What is the Best Company for Business Email?
Based on extensive research by our team, here are our top 3 picks based on the company’s employee strength.
- Neo: Best Email for Small Companies and Businesses
- Google Workspace: Best Email for Mid-size companies
- Outlook: Best Email for Larger Companies
Best Email for Companies (Business Email Services): Comparison Table
What is a Business Email?
A business email is a specialized communication method used primarily for company-related correspondence. Unlike personal email addresses that can be set up freely with many service providers, a business email typically includes the company's domain name, enhancing the professionalism and credibility of the communication. It is a crucial tool in maintaining effective internal communications, managing customer relationships, and securing sensitive information. Business emails are integral to a company's identity and operations, often reflecting its organizational structure and facilitating streamlined, reliable interactions with clients, suppliers, and partners.
Why Companies Need a Business Email Services
A business email address is essential for any company as a cornerstone of its professional identity and communication strategies. Here are several key reasons why a business email is vital:
- Professionalism: A business email address that includes the company's domain (e.g., @companyname.com) instantly boosts credibility and presents a professional image. Compared to a generic email address, it helps establish trust and legitimacy with customers and business partners.
- Branding: Every email sent is an opportunity to promote the company's brand. A custom email address reinforces brand recognition and consistency in communications. It also increases the brand's visibility and recall whenever an email is sent or shared.
- Security: Business email solutions often offer enhanced security features to protect sensitive corporate data. This can include encryption, two-factor authentication, and advanced spam filters, which are crucial for maintaining the integrity and confidentiality of business communications.
- Customization and Control: With a business email, companies have greater control over their communication systems. They can create specific email addresses for different departments or roles, set up custom filtering rules, and manage email access, which aids in organizing and securing communications.
- Integration with Business Tools: Business emails can seamlessly integrate with other business tools and systems, such as customer relationship management (CRM) software, project management tools, and calendar apps. This integration improves workflow efficiency and ensures that important information is easily accessible.
- Improved Customer Communication: A business email provides a reliable and professional way to engage customers. It ensures that communications are taken seriously and can help build strong customer relationships.
3 Best Business Email Services for Small Companies
For small businesses, selecting the right email provider is essential for effective communication and operations. Here, we delve into three popular choices: Neo, Zoho, and GoDaddy, evaluating each based on their history, strengths and weaknesses, pricing, and our overall rating.
1. Neo 👍🏻 Highly Recommended Email for Small Businesses
History of Neo:
Neo emerged as a tech startup that created affordable, easy-to-use email solutions without domains for small businesses. It quickly gained recognition for its innovation in productivity and collaboration tools.
What we Like
- Intuitive Interface: We enjoyed a clean, user-friendly interface that simplifies email management.
- Free Domain and Website: We got a free domain name and website with a business email address.
- Customer Support: Strong support helped us troubleshoot and maximize their email usage.
- Easy Setup: We tried setting up an email, and it is the quickest set-up we have seen so far
What We Do Not Like:
- No Offline Mode: We tried accessing Neo without internet connectivity, but it did not work.
- No Predictive Text: We did not get a predictive text like Gmail while composing an email.
Pricing
- Basic Plan: Starts at $1.25 per user per month, including all essential features. Higher-tier plans offer enhanced analytics and increased storage.
Our Rating
- 4.6/5 - With its comprehensive features and user-friendly design, Neo stands out as a top choice for small businesses. Mainly because of the cost and features that Neo offers.
History of Zoho:
Zoho has established itself as a significant player in the online business tools market, offering a broad suite that includes email services designed to meet the needs of small to mid-sized businesses.
What We Like
- Extensive Features: We experienced a robust range of tools, including email scheduling and integrated tasks, which enhanced our productivity.
- Privacy and Security: We appreciate Zoho's strong focus on privacy and its ad-free experience.
- Affordable Pricing: We found the pricing very competitive, especially for businesses looking for a comprehensive suite of tools beyond just email.
What We Do Not Like:
- Complex Interface: During our usage, we found the interface a bit cluttered due to the extensive features, which can sometimes be overwhelming.
- Integration Challenges: While Zoho integrates well within its ecosystem, we noticed some difficulties when integrating with non-Zoho products.
Pricing
- Mail-only Plan: Starts at $1 per monthly user with basic features. More comprehensive plans are available and are still competitively priced.
Our Rating
- 4.1/5 - Zoho's extensive feature set and focus on privacy make it a viable option, although it can be somewhat complex for new users.
History of GoDaddy:
GoDaddy is widely recognized for its domain registration and web hosting services, but it also offers tailored email solutions that are straightforward and effective, particularly aimed at small businesses.
What We Like
- Seamless Integration: The integration with other GoDaddy services enhanced our overall experience, especially for those already using GoDaddy's hosting and domain services.
- Reliable Support: We could access 24/7 customer support, which assisted us effectively whenever needed.
What We Do Not Like:
- Feature Limitations: Based on our testing, GoDaddy’s email solutions lacked some advanced features, which might be necessary as businesses look to expand.
- Dependence on GoDaddy Ecosystem: We noticed that GoDaddy’s email solutions perform best when used within the GoDaddy ecosystem, which might not be suitable for everyone.
Pricing
Basic Email: Starts at $5.99 per user per month. This plan includes the essential features needed for basic small business operations.
Our Rating
3.9/5 - GoDaddy offers a no-frills, effective email solution perfect for small businesses. However, its limited features might not suffice for businesses planning significant growth.
3 Best Email Services for Mid-Size Companies
Selecting the right email provider is key for mid-size organizations looking to streamline communication and improve productivity. Below, we review three popular choices: Google Workspace, Yahoo Mail, and Spike Email, evaluating each based on our personal experiences with their services.
History of Google Workspace:
Originally launched as Google Apps and later rebranded, Google Workspace has evolved into a comprehensive suite of productivity and collaboration tools, including email, document editing, cloud storage, and more, tailored for business use.
What We Like
- Integrated Suite: We appreciate the seamless integration of various services like Gmail, Drive, Calendar, and Meet, which facilitated a unified workflow.
- Advanced Collaboration Tools: The collaboration capabilities we experienced, such as real-time document editing and smart scheduling via Calendar, significantly boosted our team’s efficiency.
- Reliability and Security: Google's robust infrastructure provides reliable service and advanced security settings, critical for protecting our data.
What We Do Not Like:
- Complexity in Pricing: We found the pricing structure somewhat complex, with various tiers and options that can be confusing to navigate without careful consideration.
- Data Privacy Concerns: Some of us were cautious about the extensive data collection and privacy implications of using a service integrated deeply with Google’s ecosystem.
Pricing
Basic Plan: Starts at $6 per user per month, including business email through Gmail and access to all Google Workspace tools.
Our Rating
4.7/5 - Google Workspace stands out as an excellent choice for mid-sized organizations due to its extensive integration and collaboration tools, despite some concerns about data privacy.
History of Yahoo Mail:
Yahoo Mail is one of the oldest email services still in widespread use, and it was launched in the late 1990s. It has undergone numerous updates to better cater to the evolving needs of business users.
What We Like:
- Generous Storage: We enjoyed the generous email storage capacity, which benefits businesses dealing with large volumes of email.
- User Interface: The updated interface provided a more streamlined experience, which was easier to navigate compared to previous versions.
- Yahoo Stationery: A feature we found useful was Yahoo Stationery, which allowed the customization of emails for a more personalized touch.
What We Do Not Like:
- Ad Intrusiveness: Our experience was often disrupted by ads, which are more intrusive than other providers.
- Lack of Advanced Features: Compared to other mid-sized business solutions, Yahoo Mail lacks some of the more advanced features necessary for complex organizational needs.
Pricing
- Business Plan: Starts at $3.19 per user per month, which includes ad-free mail, custom domain usage, and enhanced security features.
Our Rating
3.5/5 - Yahoo Mail provides essential services and generous storage, but its intrusiveness of ads and lack of advanced features make it less ideal for more dynamic business operations.
History of Spike Email:
Spike began as a unique approach to business communication by integrating traditional emailing with instant messaging features, aiming to streamline workflows and improve communication clarity.
What We Like:
- Conversational Email: We found the conversational email format very effective for internal communication, making email threads easier to follow.
- Integrated Video Meetings: The ability to start video meetings directly from the email client was a valuable feature that saved time and enhanced collaboration.
- Simplicity and Ease of Use: The overall user experience was simple and intuitive, even for those new to Spike.
What We Do Not Like:
- Limited Customization Options: We noticed a lack of customization options that could be a drawback for organizations needing a more tailored solution.
- Dependency on the Internet: Spike’s functionality relies heavily on a stable Internet connection, which can be a limitation in low connectivity areas.
Pricing
Pro Plan: Starts at $8 per user per month, which includes all premium features like advanced search capabilities and unlimited email history.
Our Rating:
4.2/5 - Spike Email offers a refreshing take on business email by merging it with instant messaging, though its customization limitations may not suit every organization.
3 Best Email Services for Larger Companies
History of Outlook:
Outlook, part of the Microsoft Office suite, has been a staple in corporate communication for decades. Known for its robust functionality and integration capabilities, it has continuously evolved to meet the demands of business users worldwide.
What We Like
- Comprehensive Integration: We value seamless integration with other Microsoft products like Office 365, which enhances productivity across departments.
- Advanced Security Features: The advanced security protocols, including end-to-end encryption and multi-factor authentication, provided us with peace of mind regarding data protection.
- Customization and Scalability: Outlook’s customizable features and scalability perfectly fit diverse corporate needs.
What We Do Not Like:
- Complexity: Some team members found the extensive features and settings somewhat overwhelming, particularly those new to the platform.
- Resource Intensive: We noted that Outlook can be resource-intensive, sometimes requiring substantial system resources that could affect the performance of older machines.
Pricing
Enterprise Plan: Starts at $8 per user per month, including full access to all features and enterprise-grade security and compliance capabilities.
Our Rating
4.5/5 - Outlook’s extensive features and seamless integration with Microsoft services make it a top choice for large enterprises despite its complexity and resource demands.
History of Superhuman:
Superhuman is a relatively new entrant in the email market, quickly gaining a reputation for its speed and efficiency in email management, especially among tech-savvy users and industries.
What We Like
- Speed and Efficiency: We were impressed with Superhuman's speed and the intuitive shortcuts that significantly cut down on email handling time.
- Powerful Search and Filters: The robust search functionality and customizable filters allowed us to effectively manage large volumes of emails.
- Aesthetic and Minimalist Interface: The clean and modern user interface was appealing and contributed to a focused and less cluttered email experience.
What We Do Not Like:
- High Cost: While effective, Superhuman comes at a high cost, which might be prohibitive for some companies considering the budget for communication tools.
- Limited Integration: Unlike established providers, Superhuman has limited integration capabilities with non-email tools and services.
Pricing
Standard Plan: Priced at $30 per user per month, which includes all premium features and the highest level of customer support.
Our Rating
4.7/5 - Superhuman's innovative approach to email management makes it a standout choice, especially for companies looking for speed and efficiency, although its cost and integration limitations may be drawbacks.
History of ProtonMail:
ProtonMail is known for its focus on security and privacy, having been developed by scientists and engineers from CERN in Switzerland. Since its inception, it has been a go-to choice for businesses and individuals prioritizing encrypted communication.
What We Like
- Top-Level Security: We were impressed by ProtonMail's end-to-end encryption and its commitment to user privacy, which means even the service provider cannot access user emails.
- No Ads and No Tracking: The absence of ads and tracking provides a clean, focused user experience, which is a significant plus for corporate environments.
- User-Friendly Interface: Despite its advanced security features, ProtonMail offers a straightforward and modern interface that facilitates easy navigation and management of emails.
What We Do Not Like:
- Limited Integration: ProtonMail's focus on security means it integrates less extensively with third-party services than other major providers. This can be a drawback for companies needing extensive ecosystem integration.
- Storage Limitations: While secure, the provided storage on the basic plans can be limiting for large organizations that handle a vast amount of emails and attachments.
Pricing
- Professional Plan: Starts at $6.25 per user per month, billed annually. This plan includes priority support and additional storage compared to the free version, with options for custom domain support and multi-user management.
Our Rating
4.3/5 - ProtonMail's unmatched security and privacy-focused features make it a strong contender for large enterprises that value data protection above all. However, its integration and storage limitations should be considered for businesses with extensive operational needs.
Common FAQs
1. How to Create a Company Email
Creating a company email typically involves the following steps:
- Choose a Domain Name: The first step is to select a domain name that matches your company name or brand. This domain will be part of your email address (e.g., yourname@yourcompany.com).
- Register the Domain: Once you’ve chosen a domain name, you need to check its availability and register it through a domain registrar. This often involves a fee.
- Select an Email Hosting Provider: Choose an email service that caters to business needs, such as Neo, Google Workspace, Zoho Mail, or any other that fits your requirements.
- Set Up Your Email Accounts: After registering your domain and choosing an email host, set up your email accounts using the control panel provided by the email hosting service. This usually involves creating user names and passwords for each email account.
- Configure Email Clients: Finally, configure your email clients (like Neo, Outlook or Apple Mail) or use Webmail to start sending and receiving emails with your new company email address.
2. How to Find Company Email Addresses for Free
Finding company email addresses for free can be done in several ways:
- Company Website: Often, the simplest way is to check the company’s official website. Look for sections like “Contact Us,” “About Us,” or the website's footer for email addresses.
- Social Media: Companies frequently list contact information on their social media profiles. LinkedIn is particularly useful for finding individual employees’ emails.
- Use Email Finder Tools: Free online tools like Hunter or Voila Norbert can help you find company email addresses. These tools often allow many free searches before requiring a paid subscription.
- Network and Ask: Attending industry events or networking sessions can be an opportunity to collect business cards with email addresses. Alternatively, you can reach out via social media or phone to ask for the email addresses you need.
- Public Records: Sometimes, business email addresses can be found in press releases, articles, or other publications where the company may have listed contact information for press or customer inquiries.
Remember, when contacting company emails found through these methods, always maintain professionalism and respect privacy and spam laws.
3. What Email is Best for a Business Email?
The best email service for a business depends largely on the size and specific needs of the company:
- Small Businesses: Neo is highly recommended for smaller enterprises. It offers a clean, intuitive interface and essential features at a competitive price. Its simplicity and efficiency are ideal for small teams that need a straightforward and reliable email service without a steep learning curve.
- Midsize Companies: Google Workspace is the go-to option for midsize companies. It provides robust email capabilities through Gmail and includes other tools like Docs, Sheets, and Meet that facilitate collaboration and productivity. Its seamless integration with other business tools and scalability make it perfect for growing companies.
- Larger Companies: Outlook by Microsoft is a top choice for larger organizations. As part of the Microsoft 365 suite, it offers extensive integration with various productivity applications, advanced security features, and comprehensive support for complex organizational structures. Its deep customization options and robustness suit enterprises with extensive communication and collaboration needs.
4. What Emails Do Most Businesses Use?
Most businesses gravitate towards email services that offer reliability, features, and scalability. Three of the most commonly used by businesses of varying sizes are Neo, Outlook, and Google Workspace.
5. How Our Team Reviews These Business Email Services?
When evaluating email service providers, there's no substitute for personal experience. Our rankings and insights are not derived from online reviews or second-hand information but from meticulous, hands-on testing by our team of experts.
We assembled a diverse team of specialists from various fields, including IT infrastructure, cybersecurity, business operations, and corporate communications. Each team member brings a wealth of professional expertise and a unique perspective on what makes an email service invaluable to a business.
Our team put each email provider through rigorous daily use. This wasn't a quick look-over; we integrated each service into our daily operations to genuinely understand the user experience, from initial setup to advanced features. Our review reflects these services' direct, cumulative impact on our workflow and productivity.
Our evaluation process is holistic and rigorous. We looked at each provider regarding ease of use, reliability, feature set, scalability, customer service, and security measures. We also considered more nuanced factors such as user interface design, integration with other tools, and the overall impact on our team's efficiency and morale.
Each team member submitted detailed reports on their experiences, which we collated into a comprehensive review. We discussed and debated each point, ensuring that our final ratings were based on individual experiences and a shared consensus on each service's merits and drawbacks.
Conclusion
In conclusion, our comprehensive analysis and hands-on experience with each email provider have allowed us to create this curated list suitable for businesses of all sizes. From the simplicity of Neo to the sophistication of Superhuman, our ratings are tailored to help you find the email service that best fits your company's needs.
Disclaimer: This review is based on our team's experiences as of the current year. We advise readers to visit the official websites of the respective email providers for the latest information, as features and services are subject to change over time.