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Email Marketing Checklist: A Step-by-Step Guide to Ensure Your Email Campaign’s Success

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As digital marketing continues to evolve, email marketing remains one of the most effective tools for businesses of all sizes. However, creating and executing a successful email campaign requires more than just crafting a compelling message and clicking “send.” In this article, we will give you a comprehensive email marketing checklist that you can use to ensure your email campaigns are effective, engaging, and drive results.

13 steps to the perfect email marketing campaign

1. Define your email marketing objectives

Before you start crafting your email campaign, it’s important to define your objectives. What do you hope to achieve with your campaign? Whether it’s increasing brand awareness, generating leads, or driving conversions, having a clear objective will help you create a targeted message that resonates with your audience.

2. Define your target audience

To create an effective email campaign, you need to know who your target audience is. Who are you trying to reach with your message? Once you have defined your target audience, you can create personalized messages that speak directly to their needs and interests.

3. Create your email marketing list

Building an email list is a crucial step in email marketing. You can start by collecting email addresses through your website, social media, events, or other channels. It’s essential to ensure that the individuals on your email list have opted-in to receive your messages to avoid spam complaints.

4. Choose an email marketing service provider

Choosing the right email marketing service provider is crucial to the success of your campaign. Look for a provider that offers features like automation, segmentation, and personalization. Also, ensure that the provider you choose is GDPR and CAN-SPAM compliant.

5. Craft a compelling subject line

Your subject line is the first thing your subscribers will see in their inbox, so it’s essential to make it attention-grabbing. You can craft a perfect email, but if the subject line isn’t convincing, they’ll never see it. Use language that is clear, concise, and compelling. Personalization and urgency can also be effective tactics.

6. Create a clear and concise message

The body of your email should be clear and concise, and communicate your message effectively. Use short paragraphs, bullet points, and images to break up the text and make it easy to read. Ensure that your message is relevant to your target audience and aligns with your objectives.

7. Optimize your email design

Your email design should be optimized for both desktop and mobile devices. Use a simple and clean layout that makes it easy for readers to follow the email and click the CTA at the end. Also, use images and colors that are consistent with your brand.

8. Use segmentation to personalize your messages

Segmentation allows you to send targeted messages to specific groups of subscribers. You can segment your list based on demographics, behavior, or interests. Personalization can significantly increase engagement and conversions—if messaging is relevant, people will listen!

9. Include a clear and visible call-to-action

Your email should include a clear and visible call-to-action (CTA) that encourages subscribers to take action. The CTA can be a button or a link that directs the reader to your website or landing page. Use language that is actionable and specific, such as “Shop Now” or “Download Your Free Guide.”

10. Test your email campaign

Before sending your email campaign, it’s essential to test it to ensure that it displays correctly on different devices and email clients. Send a test email to yourself and colleagues to check for typos, formatting issues and errors. Make sure you click every link to ensure they all work correctly.

11. Check for spelling and grammatical errors

Spelling and grammatical errors can undermine your credibility and make your message appear unprofessional. Use a spell checker and proofread your email carefully to ensure that it is error-free. Recent example from an Email Meter industry benchmarks email: I nearly declared an industry to be the ‘bustiest’ in 2022, luckily I caught this and corrected it to ‘busiest’ before sending. This would have been an embarrassing mistake for sure!

12. Ensure email deliverability

Your email campaign is only effective if it reaches your subscribers’ inboxes. To ensure email deliverability, you need to follow best practices like using a verified email address, avoiding spam trigger words, and avoiding spam traps.

13. Monitor your email campaign metrics

Monitoring your email campaign metrics can help you measure the effectiveness of your campaign and make data-driven decisions. Track metrics like open rates, click-through rates, and conversions to optimize your future campaigns and improve results.

In Summary

Email marketing can be a powerful tool to connect with your target audience and drive results. By following this comprehensive email marketing checklist, you can create effective and engaging email campaigns that drive conversions and achieve your specific objectives.

FAQs

1. What is the best day and time to send emails?

The best day and time to send emails can vary depending on your target audience and industry. However, Tuesdays, Wednesdays, and Thursdays tend to have higher open rates, and mid-morning or early afternoon tends to be the best time to send emails.

2. How often should I send emails to my subscribers?

A: The frequency of your email campaigns should depend on your objectives and your subscribers’ preferences. However, it’s essential to maintain a consistent schedule and avoid bombarding your subscribers with too many emails.

3. Can I personalize my email campaigns without segmentation?

Personalization can be effective even without segmentation. You can use dynamic content or personalized subject lines to create a personalized experience for your subscribers.

4. How do I measure the success of my email campaign?

You can measure the success of your email campaign by tracking metrics like open rates, click-through rates, and conversions. Use these metrics to optimize your campaign and improve results.

5. What should I do if my email campaign has a low open rate?

If your email campaign has a low open rate, try changing your subject line, improving your email design, or segmenting your list. A/B testing can also help you identify the most effective strategies for improving open rates.

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A Guide To Email Archiving: Why It’s Important

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What is Email Archiving?

Email archiving is the process of storing and preserving emails for an extended period. An email archive is a secure and searchable database that allows users to retrieve emails that are no longer accessible in the system or have been deleted from individual mailboxes. It’s a best practice for organizations to implement email archiving to ensure that they have a reliable, organized and compliant email storage system.

Why is Email Archiving Important?

There are several reasons why email archiving is essential for businesses of all sizes. These include:

1. Legal Compliance and E-Discovery

Email archiving is crucial for legal compliance and e-discovery. In the event of a legal dispute, organizations must be able to produce relevant emails as evidence. Failure to produce these emails can result in hefty fines, legal fees, and reputation damage. Email archiving ensures that all emails are stored securely and can be retrieved quickly in the event of an e-discovery request (E-discovery refers to the process of identifying, collecting, and analyzing electronic data that is relevant to a legal case or investigation).

2. Storage and Space Management

Email archiving helps organizations manage their storage space effectively. As email volume increases, so does the amount of storage space required to store them. Archiving emails frees up valuable storage space and reduces the burden on email servers, leading to better performance and reliability.

3. Data Protection and Security

Emails can contain sensitive and confidential information, such as customer data, financial information, and intellectual property. Email archiving ensures that this data is stored securely and is protected from loss, theft, or damage. It also helps organizations comply with data protection regulations, such as GDPR, HIPAA, SOX, and PCI DSS.

4. Business Continuity and Disaster Recovery

Email archiving is essential for business continuity and disaster recovery. In the event of a system failure or natural disaster, email archives can be used to restore emails quickly and minimize downtime. Email archiving ensures that critical emails are backed up and can be recovered in case of data loss.

How Does Email Archiving Work?

Email archiving works by capturing emails as they are sent and received and storing them in a separate database. The email archive is usually hosted on a dedicated server or in the cloud. Emails can be archived in real-time or at specified intervals, depending on the organization’s requirements. The email archive is accessible through a web-based interface, which allows users to search, view, and retrieve emails.

Types of Email Archiving

There are two main types of email archiving: on-premise and cloud-based. On-premise email archiving involves hosting the email archive on servers located within the organization’s premises. This type of email archiving provides full control over the archive and ensures that sensitive data is kept within the organization’s network. Cloud-based email archiving involves hosting the email archive in the cloud, which offers scalability, flexibility, and cost-effectiveness. Cloud-based email archiving is becoming increasingly popular among businesses of all sizes.

Best Practices for Email Archiving

Define your email archiving policies and procedures

It’s essential to define your email archiving policies and procedures before implementing an email archiving system. This includes deciding which emails to archive, how long to keep them, and how to retrieve them. Having clear policies and procedures in place ensures that the email archiving system is consistent and complies with legal and regulatory requirements.

Choose the right email archiving solution for your organization

Choosing the right email archiving solution is crucial for the success of your email archiving system. Consider factors such as scalability, security, ease of use, and cost when selecting an email archiving solution. Cloud-based solutions are becoming increasingly popular due to their flexibility, scalability, and cost-effectiveness.

Train your employees on email archiving policies and procedures

Your employees play a critical role in ensuring the success of your email archiving system. The best archiving system in the world will fall flat if employees are not using it. It’s essential to provide training on email archiving policies and procedures to ensure they’re followed effectively.

Regularly audit and monitor your email archive

Regularly auditing and monitoring your email archive is essential to ensure that it’s working correctly and is compliant with legal and regulatory requirements. Regular audits can help identify issues such as unauthorized access, data breaches, and email retention violations.

Ensure that your email archive is secure and protected from unauthorized access

Security is a top priority when it comes to email archiving. Ensure that your email archive is secure and protected from unauthorized access by implementing access controls, encryption, and other security measures. Regularly test your email archive to ensure that it’s secure and that your data is protected.

Test your email archiving system regularly to ensure that it’s working correctly

Testing your email archiving system regularly is essential to ensure that it’s working correctly and is compliant with legal and regulatory requirements. Regular testing can help identify issues such as data corruption, system failures, and email retrieval problems. It’s better to be safe than sorry!

Implementing an Email Archiving System

Implementing an email archiving system requires careful planning and execution. Here are the steps to follow:

1. Set up retention policies

Retention policies specify how long to keep emails in the archive before they’re deleted, while access controls specify who can access the email archive and what actions they can perform. They’re both essential for compliance with legal and regulatory requirements, as well as for managing storage space effectively. Ensure that your email archiving system supports both and that they’re set up correctly.

2. Configure search and retrieval options

Search and retrieval options allow users to search for and retrieve emails from the archive. Ensure that your email archiving system supports advanced search and retrieval options, such as keyword search, date range search, and attachment search. Configure search and retrieval options to meet the needs of your organization.

3. Monitor system performance

Monitoring system performance is essential to ensure that your email archiving system is running smoothly and efficiently. Regularly monitor system performance, such as disk space usage, system logs, and system alerts. Address any performance issues promptly to ensure that your email archiving system is working correctly.

4. Test disaster recovery procedures

Disaster recovery procedures are essential for ensuring business continuity in the event of a disaster, such as a natural disaster or cyber-attack. Test disaster recovery procedures regularly to ensure that they’re working correctly and that your email archive can be restored in the event of a disaster.

5. Review and update policies and procedures

Policies and procedures should be reviewed and updated regularly to ensure that they’re up-to-date and relevant. Review policies and procedures at least once a year and update them as necessary. Ensure that your employees are trained on any changes to policies and procedures.

6. Provide ongoing support and training

Ongoing support and training are essential for the success of your email archiving system. Ensure that your employees understand how to use the system effectively and that any issues are addressed promptly.

Email Archiving and GDPR

The General Data Protection Regulation (GDPR) requires organizations to protect the personal data of EU citizens. Email archiving can help organizations comply with GDPR by providing a secure and searchable database of emails containing personal data. Organizations must ensure that their email archiving system is compliant with GDPR and that personal data is processed lawfully, fairly, and transparently.

Email Archiving and HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) requires healthcare organizations to protect the privacy and security of patients’ health information. Email archiving can help healthcare organizations comply with HIPAA by providing a secure and searchable database of emails containing patient health information. Healthcare organizations must ensure that their email archiving system is compliant with HIPAA and that patient health information is protected from unauthorized access.

Email Archiving and SOX

The Sarbanes-Oxley Act (SOX) requires public companies to maintain accurate and complete financial records. Email archiving can help organizations comply with SOX by providing a secure and searchable database of emails containing financial information. Organizations must ensure that their email archiving system is compliant with SOX and that financial records are accurate and complete.

Email Archiving and PCI DSS

The Payment Card Industry Data Security Standard (PCI DSS) requires organizations that process credit card transactions to protect cardholder data. Email archiving can help organizations comply with PCI DSS by providing a secure and searchable database of emails containing cardholder data. Organizations must ensure that their email archiving system is compliant with PCI DSS and that cardholder data is protected from unauthorized access.

In Summary

Email archiving is essential for businesses of all sizes. It helps organizations comply with legal and regulatory requirements, manage storage space effectively, protect sensitive data, ensure business continuity, and minimize downtime. Implementing an email archiving system requires careful planning and execution, and organizations must follow best practices to ensure that their email archiving system is effective and compliant.

FAQs

1. What is the difference between email archiving and email backup?

Email backup involves making a copy of all emails and storing them in a separate location for data recovery purposes. Email archiving involves storing emails in a separate database for long-term storage and retrieval.

2. How long should organizations keep archived emails?

The retention period for archived emails depends on the organization’s legal, regulatory, and business requirements. Some regulations require organizations to retain certain emails for a specific period, while others leave it up to the organization’s discretion.

3. Can email archives be searched and retrieved?

Yes, email archives are searchable and retrievable through a web-based interface. Users can search for emails using various search criteria, such as sender, recipient, date, and keywords.

4. Can email archiving systems be integrated with other business applications?

Yes, email archiving systems can be integrated with other business applications, such as CRM, ERP, and HR systems. Integration allows users to access email archives directly from other business applications.

5. Is email archiving expensive?

The cost of email archiving depends on the size of the organization, the volume of emails being archived, and the type of email archiving solution being used. Cloud-based email archiving solutions are typically more cost-effective than on-premise solutions. However, organizations must consider the total cost of ownership, including hardware, software, and maintenance costs, before choosing an email archiving solution.

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An interview with the Founder of ShuttleCloud

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How did ShuttleCloud start?

Eduardo: I moved to the US from Spain for grad school. When I finished I got a job at a mid size tech company. I was placed in sales even though I had never done sales before, so I was learning a lot at the beginning. However, I wasn’t getting much support from my boss, and after about six months, I started feeling like I wasn’t learning as much anymore. It was frustrating, and I began to feel a little restless.

I didn’t plan on becoming an entrepreneur – my parents are both philosophy teachers, so it wasn’t a career path I had envisioned for myself. But while I was in the US, I saw how many of my classmates were starting companies, one for example turning his master’s thesis into a business. It made me think that if they could do it, I could too.

Eventually, I decided to quit my job and start my own company. I had to register a company from scratch since I was in the US under a student visa that only allowed me to work for a company. Even though I didn’t really know what I was doing, I registered ShuttleCloud for only $50 online in 2010. Setting up a company in the US is super easy, so that definitely helped.

And that’s how ShuttleCloud came to be!

“Be free, keep learning and make an impact” — as ShuttleCloud’s purpose, what does that mean to you?

Eduardo: During a coaching session, our team struggled to come up with a set of values that would drive our company forward. We eventually went back to our roots and thought about why we all joined ShuttleCloud in the first place. We all agreed that learning and growth were essential to us. We share interesting news and scientific discoveries with one another because we’re all passionate about expanding our knowledge.

The phrase “be free” has been a driving force for us from the start. When I left my job to become an entrepreneur, it was because I wanted more freedom. I’ve always tried to ensure that our team members have the same kind of freedom that I have as a business owner. We’ve never been strict about working hours or vacation time, and we’re always open to flexibility. I believe that living this way is better for everyone involved.

As we’ve grown and found success, we’ve realized that we want to make a positive impact on the world around us. It’s not just about making money to pay salaries, but also about improving the lives of our employees, their families, our users, and society at large. One example of this is our ventilator project from three years ago. Several of our team members volunteered their time to help with the project, and we even donated some company funds to purchase ventilators. It was a significant way for us to give back to our community and make a positive impact.

In summary, “be free, keep learning, and make an impact” means that we value personal and professional growth, freedom and flexibility in our work, and the opportunity to make a difference in the world around us.

What gets you out of bed in the morning?

Eduardo: Typically, it’s Lara [Eduardo’s daughter] running towards our bedroom, when she runs she stomps, rather than running! So that’s what gets me up in the morning, almost every morning.

What’s next, for you and for ShuttleCloud?

Eduardo: So, for me and for ShuttleCloud, we’re focusing on combining our teams working on both Email Meter and ShuttleCloud, which has been a big challenge for us. One of the challenges we faced was having only one-time projects with customers at the beginning, which meant we had to constantly acquire new customers. However, we eventually started working with recurring revenue customers, which made us a more stable company. We also focused on a niche where we did really well, with some of the biggest consumer migration companies such as Google and Yahoo as our clients. However, with such big names already on board, it became harder to win remaining clients.

To address this, we launched Email Meter, which has the potential to have many more customers than ShuttleCloud. We’re now working on both products with the same team, hoping to win some large migration clients we can still get, as well as smaller ones. We also aim to sign up many midsize and smaller clients with Email Meter. This will give us the stability of having a lot of smaller clients while also having some very big clients.

Personally, I’m happy supporting Angel and the rest of the team, particularly with product and engineering, which is what I love most. We have some experiments, but for now, our focus is on ShuttleCloud and Email Meter.

What’s a cool story from your time with ShuttleCloud?

Eduardo: Yeah, so one of my favorite stories from my time at ShuttleCloud was when I negotiated a contract with Google. After we were done negotiating, I met the person I was working with in person a couple of months later in New York City. We ended up spending quite a bit of time at work, and it was nice to develop a friendship with her. Even though it’s been almost nine years since we signed the contract and she’s moved on to other departments, we still keep in touch.

This summer, our families spent a week together at the beach, and it was really awesome. We talked about a lot of things, but no business talk because she’s in a completely different department now, and I don’t work directly with Google anymore. It was really cool to reconnect after so long, and we actually connected back in the day over electronic music. We discovered that we liked the same kind of music when we met up a few months after signing the deal, but we were careful not to become too friendly because of the business relationship.

Now that we’re working on different things, it’s totally fine to be friends, and it was great to spend time with her and her family. Her daughter is the same age as one of my daughters, so it was nice to see them play together. It’s always great when you can become friends with someone you’ve worked with, and this was definitely one of my favorite experiences at ShuttleCloud.

What's your favorite quote?

Eduardo: So, my favorite quote that I recently heard is “to begin, begin.” It’s actually a quote that I heard from Angel, but I believe it’s originally from you [the interviewer, Ryan]. I really like this quote because it aligns with one of my personal values: taking action. I don’t like to just talk about things, I prefer to take action and get things done. So “to begin, begin” really resonates with me and serves as a good reminder to just start and not get caught up in overthinking or planning too much.

You ran ShuttleCloud from the US and Spain. What are the pros and cons of each?

Eduardo: Yeah, so I’ve had the experience of running ShuttleCloud from both the US and Spain, and each place has its pros and cons. One thing that stands out to me about the US is the energy and optimism. Every time I fly there, I’m reminded of the country’s can-do attitude and how people believe that anything is possible. It’s infectious, and I love it.

On the other hand, Spain is a bit more conservative and negative by default. People here don’t necessarily believe that big things can be done, which can make it harder to get started in business. However, once you’re up and running, the quality of life is just fantastic. It’s hard to beat. In the US, you have to go outside of the big cities to find that kind of quality of life, or at least it can be more difficult to find.

Another thing to consider is the bureaucracy in Spain. There’s definitely more of it here, which can be a challenge. But on the flip side, in the US, you have to be prepared for lawsuits. Even when you’re just starting out with a few employees, you have to be ready to defend yourself, because people will come after you for almost anything. In Spain, it’s rare to be sued, which is a nice relief.

What do you think is one factor that makes ShuttleCloud unique?

Eduardo: Well, you know, I think one thing that makes ShuttleCloud unique is the people we have. We’ve got some really smart people here. And it’s not just a couple of people, everyone is smart. And I think that kind of intelligence attracts other smart people, you know? It’s like a positive feedback loop. I’ve learned so much from the team ever since I started the company.

It’s also really cool to see the kinds of things that pop up in Slack. Like, we’ve got channels about science and nature and all sorts of interesting stuff. And I didn’t create those channels, it’s just people sharing things that they’re passionate about. Having those really smart people working here obviously translates to having some pretty great products, too.

We also tend to hire some pretty young but really smart people. And sometimes they’re surprised when they end up working on projects with companies like Google and realize that the engineers and product people there aren’t necessarily any smarter than our team. In fact, sometimes we’re even smarter! And I think that’s pretty cool to see. We may be a small team, but we’ve got some seriously smart people who can compete with the big guys.

You’ve sailed since you were young. Are there any parallels between running a business and sailing?

Eduardo: When I think about sailing, I definitely see some parallels with running a business, particularly the competitive aspect. When I was younger, I was really into sailing to race. And I trained tirelessly for it. The type of boat I raced was a one-person boat, so it was a very individualistic kind of racing. I think that experience helped me as a CEO because, in some ways, being a CEO can be a lonely job. Sometimes, when I was racing and someone was passing me or going faster, I would talk to myself in my head and push myself to do better. Nowadays, as a former CEO, I still have that inner conversation with myself, especially when I need to fix a mistake or find a way to improve. Sailing made me more competitive, which I think is helpful in business when you’re trying to win deals or develop products faster than your competition.

What advice would you give to someone beginning a startup?

Eduardo: To begin, begin. [laughing] No really, you know, it’s true. Starting a software company is a great option because the costs to start are relatively low. All you need is a computer and yourself to start coding. However, it’s not easy to create a successful software company. That’s why it’s important to start coding and show your product to potential customers or users as soon as possible. There’s no substitute for actually doing it. Don’t be afraid to make mistakes, because they will happen. But the sooner you start, the sooner you’ll be able to learn and improve your product. So my advice is to begin, begin.

What keeps you awake at night, other than your children?

Eduardo: As a company grows bigger, the role of a leader becomes more complex. I’m not the CEO on a day-to-day basis anymore, so I don’t have to manage a lot of people. However, I still attend meetings and collaborate with others. When we’ve made mistakes from a management standpoint, it can be difficult because it affects how we work together. Sometimes, when we’ve made an error, it keeps me up at night because I care about the success of our team and our company.

Who is your role model or inspiration?

Eduardo: Steve Jobs is definitely someone who inspires me, but not necessarily as a role model. I find his product creation and intuition for making products to be incredible and extraordinary. His leadership skills are also noteworthy. However, after reading his biographies, it’s clear that he wasn’t always the nicest boss to work for. While I don’t necessarily believe that bosses need to be nice all the time, there were traits of his that were insulting and not something I would aspire to. So, while he is not a role model, he is certainly very inspirational from a product and leadership perspective.

What attributes would you say are key to being the ideal employee?

Eduardo: As someone who has managed and founded companies, I believe that being the ideal employee can vary depending on the person you work with. We are all unique and have different strengths and weaknesses, and it’s important to surround yourself with people who compliment your skills. As for me, I’m not the best at following up on things, so I need employees who are proactive and responsible, and who can help me stay on top of things.

However, if I had to name some key attributes for the ideal employee, I would say that optimism and positivity are some of the most important for me. Starting a company is already challenging, and as a CEO, it’s essential to work with people who share a positive attitude and believe in the company’s vision. Of course, there are many reasons why a company can fail, but having an optimistic and positive team can make all the difference.

Apart from that, productivity is also crucial. As a CEO, I had numerous responsibilities, and I didn’t have the time to micromanage every task or give detailed instructions to every employee. So, I need people who can get things done efficiently, and who take initiative in their work. Overall, the ideal employee should be optimistic, productive, and able to complement the manager’s strengths and weaknesses.

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Need A New Email? Top 8 Email Hosting Services In 2023

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Email is an essential communication tool for businesses and individuals alike. It’s no wonder that email hosting services are in high demand, as they offer many benefits, such as a professional email address, reliable email delivery, and improved security. In this post, we will look at the top 8 email hosting services in 2023.

1. Google Workspace

Best use cases: Small to large businesses that need a suite of productivity tools.

Google Workspace (formerly G Suite) is a cloud-based productivity suite that includes Gmail, Google Drive, Google Docs, and more. It offers a robust set of tools that can help businesses of all sizes increase productivity and collaboration.

Google Workspace Features

  • Unlimited cloud storage,
  • advanced security features,
  • custom email addresses
  • Custom email addresses with your own domain name
  • 30GB of storage per user (or unlimited storage with the Business and Enterprise plans)
  • Collaborative tools such as Google Docs, Sheets, and Slides
  • Video and voice conferencing with Google Meet
  • Advanced security features such as two-factor authentication and data loss prevention
  • Integration with other Google apps such as Calendar and Drive
  • Mobile access through the Gmail app
“Google Workspace is an incredible suite of tools for modern businesses. It features a comprehensive set of productivity, communication, and collaboration tools that are easy to use and customizable to fit your needs”  – Srishti J. on Capterra

Google Workspace Pricing

  • Business Starter: $6/user/month when billed annually. Includes 30 GB storage per user, Gmail, Google Meet, and other features.
  • Business Standard: $12/user/month when billed annually. Includes 2 TB storage per user, advanced Gmail and Meet features, and other features.
  • Business Plus: $18/user/month when billed annually. Includes 5 TB storage per user, enhanced security features, and other features.
Enterprise: Custom pricing. Includes unlimited storage, advanced security and compliance features, and more.

2. Microsoft 365

Best use cases: Businesses that need a suite of productivity tools and use Microsoft Office software.

Microsoft 365 (formerly Office 365) is a cloud-based productivity suite that includes Outlook, Microsoft Word, Excel, PowerPoint, and more. It’s a great choice for businesses that already use Microsoft software and want to transition to the cloud.

Microsoft 365 Features

  • Custom email addresses with your own domain name
  • 50GB of storage per user
  • Collaborative tools such as Microsoft Word, Excel, and PowerPoint
  • Video and voice conferencing with Microsoft Teams
  • Advanced security features such as encryption and threat protection
  • Integration with other Microsoft apps such as OneDrive and SharePoint
“The comprehensive range of tools, including word processing, email management, video conferencing, and project management, have made it incredibly easy for me to switch between different tasks and work seamlessly across different devices.” – Rachel C. on G2

Microsoft 365 Pricing

  • Microsoft 365 Personal: $6.99/month or $69.99/year, includes premium Outlook.com features, Microsoft Office apps (Word, Excel, PowerPoint), 1 TB OneDrive cloud storage, and advanced security features
  • Microsoft 365 Family: $9.99/month or $99.99/year, includes all the features of Microsoft 365 Personal for up to 6 people
  • Microsoft 365 Business Basic: $6.00/user/month, includes Outlook.com, Exchange, SharePoint, Teams, and other business apps and services
  • Microsoft 365 Business Standard: $12.50/user/month, includes all the features of Business Basic plus desktop versions of Office apps and more advanced security features
  • Microsoft 365 Business Premium: $22.00/user/month, includes all the features of Business Standard plus advanced security and management features and Microsoft Intune mobile device management.

3. Zoho Mail

Best use cases: Small to medium-sized businesses that need a budget-friendly email hosting service.

Zoho Mail is an email hosting service that offers a range of features at an affordable price. It’s a great choice for small businesses that want a professional email address without breaking the bank.

Zoho Mail Features

  • Custom email addresses with your own domain name
  • 5GB of storage per user (or 30GB with the Professional plan)
  • Collaboration tools such as task management and notes
  • Advanced security features such as two-factor authentication and anti-spam filters
  • Integration with other Zoho apps such as CRM and Projects
  • Mobile access through the Zoho Mail app
Zoho mail is really cheap compared to other business mail hosting solutions such as Google Workspace. Additionally, Zoho mail offers free business mail plans with up to 5 users and 5GB of mail only storage all for free. This is a big plus for start up companies that may need a business email to start with. – Luke M. on G2

Zoho Mail Pricing

  • Mail Lite: $1/user/month when billed annually. Includes 5 GB storage per user.
  • Mail Premium: $4/user/month when billed annually. Includes 10 GB storage per user, email hosting with your own domain, 1GB attachments and other features.
Workplace: From $3/user/month when billed annually. Includes advanced access to apps.

4. FastMail

Best use cases: Individuals or small businesses that need a simple and reliable email hosting service.

 

FastMail is an email hosting service that focuses on simplicity and reliability. It’s a great choice for individuals or small businesses that want a no-frills email hosting solution.

FastMail Features

  • Custom email addresses with your own domain name
  • 2GB of storage per user (or more with higher plans)
  • Advanced security features such as end-to-end encryption
  • Calendar integration with other popular calendar apps
  • Mobile sync with all devices
  • Customizable and ad-free webmail interface
“Fastmails service is a powerful, privacy focused alternative to other business email providers. Migration from GSuite was easy and support has been nothing but fantastic.” – Ben M. on G2

FastMail Pricing

  • Basic: $3/user/month when billed annually. Includes 2 GB storage, calendars, and contacts.
  • Standard: $5/user/month when billed annually. Includes 30 GB storage, custom domains, and other features.
Professional: $9/user/month when billed annually. Includes 100 GB storage, email rules, and other features.

5. ProtonMail

Best use cases: Individuals or businesses that prioritize email security and privacy.

ProtonMail is an email hosting service that prioritizes security and privacy. It uses end-to-end encryption to protect user data, making it a great choice for individuals or businesses that value security.

ProtonMail Features

  • End-to-end encryption for all emails and attachments
  • Two-factor authentication and other security features
  • Custom domain support
  • Anonymous email addresses and message expiration options
  • User-friendly interface with customizable themes and templates
  • Mobile apps for iOS and Android
  • Integration with third-party services like ProtonVPN and Tutanota
“I love how it gives you the option to encrypt an email to someone who isn’t on Proton. The self-destruct option is also very cool. I also love the ability to unsubscribe from a mailing list without having to click anything in the email. But more than anything, the software doesn’t get in the way of your usual workflows.” – Jacques R. on G2

ProtonMail Pricing

  • Mail Essentials: $6.99/user/month when billed annually. Includes 15 GB storage, 3 custom domains, and other features.
  • Business: $11/user/month when billed annually. Includes 500 GB storage, 10 custom domains, unlimited Hide My Email aliases, and other features.
Enterprise: Pricing available upon request. Features included are customizable.

6. Bluehost

Best use cases: Small businesses that need web hosting and email hosting in one place.

Bluehost is a web hosting company that also offers email hosting as part of its services. It’s a great choice for small businesses that want an all-in-one solution for their website and email.

Bluehost Features

  • Unlimited email accounts with your own domain name
  • Email storage space ranging from 100 MB to unlimited, depending on your plan
  • Access to webmail and support for POP3 and IMAP protocols
  • Advanced email security features like SpamExperts and CodeGuard
  • Integration with Microsoft Office 365 for additional productivity tools
  • 24/7 support from Bluehost’s customer service team
“Beyond boarding process for setting up a WordPress website was very easy. transferring a domain name to bluehost name servers with straightforward and setting up an email address was equally easy.” – Darin S. on G2

Bluehost Pricing

  • Basic: $4.99/month when billed annually. Includes 100 MB storage per account, webmail, and other features.
  • Plus: $9.99/month when billed annually. Includes unlimited storage, Microsoft Office 365 integration, and other features.
Choice Plus: $14.99/user/month when billed annually. Includes unlimited websites, unlimited storage, and other features.

7. HostGator

Best use cases: Small to medium-sized businesses that need a reliable email hosting solution with good customer support.

HostGator is primarily known for its web hosting services but also offers email hosting solutions for businesses. It offers affordable plans with features such as unlimited email accounts and webmail access.

HostGater Features

  • Custom email addresses with your own domain name
  • Unlimited email accounts
  • 99.9% uptime guarantee
  • Spam protection and virus scanning
  • Webmail access through cPanel or Horde
  • Mobile access through the Horde app
“I like that their plans are economical, from those who start their project to those who already receive a huge amount of visits on their website. The best thing is that it includes professional emails, SSL certificate and free domain for a year.” – Jose Daniel T. on G2

HostGator Pricing

  • Hatchling Plan: $2.75/month (with introductory offer), includes unlimited email accounts, 10 GB of storage, and a single website.
  • Baby Plan: $3.50/month (with introductory offer), includes up to unlimited email accounts, 40 GB of storage, and up to 5 websites.
Business Plan: $5.25/month (with introductory offer), includes up to 500 email accounts, unlimited storage, and unlimited websites.

8. Rackspace

Best use cases: Large businesses and enterprises that need a robust email hosting solution with advanced features and customization options.

Rackspace is an email hosting service that offers enterprise-level solutions for businesses of all sizes. It offers a range of features and customization options for businesses that need a high degree of control over their email environment.

Rackspace Features

  • Custom email addresses with your own domain name
  • Custom branding and advanced customization options
  • Advanced email security features such as threat protection and encryption
  • Mobile access through the Rackspace app
  • Collaboration tools such as shared calendars and contacts
  • Email archiving and compliance features
“Rackspace email hosting is a premium email hosting program, and also it is affordable. You can access it from any time and everywhere quickly. Therefore, it is a very good solution.” -User on G2

Rackspace Pricing

  • Basic: $2.99/user/month. Includes 25 GB storage, webmail, and other features.
  • Plus: $3/user/month. Includes 30 GB storage, Microsoft Exchange, mobile sync, and other features.
  • Advanced: $6.99/user/month. Includes advanced security features, unlimited email archiving, and more.

What to consider when choosing

Choosing the right email hosting service can be a crucial decision for your business or personal use. To help you make the right choice, here are some factors to consider:

  • Price: Consider your budget and choose a plan that fits your needs.
  • Features: Look for features that matter to you, such as custom email addresses, storage space, security, and collaboration tools.
  • User interface: Make sure the email hosting service you choose has an intuitive and user-friendly interface.
  • Customer support: Look for a service with reliable and responsive customer support. We hope this list has helped you narrow down your options and find the best email hosting service for your needs.

In conclusion, the email hosting services listed above offer a range of features and benefits to meet the needs of different businesses and individuals. Consider your priorities and choose a service that aligns with your needs and budget.

Email Hosting Services FAQ

1. What is email hosting?

Email hosting is a service that allows businesses and individuals to create and manage email accounts with their own domain name (e.g., yourname@yourbusiness.com). Email hosting services provide a range of features, such as storage, security, and collaboration tools.

2. Can I use my existing email address with an email hosting service?

Yes, most email hosting services allow you to use your existing email address with their service. However, you may need to set up email forwarding or migration to ensure a seamless transition.

3. Can I access my email from multiple devices with an email hosting service?

Yes, most email hosting services provide webmail access, which allows you to access your email from any device with an internet connection. You can also configure your email client (e.g., Microsoft Outlook, Apple Mail) to access your email.

4. Can I use an email hosting service with my own domain name?

Yes, most email hosting services allow you to use your own domain name for your email address. This gives your email a more professional and branded appearance.

5. What happens if I exceed my storage limit with an email hosting service?

If you exceed your storage limit, you may not be able to receive new emails or may have to delete older emails to make space. Some email hosting services offer additional storage as an add-on feature or allow you to upgrade to a higher plan with more storage.

6. How do I migrate my email to a new email hosting service?

Most email hosting services offer migration tools or support to help you transfer your email data (including messages, contacts, and calendars) to their service. You may also need to update your domain’s MX records to ensure that incoming emails are directed to your new email hosting service.

Gmail

What Is Email Security? 8 Things You Should Secure Today

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Email security is an important consideration for individuals and businesses alike. Email has facilitated quick and easy communication across the world. However, with increased use comes increased risk of cyber attacks. Hackers use various techniques to gain access to sensitive information like personal data and login details. As a result, ensuring email security has become crucial in today’s digital era — it remains one of the most vulnerable entry points for cybercriminals. Phishing and other email attacks continue to rise each year, and the average cost of a data breach for a company is over $4 million. 

In this article, we delve into the significance of email security and provide steps to protect email communications against cyber threats.

 

The Ramifications of a Successful Email Attack

The results of a successful email attack can be dire: individuals might fall victim to identity theft and financial losses. Businesses, on the other hand, might suffer the loss of intellectual property, reputational damage, theft of customer data and/or legal action.

Best Practices for Email Security

Use Strong and Unique Passwords

Using strong and unique passwords is one of the most basic yet effective ways to secure email communications. Strong passwords should contain at least eight characters, which include a combination of letters, numbers, and special characters. Avoid using personal information that is easily guessable, such as birthdays or names, and never reuse passwords for various accounts. This makes it harder for hackers to guess or crack passwords and access email accounts.

Enable Two-Factor Authentication

Two-factor authentication is a critical step in ensuring email security. It provides an additional layer of security by requiring a second form of verification, such as a code sent to your phone, besides your password. This makes it more challenging for hackers to gain access to email accounts, even if they manage to crack or guess your password. Several popular email providers offer two-factor authentication, so make sure you enable it for your email account.

Use Encryption

Encryption is the process of converting email messages and attachments into a code that is unreadable without a decryption key. This ensures that email messages remain private and secure, even if a third party intercepts them. Use end-to-end encryption to ensure that messages are encrypted from the moment they’re sent to the moment they’re received.

Be Wary of Suspicious Emails

Being vigilant of suspicious emails is another essential aspect of email security. Be careful with emails from unknown senders — those that ask for personal information or contain links to unfamiliar websites are definitely scams. Phishing scams are rampant and can lead to the compromise of email accounts. Never click on links or open attachments from suspicious or unknown emails, and never provide personal information in response to email requests.

Keep Your Software Updated

Updating your operating system, browser or email client (if you still use a desktop client) regularly is another vital step in securing email accounts. Software updates include security patches that fix security vulnerabilities and prevent cyber attacks. Therefore, keep your software updated to ensure optimal email security.

Limit Personal Information in Emails

Avoid including sensitive or personal information in your emails, such as social security numbers, credit card information, or passwords. If you need to share sensitive information, use a secure file-sharing service or encrypt the information in your email. By limiting personal information in emails, you can reduce the risk of identity theft and financial loss if your email account is compromised.

Use a Virtual Private Network (VPN)

Using a virtual private network (VPN) can help secure your internet connection and protect your email communications from being intercepted by third parties. This is especially important if you’re using public Wi-Fi networks or accessing your email from a remote location.

Monitor Your Accounts Regularly

Regularly checking your email accounts for suspicious activity can help you detect and prevent cyber attacks. Be on the lookout for unfamiliar emails, changes to your email settings, or suspicious login attempts. By monitoring your accounts regularly, you can detect potential security threats early and take action before it’s too late.

Educate Yourself and Your Employees

Finally, educating yourself and your employees on email security best practices is crucial in preventing cyber attacks. Train yourself and your employees on how to recognize suspicious emails, how to create and manage strong passwords, and how to use two-factor authentication and encryption. Send them this blog post if you want to give them some handy tips!

In summary

Email security is crucial to safeguard against cyber attacks, which are on the rise. It’s important to stay vigilant and be prepared. Following these best practices is a great start for keeping your email secure, and avoiding the theft of your data.

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Email spotlight series- #3 Fastmail

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Key Features

  • Email, calendar & contacts 

  • Built on JMAP, the latest email standard

  • Masked Email with 1Password

  • Use 100+ domains with no extra charge (you@yourwebsite.com)

The ShuttleCloud Spotlight series highlights innovative email providers that are enhancing the user experience. For the third spotlight, we had the opportunity to speak with Helen Horstmann-Allen, who is the COO, and Bron Gondwana, the CEO of Fastmail

1. Please describe the mission of Fastmail as an email provider?

Fastmail is a human-focused email, designed to assist you in getting the most out of your email, with the least effort and time.

Fastmail-

2. When and where was Fastmail founded?

According to Helen, Fastmail was founded in 1999 in Melbourne, Australia. It was owned by Opera Software from 2010 to 2013 before being sold back to some of the staff. Fastmail purchased the assets of ICGroup in Philadelphia (including pobox.com) in 2015. Pobox was founded in 1995, making it one of the oldest email companies still in existence. Our longest serving employee just celebrated 26 years working on email — the first Pobox email she has is from 1995! We have offices in Melbourne and Philadelphia as well as some remote staff.

3. When was the first email sent from Fastmail?

The oldest active account on Fastmail was created on Feb 16, 2002 – but there would have been emails sent before then! The first email I personally sent on Fastmail was from my new work account to my personal account on October 29th, 2004. I moved my personal email (and all my family’s email) to Fastmail about a year later, having previously hosted it on my own server.

4. What is one unique thing about Fastmail?

It may sound surprising, but a good old fashioned “service in exchange for money” business model is surprisingly rare in this marketplace. Most email providers are trying to monetise something else in order to provide the email account for free. We don’t do that. The other thing that regular Fastmail users often become oblivious to is just how fast and easy to use our interface is compared to other products. It’s only when you try to use something else that you realize just how slick the Fastmail experience is – and it’s because we put a lot of work into making everything fast (it’s in the name) and predictable so you can process your emails with confidence.

Fastmail aps

5. What’s next for Fastmail?

There’s tons of things in the works. Without too many spoilers, a lot of the upcoming features that I’m particularly excited about are little tweaks to make things more useful for multiple people working together – from shared team calendars, to shared mailboxes that support workflows for a group of people collaborating on a role (e.g. sales or support) within a small business. It’s not “new features” as such, all the underlying infrastructure is there, but the right little bits of automatic behaviour and rules will make life easier for the millions of small businesses that currently have shared email addresses and have to manually keep track of messages sent to them. Little tweaks that unlock big benefits for our customers are one of the best ways to add value to our product.

6. What is your name, role and responsibilities at Fastmail?

My name is Bron Gondwana. I started with Fastmail as a developer and sysadmin in 2004, became a part owner in 2013, and have been CEO since 2017. As CEO I’m responsible for everything – the buck stops here. I still have a soft spot for low level programming (I was a key developer for the Cyrus IMAP server that stores all our customer data for many years) but these days my work is almost all conversations and relationship nurturing

Fastmail inbox

7. Is there another email provider you would like to see featured?

Not an email provider as much as some email products! Fastmail provide much of our work as open source, and are very strong proponents of open standards. We developed the JMAP standard which is now generally available from the IETF as RFC8620 and RFC8621. The Apache James server and Linagora (https://www.linagora.com/en/) – the company who do a lot of work to support it are very interesting. There’s also the very new Stalwart JMAP server (https://stalw.art/).

 

Keep an eye on Fastmail to stay informed about their advancements in email and privacy.Look out for our next email spotlight series to learn about other innovative companies in the email industry.

Gmail

SMTP, POP, IMAP Protocols: What They Are and How They Work?

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More technical users are likely familiar with SMTP, POP, and IMAP protocols when using email, but what exactly are they and what are they used for? As major protocols for sending and receiving emails, it’s a good idea to be familiar with them!

SMTP stands for Simple Mail Transfer Protocol and is the protocol used when sending an email. It allows two systems to transfer messages over a TCP/IP (Transmission Control Protocol/Internet Protocol) connection. The server sends outbound emails through an SMTP port (25 or 587 when encrypted) which interacts with other SMTP  servers on the internet to deliver the message to its intended recipient.

POP stands for Post Office Protocol and is used when retrieving emails from a server. It allows email clients to connect to the server and download any new messages. The POP protocol works by using a POP port (110 or 995 when encrypted). POP is no longer widely used and has been commonly replaced by IMAP.

IMAP stands for Internet Message Access Protocol and is used when accessing emails stored on a server. It allows users to connect to a mail server, open folders, search through saved messages, and delete or move them around within their mailbox. The IMAP protocol uses ports (143 or 993) that communicate with servers on the internet to store and retrieve messages.

Why are these protocols important?

SMTP, POP, and IMAP protocols are essential for sending, receiving, and managing emails. They ensure that information is transferred securely between two systems over a secure connection. Understanding how these protocols work will help you get the most out of your emailing experience. With their help, you’ll be able to send and receive messages quickly and easily!

By understanding SMTP, POP, and IMAP protocols, you can better equip yourself to use email more efficiently and effectively. Each protocol has unique functions, making it easier for users to send emails, retrieve messages from the server, manage folders, and search through saved messages.

Besides, these protocols ensure that emails are sent securely over the internet, preventing them from being intercepted or corrupted by third parties while in transit. They provide an extra layer of security when accessing emails stored on a server.

Customer Stories Email import migration

Email spotlight series- #2 Skiff

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Key features

  • End-to-end encrypted email, pages and drive
  • Sync across all your devices
  • Open source
  • 10GB storage with free plan
  • Web3 support

The ShuttleCloud Spotlight series focuses on highlighting email providers who are working to improve their user experience through innovation. For our second spotlight, we interviewed Jason Ginsberg, Co-Founder and CTO at Skiff.

1- What is Skiff’s mission as an email provider?

Skiff is designed to be privacy-first, completely end-to-end encrypted, and easy to use. While past privacy and security products have required a deep technical understanding, Skiff is designed to easily fill critical needs for communication and collaboration.

2- When and where was Skiff founded?

Skiff was founded April 1st, 2020. We started completely remote. We now have employees all over the world and an office in San Francisco.

3- When was the first email sent from Skiff?

Internally it was sent in December 2021. Publicly, it was sent May 1st 2022.

4- What is one unique thing about Skiff?

We’ve built our platform to be end-to-end encrypted (E2EE), so you never have to share your personal information, sensitive data, or private keys with Skiff. This works by moving a significant portion of functionality (e.g. search, collaborative editing, preview generation) to the client (i.e. browser). Users then use their (cryptographic) identity to encrypt all data before sending it to the server. At all times, only the user and their chosen collaborators can access the content of their data.

5- What’s next for Skiff?

We’re about to release a new product vertical (not yet announced) to our existing suite of Drive, Pages, and Mail. It will make it significantly easier to move to Skiff from traditional email providers. We’re also introducing improvements to our recently released custom domains offering.

 

Be sure to follow Skiff to keep up with their innovations in the email and privacy space! And stay tuned for our next email spotlight series to discover more services who are innovating in the email world. 

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4 reasons email is still popular

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Despite the rise of other forms of communication, such as social media and messaging apps, email remains a widely used and important tool for communication.

There are a few reasons why email has continued to be popular:

  1. Email is universal: Almost everyone with an internet connection has an email address, making it a widely accessible form of communication.
  2. Email is professional: Many people still view email as more formal and professional communication, especially in business settings.
  3. Email is flexible: Email can be used to send various messages and documents, including text, images, and attachments.
  4. Email is reliable: Emails are typically delivered quickly and reliably, making it a dependable way to communicate.

Overall, while other forms of communication may have gained popularity in recent years, email remains a vital tool for communication and is unlikely to go away anytime soon.

A History:

The first email was sent in 1971 by computer engineer Ray Tomlinson, who used the @ symbol to connect the sender’s name and the recipient’s address.

In the decades that followed, email became increasingly popular as more and more people gained access to the internet. Today, email is used by billions of people around the world for both personal and professional communication.

One of the main benefits of email is that it allows for quick and easy communication over long distances. Unlike traditional mail, which can take days or weeks to be delivered, emails can be sent and received almost instantly. This makes it a valuable tool for businesses, as it allows for the rapid exchange of information and documents.

Email has also played a role in shaping the way we work. Many people now use email as a primary means of communication with their colleagues, even when they are in the same office. This has led to the rise of remote work, as people can collaborate and communicate with each other from anywhere in the world.

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The Data Transfer Project (DTP)

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The Data Transfer Project (DTP) is an open-source initiative that aims to provide a common framework for transferring data between online service providers in a secure and user-friendly way. It was launched in 2017 by Google, Microsoft, Facebook, and Twitter to make it easier for users to move their data between different online platforms.


One of the main goals of the DTP is to give users more control over their data and to make it easier for them to switch between different online service providers. With DTP, users can transfer their data directly from one service to another without going through the process of downloading and uploading files manually. This can be particularly useful for users who want to switch to a new service but don’t want to lose their data.

DTP is based on open standards and APIs, which means that any online service provider can use it to enable data transfer for their users. This allows users to quickly move their data between various platforms, including social media, email, cloud storage, etc.

DTP is an open-source project, meaning anyone can contribute to its development. If you’re interested in getting involved, you can learn more on the DTP website: https://datatransferproject.dev/