Posts in "Gmail"

What began as a cool place to sit…

Earlier this year, my teammates Marlee and Ric began an endeavor to reimagine a piece of the office that we were not using fully. A corner we used for desks and a little bit of clutter. Thus, the challenge began by manually disassembling the furniture, adding two couches and a rug, filling it with beanbags and plants, and forcing everyone to call it the chillout zone.

ShuttleCloud Office Space

The aim was a space designed to promote relaxation, creativity, and socialization among us. It’s where team members can take a break from their workday, recharge their batteries, and connect with others.

Kennedy Conspiracy Presentation

It’s been an excellent spot for impromptu meetings, brainstorming sessions and gather ups. Then came the idea of installing a projector (not a simple task), another great addition to the space. We use it to take a break from work and enjoy entertainment, showcase our ideas to our colleagues — or watch Real Madrid beat Chelsea in football.

The shelf with lots of plants is a great way to add some greenery. Plants improve air quality and have a calming effect on people (see Chelsea losing above). Add that to the abundance of natural light, making the room feel brighter and more inviting.

How I Started Selling Beer Presentation

So what began as a cool place to sit has become our favorite part of the office, and it is not for a lack of meeting rooms.

not us watching The Crown

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

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.

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.

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.

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.

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.

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.

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.

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.

4 reasons email is still popular

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.

The Data Transfer Project (DTP)

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/

Why can JMAP be important?

JMAP (JSON Meta Application Protocol) is a protocol for synchronizing data between a client and a server. It is designed to be simple, efficient, and easy to use, providing a common, language-agnostic way for client applications to access and manipulate data stored on a server.

JMAP is designed to be an alternative to other protocols such as IMAP (Internet Message Access Protocol) and SMTP (Simple Mail Transfer Protocol) for email, and CalDAV (Calendaring Extensions to WebDAV) and CardDAV (Address Data Access and Versioning) for calendar and contact data. It aims to substitute email-related standards that have existed for over 20+ years.

JMAP is potentially significant because it provides a more modern and efficient way to access and manipulate data stored on a server. It is also intended to be easier to use and more flexible than existing protocols, which might make it more appealing to developers and users.

Additionally, because JMAP is language-agnostic, it can be used with any programming language, making it easier for developers to build applications that interact with data stored on a server.

Ok, cool; so when? It’s up to the Gmail, Microsoft, Yahoo, and 🍏 s of the world. They control the email space and have invested heavily in their own APIs, such as the Gmail API (https://developers.google.com/gmail/api/guides).

JMAP will only get adoption IMO if there is buy-in from the email market giants. At this moment, I can’t pinpoint what that benefit would be for Gmail et al.

GDPR and SCC

The General Data Protection Regulation (GDPR) is a regulation in EU law on data protection and privacy for all individuals within the European Union (EU) and the European Economic Area (EEA). It also addresses the export of personal data outside the EU and EEA.

Under the GDPR, there is a concept called the “data protection officer” (DPO), an individual or position responsible for overseeing the organization’s data protection strategy and compliance with the GDPR. The DPO is required for certain types of organizations, such as those that process large amounts of sensitive personal data or engage in regular and systematic monitoring of data subjects on a large scale.

In addition to the DPO, the GDPR also introduces the concept of a “supervisory authority,” which is an independent public authority responsible for ensuring the GDPR is applied and enforced in the member state where it is located.

The GDPR imposes significant fines for non-compliance and gives individuals the right to sue organizations for damages caused by a breach of their personal data. It is important for organizations to understand their obligations under the GDPR and to take steps to ensure compliance.

UPDATED Dec 22th (New SCC)

The new standard contract clauses for GDPR are a set of legally binding requirements that companies must adhere to when transferring personal data to a third party outside of the EEA. The new standard contract clauses include provisions on data protection, data security, data retention, and data rights. They also outline the responsibilities of both the data controller and the data processor, as well as the rights and obligations of individuals whose data is being processed.

The new standard contract clauses are intended to provide a consistent and reliable framework for data protection, ensuring that companies can continue to transfer personal data across borders while still upholding the principles of the GDPR.

How an email is sent:

Emails are sent using the Simple Mail Transfer Protocol (SMTP). When you send an email, your email client (such as Microsoft Outlook or Gmail) sends the email to an SMTP server, which then sends the email to the recipient’s email server. The recipient’s email server then delivers the email to the recipient’s email client (such as Outlook or Gmail).

Here is a simplified overview of the process:

  • You compose and send an email from your email client.
  • Your email client connects to an SMTP server and sends the email to the server.
  • The SMTP server looks up the domain of the recipient’s email address and sends the email to the recipient’s email server.
  • The recipient’s email server receives the email and stores it in the recipient’s mailbox.
  • The recipient’s email client retrieves the email from the mailbox and displays it to the recipient.

This process happens quickly and automatically, so you don’t need to worry about the details. You just need an email client and an internet connection to send and receive emails.

What are MX Records?

MX (Mail Exchange) records are a type of DNS (Domain Name System) record that are used to specify the servers that handle email messages for a particular domain. They are used to route email messages to the correct mail servers and are a crucial part of how email works on the internet.

Here’s how MX records work:

When someone sends an email to an address at a particular domain, the sending mail server looks up the MX records for that domain to find out which server is responsible for handling email for that domain.

The sending mail server then connects to the server specified in the MX record and delivers the email to it.

The server specified in the MX record is responsible for delivering the email to the correct mailbox for the recipient.

MX records are usually stored in the DNS records for a domain and are managed by the domain’s administrator. It is important to have correct and up-to-date MX records for a domain, as this ensures that email sent to addresses at that domain will be delivered correctly.

What is an email client?

 

To put it simply, an email client is a piece of software used to access emails found on an email server. An email service such as Gmail or Outlook hosts your emails, and the email client is the way you actually access them. While they all serve the same core purpose, every email client is different, with its own advantages and disadvantages.

What is the best email client?

Receiving and sending emails is something that we do every day, and most people use one of the most popular options. These can be either desktop or app-based such as IOS email and Microsoft Outlook, or web-based such as Gmail, Yahoo, and Outlook

But there are many more options out there! In the last couple of years, there has been an increase in the number of email clients available, some offering exciting new features that have made them very successful.

What email client alternatives are there?

Zoom 

Zoom email was introduced in November 2022 and is still in beta testing. Zoom focuses on offering an all-in-one service without having to use multiple applications while working—reducing the time spent transferring between apps and keeping everything more organized. 

It allows users to connect their Gmail and Microsoft accounts, synchronizing all emails and calendars in one place—all without having to switch apps to make Zoom video calls.

Spark 

Spark claims to be the “smart, focused” email client. It has 14 million users worldwide and was recognized as Editor’s Choice on the Apple app store. Their main feature is a Smart Inbox that prioritizes important emails into their own folder. One special feature spark offers is a gatekeeper that allows you to accept or reject incoming emails based on their sender. Users can also highlight priority senders for easy access to their emails.

Collaboration is another key benefit of Spark—it allows teams to have a shared inbox and drafts can be composed in real-time by several team members. Specific emails and threads can be shared with specific team members, and you can create email templates to be used by the entire team.

Shift 

Shift is a ‘workstation’ service that includes an email client, along with a web browser and other integrations. It seeks to allow you to work entirely from one platform, eliminating the need to switch between different platforms. It can integrate with multiple Gmail and Microsoft accounts as well as Slack, Trello, Evernote or even Spotify. The simple design makes it easy to use and personalize. It even includes a secure password storage service.

eM client 

eM client claims to boost your productivity and break you out of your email routing. It boasts a number of workflow-enhancing tools such as message encryption with PGP encryption, a reply-watcher to notify you of specific replies, automatic message translation, a quick text feature to help you compose emails faster, email snoozing, and more.  It is compatible with Gmail, iCloud, Microsoft 365, SmarterMail, Mailfence, and MDaemon.

Spike 

Transforming email to a workspace is the main focus of Spike, offering features that increase team productivity. It seeks to transform email into a live-chat format, making it more conversational and taking away the clutter of traditional email. Collaborative online notes and tasks allow users to take notes as well as create tasks and to-do lists on the app—allowing easy access for different devices and users. It also offers group chats and a calendar feature. 

Thunderbird

Making email easy is the promise of Thunderbird. The setup is super simple, using a mail account setup wizard, allowing installation without needing to know your STMP, IMAP, or other certificates. Thunderbird offers a fast way to add new contacts to your lists as well as setting contacts into different lists to keep data organized. One key feature is the tab system which allows you to switch between different emails much like you would in a browser—in fact, Thunderbird is created by the Mozilla Foundation, which also created Firefox.

Which email client is the best for me?

Smaller email clients have evolved significantly, adding value to their platforms in the form of new features. They’ve switched their focus to simplicity and productivity, creating some real competition for the bigger clients. When it comes to choosing the best email client for you, you should focus on the specific features they each offer, and decide based on what works best for your workflow!

Email Meter: ShuttleCloud also offers email analytics

Today I’d like to introduce you to another part of ShuttleCloud: Email Meter. As experts in both email and data, we know the value that email statistics hold. Knowing your email volume, response times or top interactions can tell you so much about your business or personal productivity, especially if most of your work passes through your inbox.

How does Email Meter work? 

By connecting to your inbox, Email Meter gives you a wide range of metrics and insights. The dashboard includes charts and other visualizations to help you easily interpret your data. These insights are generated using the email headers, which includes the email sender, recipients, sent/receipt time, date, and other information. Email Meter cannot access any information beyond these headers such as the actual text body of the email or any attachments, giving you complete security.

Email Meter is perfect for different use cases:

Individuals 

For single users, Email Meter is perfect for analyzing their personal productivity and workload. It helps you to understand your inbox, so you can organize it better and concentrate on the emails that are actually important. The free version can be instantly set up, simply by logging in here. This gives you monthly and weekly reports with a full dashboard of metrics. There is a Pro version which adds filtering, 2 years of historical data, and raw data exports.

Teams 

For teams of 2-20, Email Meter Teams provides a full team dashboard. You can see all of your team members from one dashboard, or generate full reports for any specific team member (or combination of team members. It’s great for understanding who in your team is dealing with the most workload, responding slowly, or not communicating as much as they should. You can set up your team quickly and easily here.

Enterprises 

For larger teams with more advanced needs, Email Meter Enterprise is the best solution. With fully customizable dashboards, you’re able to expand beyond the metrics offered by Pro and Teams. Track thread length to understand your team’s efficiency in solving problems, monitor specific SLAs to track response time expectations, or have entirely new metrics created just for you. As an Enterprise customer, you’ll also receive a personalized onboarding experience and a dedicated Customer Success manager.

Email Meter Pricing 

  • Free: Individual metrics on a monthly and weekly basis are completely free, and will be forever. A free 7-day trial of Pro and Teams is included when you sign up.
  • Pro: 15$/month yearly payment ($180) or $19/month. Unlocks filtering, 2 years of past data and other advanced features.
  • Teams: 15$/user/month yearly ($180) or $19/user/month. An extension of Pro, adds the ability to see your whole team from a central dashboard, and generate full reports for any combination of team members.
  • Enterprise: Pricing dependent on needs. Unlocks the most powerful features, generally recommended for teams of 15+ members. Completely custom dashboards and metrics can be created for you upon request.

If this sounds like something you or your team could benefit from, you can sign up for free here. If you’d like a full demo to explore which solution is the best fit for your business, you can request a demo here.