Header Text - What Is Email Hosting?

Email has become an indispensable part of our personal and professional lives. Whether you’re running a business, working remotely, or staying connected with friends and family, having a reliable email service is essential. Email Hosting provides you with the necessary infrastructure to send, receive, and store email messages using your own domain name. It’s a crucial component for any individual or organization that wants to establish a professional online presence and maintain effective communication. In this blog, we’ll explain what email hosting is, how it works, and how you can get the most out of it with Hosted.com.

What Is Email Hosting?

Email hosting is a type of web hosting that provides the infrastructure, resources, and software to manage your emails. They provide the storage space on the server for your incoming and outgoing messages, as well as any attachments or files.

Without email hosting, you would have to rely on free or paid web-based email services, which may not offer the same level of customization, privacy, and control over your data.

One of the biggest benefits of email hosting is combining it with domain name registration. Doing this lets you have custom email accounts with your domain, like “yourname@yourdomain.com” or “info@yourdomain.com”. With a service like Gmail, their domain name will appear in your email address, for example, “yourname@gmail.com”.

Using an email address with your domain name enhances your credibility and professionalism. It also allows customers and suppliers to identify and trust your emails easily.

Hosting companies often provide additional features like web hosting and domain name management, email forwarding, and webmail access, allowing you to manage them more effectively.

Email Host Vs. Client

Email hosting and email clients are two separate but interlinked parts of email communication.

As discussed earlier, an email hosting service is where a provider sets up and operates the server infrastructure needed for sending, receiving, and storing email.

An email client, on the other hand, is a software application or program used to access, compose, send, and receive emails. Email clients can be desktop-based, like Microsoft Outlook, Apple Mail, etc., and web/app-based like Gmail. Regardless of the type, they all connect to a server.

When you send an email, the client connects to the hosting server, which then forwards the message to the recipient’s email server.

Conversely, when you receive an email, the message is first delivered to your hosting server, which stores the message. Your email client can then connect to this server and retrieve the message so you can read and respond to it.

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Here’s an explanation of how sending and receiving emails works:

Sending Mail

The process begins with composing an email message using a mail client on a device. Once you click “Send”, this initiates the email-sending process.

The mail client software on your device then establishes a connection with the outgoing mail server provided by your hosting service.

This is done via Simple Mail Transfer Protocol (SMTP), which is the protocol used for communication between the servers. The outgoing mail server uses SMTP to send the email message to the recipient’s mail server.

Receiving Mail

When an email is sent to your email address, it arrives at your email provider’s incoming mail server. To read the received emails, your mail client connects to the incoming mail server, retrieves the emails from the server, and displays them in your inbox.

Your email client uses protocols like POP3 (Post Office Protocol 3) or IMAP (Internet Mail Access Protocol) to retrieve mail from the server.

POP3 downloads emails to your device. It retrieves a copy for your device and removes it from the server. You can configure it to store mails on the server, but its default setting is to delete them after downloading

With IMAP, the email client retrieves information about the emails on the server, including their content and status (read/unread). The emails themselves stay on the server and are synchronized across all your devices using the same email client. You can delete old emails from the server if needed.

As part of your hosting plan, you are given space on a server to store your received, sent, and archived email messages, as well as any attachments. Your account’s resources, including storage and monthly bandwidth allocation, are affected by sending, receiving, and storing mail.

If you have web and email hosting on a single plan, both your website’s file and data storage, and bandwidth, will also count towards your monthly resource allocation along with your email usage.

Email Hosting Features

Email hosting offers a range of features to optimize, manage, and keep your correspondence secure.

Custom Email Addresses

Email hosting services allow you to create custom email addresses associated with your domain name (e.g., info@yourbusiness.com, sales@yourdomain.com). This not only looks more professional than using a generic email service but also helps establish brand recognition and credibility with customers and partners.

Spam And Virus Protection

To protect your inbox from unwanted spam, viruses, and malware, email hosting services typically include various security features. These help to identify and block suspicious or malicious emails before they reach your inbox, ensuring a safer and more secure email experience.

Spam filtering identifies and diverts spam emails to a separate folder or deletes them entirely. This helps keep your inbox clutter-free and reduces the risk of accidentally clicking on links or attachments used for phishing scams.

Antivirus software scans incoming emails for viruses and other malware. If detected, the email may be quarantined, deleted, or flagged for further review. This helps prevent malware from infecting your device if you open the email or its attachments.

Email Forwarding And Aliases

Email forwarding and aliases help manage your email by redirecting emails, but they serve slightly different purposes.

Email forwarding allows you to automatically redirect emails sent from one email address to another address or multiple addresses. You can configure email forwarding within your email hosting control panel.

Email aliases let you create additional email addresses that all deliver to the same inbox. These addresses can be based on your domain name and offer a more professional look. They can also be used for filtering purposes, making it easier to manage and separate different types of communication.

Webmail Access

Webmail is a great option for users who want a convenient and accessible way to manage their email without being restricted to a particular device.

A webmail interface is provided by your email hosting service that allows you to access your email account through a web browser. They typically also offer features for managing emails, contacts, and calendars.

This means you can access your email from any device with an internet connection. There’s no need to install a separate email client software program on each device you use.

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Choosing An Email Hosting Provider

Selecting the right email hosting provider is how you can ensure an easy, reliable mail experience here are some essential factors to look at when deciding on a provider.

Prioritize providers with security measures like spam filtering, antivirus scanning, and SSL (Secure Sockets Layer) Certificates to encrypt sensitive information.

Most of the time you’ll need the flexibility of webmail access. Ensure that your email service is accessible and functional on all your devices, no matter where you are.

Look for providers with a history of high uptime and reliable service to minimize email downtime caused by server downtime or maintenance. A reputable email hosting provider should offer high uptime guarantees.

Evaluate the storage space and resources offered by different providers. Consider your current and future needs, including the number of emails you send and receive, attachment sizes, and storage space. Choose a provider that can easily accommodate more users and storage as your needs evolve.

Email security is crucial for protection from cyber threats like spam, viruses, and unauthorized access. Look for providers that offer spam and virus filtering, SSL/TLS encryption protocols, and two-factor authentication.

Reliable customer support when you encounter technical issues or have questions is another essential. Assess the provider’s support channels, availability, and responsiveness.

Setting Up Email Hosting

The process of setting up email hosting is relatively straightforward, and your provider will either give you instructions on how to do it or even do it for you. Here’s a breakdown of the steps:

Step 1: Sign up with the chosen provider and pick a plan that aligns with your email account needs including number of users, storage space, etc.

Step 2: Find and register an available domain name for your email addresses. Depending on your provider, this might be included in the hosting plan or require you to purchase and register a domain name separately.

Step 3: Provide necessary information like your name and business details, payment and contact info, username and password, and any other requirements for the new hosting account.

Step 4 (Optional): If transferring from another service, migrate your emails, contacts, and other data to the new provider.

Step 5 (Optional): Set up email forwarding or aliases for redirecting emails or managing multiple addresses.

Step 6: Configure email security features like spam filtering, virus scanning, authentication, and SSL encryption to protect your account. Your hosting provider should do this for you.

Configuring Email Clients

After setting up your email hosting account, you’ll need to configure your email client(s) to connect to the new email service. Here’s a general overview of the process:

  1. Open your email client and navigate to the account settings or preferences.
  2. Select the option to add a new email account or account type (e.g., IMAP, POP3).
  3. Enter your email address and the incoming and outgoing mail server information given by your provider.
  4. Provide your email account credentials (username and password).
  5. Configure any additional settings, such as port numbers, authentication, SSL Certificates, etc., based on the provider’s recommendations.
  6. Save the settings and allow the email client to connect to the server.
  7. If prompted, grant the necessary permissions, or allow the client to access your account.

Once configured, your email client will synch with the host’s server, allowing you to send, receive, and manage emails with your new account.

To access your email account through a webmail client, you typically log in by visiting the provider’s webmail page in a web browser and entering your email address and password.

Adding an email account to a webmail client, some providers might automatically configure it for you. Most often it requires manual setup with details provided by your email hosting service.

What is Email Hosting From Hosted.com?

Hosted.com offers one of the best email hosting services, allowing you to create and manage email accounts using a unique domain name even without a website hosting plan. If your website is still being created, you can seamlessly upgrade your Hosting plan so you can have your website, email, and domain management all in one place.

All our Email Hosting plans include spam and malware protection and a free Email SSL Certificate to keep your email safe from attacks.

Not only that you get a free domain name* on selected Email Hosting plans to help you start communicating with your customers and suppliers professionally.

Hosted.com guarantees an uptime percentage of 99.9%, paired with our geo-redundant servers, so you can rest assured your email service remains uninterrupted.

* Applies to selected Email Hosting plans and selected TLDs only.

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Best Practices and Tips

To make the most of your email hosting service and ensure optimal performance, security, and organization, it’s recommended to follow these best practices:

Backing Up

Regularly backing up your emails is crucial to prevent data loss in case of system failures, hardware issues, or accidental deletions. Many email hosting providers offer built-in backup and archiving solutions, allowing you to automatically save copies of your emails to a separate location or cloud storage.

Alternatively, you can use third-party backup tools or services to create local backups of your email data.

Security

Implementing proper security measures is essential to protect your email communications from cyber threats such as phishing, malware, and unauthorized access. Here are some email security tips:

  • Use strong, unique passwords for your email accounts and update them regularly.
  • Enable two-factor authentication (2FA) for an extra layer of security.
  • Be cautious of suspicious emails, attachments, or links, and always verify the sender’s authenticity.
  • Keep your email client software and operating system up to date with the latest security patches.
  • Use SSL/TLS encryption when sending sensitive personal or financial information via email.

KEY TAKEAWAYS

  1. Email hosting allows you to send receive and store emails using a server. It also lets you create professional email addresses using a unique domain name.
  2. Email hosting is a service that provides the server infrastructure needed for sending, receiving, and storing email. An email client is used to access, compose, send, and receive emails.
  3. Features of email hosting include custom email addresses, spam, and virus protection, forwarding, and webmail access.
  4. Hosted.com’s mail Hosting plans let you have custom email addresses with spam and malware protection, a free* domain name and SSL Certificate, and a 99.9% uptime guarantee.
  5. Best practices for email hosting are regular backups, implementing 2FA, using strong passwords, and being aware of suspicious mails.

FAQs

Why use email hosting?

Email hosting provides a professional email solution with your domain address, and security features like spam filtering, forwarding, and webmail access. It eliminates the need to manage your email servers.

Do I need a website to have email hosting?

No! You can have email hosting with professional email addresses even without a website.

What are the typical features of email hosting?

The typical features of email hosting are custom email addresses, spam and malware protection, and webmail access.

How much does email hosting cost?

Prices vary depending on the provider and features offered. Free plans with limited features exist, but paid plans offer more storage, security, and functionality.

Can I transfer my existing emails to a new email hosting provider?

Yes, many providers offer email migration tools or support to help you move your emails, contacts, and other data from your old service.

How do I access my email after setting up hosting?

You can access your email through a webmail interface (like Gmail or Outlook.com) or by configuring an email client on your computer or mobile device.

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