under one roof.
Table of Contents
Understanding Email Hosting
Email hosting is a service that provides you with space on a server to allow businesses and individuals to send, receive, store, and manage your emails. Essentially, it’s like renting an online mailbox. When you send or receive emails, they are stored on this server, making them accessible from anywhere with an internet connection.
You access them using an email client, a software application that bridges your computer and the hosting server. Email clients include desktop versions like Microsoft Outlook, or they can be web-basedclients like Gmail.
The main components of email hosting are:
- Domain Name: A domain name is a unique web address, like “yoursite.com”. It is also used to create email addresses, like “info@yoursite.com”.
- Mailbox: This is your email account, where your incoming and outgoing messages are stored.
- Hosting Server: The hardware and software system that stores and manages your email data.
- SMTP (Simple Mail Transfer Protocol): A protocol for sending emails between servers.
- POP3 (Post Office Protocol) and IMAP (Internet Message Access Protocol): These are protocols used to retrieve emails from a server to your email client (like Outlook or Gmail).
- Webmail: Web-based interface that allows you to access your emails through a web browser, without installing a separate email client.

The Best Email Hosting for Small Business
Email hosting for your small business is important for several reasons, and it provides a professional, secure platform for communication.
Branding & Credibility
An email address with a custom domain representing your business, for example, “name@yourdomain.com”, conveys a professional image and establishes credibility. Additionally, it can make a positive first impression and help build trust with potential customers.
Register a domain name to get a custom email address as discussed above. While you don’t necessarily need a website to register a domain name, you do at least need email hosting to connect it to your email accounts.
Need a domain name? Get a free domain name registration* with your Hosted.com Email Hosting plan.
Once you’ve chosen your perfect domain name, check its availability and register it with us, . You can then sign up for an Email Hosting package and we link your domain name to your servers, so you can use it in your email addresses.
Use our free AI Domain Name Generator tool for innovative and available domain names for your brand.
It gives available domains ready for registration and brainstorms for you.
Ts & Cs Apply
Free Domain Registration applies to the following domain name extensions: .com, .online, and is only applicable at time of purchase.
Free Domain Registration depends on the selected hosting plan and only applies on 12, 24, and 36 month billing cycles. All listed prices exclude Premium domain names.
DISCLAIMER: Any pricing reflected on images is for demonstration/reference purposes only and does not constitute actual pricing. E&OE.
Improved Communication
All your email accounts and their messages can be managed in one place. This better organization and access can help streamline daily operations and increase productivity.
Security & Data Protection
With email hosting from Hosted.com, you get security features like a free SSL certificate to encrypt and protect sensitive data from unauthorized access. You also get malware, spam, and virus protection with built-in filters to protect your inbox from unwanted and malicious mail.
Scalability & Reliability
As your business grows, you should be able to easily upgrade your storage capacity to accommodate more data. Hosted.com provides scalable features like increased mailbox sizes, additional user accounts, and customization options to support your business’s long-term growth and evolving needs.
We also give you a 99.9% uptime guarantee with webmail support so you can consistently access your email from anywhere with an internet connection.
Free Services vs Paid Best Email Hosting for Small Business
With email hosting, you usually have two primary options: free and paid; each has advantages and drawbacks.
Free Email Hosting
As the name implies, you don’t have to pay for free email services like Gmail. However, aside from basic functionality, these are limited.
Pros
- No Cost: The biggest advantage of free email hosting is the zero upfront cost.
- Easy Setup: Most free providers have a simple signup and setup process.
- Basic Features: Free plans include essentials like inbox, sent items, and contacts.
Cons
- Limited Features: Free plans often lack advanced features like custom domains, increased storage, and priority support.
- Ads: Many free providers display ads in your email interface, which can be distracting.
- Security: Free services may lack security features compared to paid options.
- Lack of Control: You have limited (if any) control over your server settings.
- Generic Domain: Your email address usually has the provider’s domain name like “name@gmail.com” instead of a personalized one.
- Hidden Fees: While the base plan may be free, additional features like increased storage, premium support, or advanced security usually cost extra.
Paid Email Hosting
On the other hand, paid email hosting offers more features, customization options, and reliability and support for a monthly fee.
Pros
- Custom Domain: Paid plans allow you to use your domain name for your email address, maintaining a professional image.
- Advanced Features: You gain access to features like more storage, spam filters, third-party integrations, and autoresponders.
- Customer Support: Receive dedicated support with faster response times and expert assistance.
- Security: The paid providers offer more security features to protect your data, including SSL certificates and malware protection.
- Control: You’ll have greater control over your email settings and configurations through a control panel.
Cons
- Cost: The main drawback is the cost, which can vary depending on the plan and resources.
The best choice between free and paid plans depends on your needs and budget. However, the pros of paid email hosting greatly outweigh the cons. Even if you’re a small business owner, professional communication with customers can balance costs by potentially generating more revenue.

What to Look for in Email Hosting Providers
When deciding on an email hosting provider for your small business, you may be tempted to find cheap email hosting. Here are the essential features and factors you should consider before signing up:
Storage & Scalability
Determine how much space you’ll need. Ensure the provider offers enough storage to accommodate your email volume. Find out if there are any limits on the total storage space available for your domain. Check that you have enough room to grow as your needs increase and you can upscale easily.
Security & Spam Protection
Look for providers that use SSL certificate encryption to protect your email data from theft and unauthorized access. They should also provide spam filtering to help keep your inbox free of unwanted mail and protect you from phishing scams. Additionally, they should offer tools to prevent viruses and malware from infecting your email system.
Reliability
Look for a provider with a high uptime guarantee (at least 99.9%) to ensure as little downtime as possible. Similarly, they should have redundant servers to ensure you have uninterrupted access to your emails in the case of hardware failure.
Mobile & Web Access
These days, many business communications happen on the go, meaning you should be able to access your mail on mobile devices. Also, a user-friendly webmail interface allows you to access emails from any device with an internet connection.
Customer Support
Check the level of customer support, including expertise and response times. Look for providers that offer multiple support channels, along with resources like blogs and knowledge bases for learning more and troubleshooting issues yourself. For example, adding your email account to Gmail.
Web Hosting with Email Accounts
Web hosting involves storing website files and data on servers and delivering them via a network so users can access them. It includes disk space, CPU and RAM resources, and bandwidth to keep websites running. There are multiple benefits to combining your website and best email hosting for small business
As we discussed, using the same domain for your website and email addresses builds brand consistency and projects a professional image.
Regarding cost, bundling web and email hosting is often cheaper than purchasing these separately, saving you money. Services from the same provider are designed to work together, reducing compatibility issues and the headaches caused by communicating with several providers.
Web Hosting plans from Hosted.com include an email account linked to your domain name. This makes managing every part of your site and hosting much easier because everything is in a single, user-friendly dashboard.
You also get daily automated backups for your website’s files, data, and emails, ensuring all your valuable information is protected.
Setting up Email Hosting
Setting up your email hosting is a relatively straightforward process. Here are the general steps to get yours
Domain Registration
The first step in setting up email hosting is registering a domain name that reflects your business identity. Choose an available domain name and TLD (Top Level Domain), then complete the registration process.
If you already have a domain name, you can skip this step. However, you may need to confirm and verify ownership.
Initial Configuration
After signing up for email hosting, you can manually configure your domain’s – What You Need To Know” title=”Hosted.com – Domain Name System (DNS) – What You Need To Know” target=”_blank” rel=”noopener”>DNS (Domain Name System) settings to point to your hosting server. This usually involves creating an admin account, verifying domain ownership, and configuring basic settings.
If you aren’t familiar with the technical side of hosting, Hosted.com will automatically configure your domain’s DNS to point to our email servers for you.
Create Email Accounts
Use your hosting control panel to create email accounts based on your needs. For example, individual accounts like “name@yoursite.com” and role-based accounts like “info@yoursite.com”. You can also assign storage limits and user permissions for each account.
Linking Email Clients
Now that your account is set up, you can link it to your chosen email client (e.g., Outlook) to start sending and receiving mail. This usually involves entering the correct IMAP/POP3 and SMTP server settings, username and password.
Alternatively, you can use the Hosted.com preconfigured webmail interface to access and manage your emails directly through your browser.
![Streamline your brand and email identity with Hosted.com’s Email Hosting Strip Banner Text - Streamline your brand and email identity with Hosted.com’s Email Hosting. [Learn more]](https://www.hosted.com/blog/wp-content/uploads/2024/12/best-email-hosting-for-small-business-4-1024x229.png)
KEY TAKEAWAYS
- Email hosting is a service that provides servers that manage, store, and access emails, often used with custom domain names.
- Having reliable email hosting is an investment for small businesses, impacting everything from brand perception to daily operations and security.
- Paid email hosting offers more features and professionalism than free plans, which can justify the cost for small businesses.
- Prioritize features like storage, scalability, security, and ease of use when looking for an email host.
- Bundling web and email hosting can be cost-effective and convenient, saving you time and money and avoiding compatibility issues.
- To set up email hosting is simple, starting with domain registration, configuring DNS settings and mail clients, and creating email accounts. It can be completed quickly if you follow the correct steps.
FAQS
What is email hosting?
Email hosting is a service that provides web servers for managing and storing your business emails using your custom domain name.
How is email hosting different from free email services?
Email hosting offers professional features, custom domains, enhanced security, and better control than free email services, which usually offer basic functionality.
Do I need a domain name for email hosting?
Yes, you need a registered domain name to use professional email hosting.
What’s the difference between POP3 and IMAP?
POP3 downloads emails to a single device, while IMAP syncs emails across multiple devices.
How does email hosting relate to web hosting?
While often provided together, email hosting is separate from web hosting; it focuses specifically on email management and storage.
Can I use my existing domain with a new email host?
Yes. You can usually transfer your existing domain to a new email host and point it to your new provider’s server.
Other Related Blogs:
– How To Buy an Email Domain – 6 Tips When Choosing
– How To Find Cheap Email Hosting
– What is Email Hosting and How Does it Work?
– Top 5 Benefits of Using an Email Hosting Solution
– Why Am I Getting Spam Emails From My Domain?
- About the Author
- Latest Posts
Rhett isn’t just a writer at Hosted.com – he’s our resident WordPress content guru. With over 6 years of experience as a content writer, with a background in copywriting, journalism, research, and SEO, and a passion for websites.
Rhett authors informative blogs, articles, and Knowledgebase guides that simplify the complexities of WordPress, website builders, domains, and cPanel hosting. Rhett’s clear explanations and practical tips provide valuable resources for anyone wanting to own and build a website. Just don’t ask him about coding before he’s had coffee.