Best Business Email Service Providers of The Year - Top 4 Picks

June 12, 2024
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13 Minutes
Modified on:
June 12, 2024
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Written by:
Swati Bucha
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Emails have made our personal and business lives easier. Whether you want to send your resume to a job recruiter or a proposal to a client, emails have become the standard norm. An email service provider makes it easy to send emails. However, the best email provider also makes managing and integrating your emails with other applications easy. 

You may have an email address that you have used for years. Some businesses might have access to an email hosting service; however, does it make your work easier? With the emergence of AI and Gen AI, sending emails should be a breeze. If you have to spend so much time managing your inbox and filtering out spam emails, you might need to switch to a new service provider. 

For those looking to find a new email provider, we have prepared a list of the best email providers of the year for personal and business purposes. Let’s look at the list, and you can then find the best email hosting service provider for your business and personal use. 

Factors to Consider When Choosing the Best Email Service Provider for Business 

Email is an essential tool for business communication. Since the features of the professional and personal user differ greatly, there’s a need for a business email provider that can provide a more comprehensive solution for organizations of all sizes. 

There’s much to consider when choosing a good email provider for business. Choosing the best option for oneself can be difficult when so many options are available. Let’s consider some key factors when choosing the best email provider.

  • Ease of Use

A great business email platform must be easy to set up and use across your entire team and organization. This includes an intuitive user experience and integrating your existing systems, apps, and tools.

  • Top-Class Features that We Liked

Besides sending emails quickly and easily, the best email provider for business should also provide other features. These include contact management to group your contacts into targeted lists, email automation so you don’t have to worry about sending emails at the right time and reporting tools to give analytics regarding who has opened the email. 

  • Security and Backup

The best email service provider for business should offer robust security features, such as end-to-end encryption, two-factor authentication, antivirus, and antispam protection, to protect sensitive information and avoid cyber attacks. The provider should also offer daily backup services to recover data easily in case of data loss. 

  • Affordable Price

The best email provider offers top-class customer service, robust security features, reliable hosting services, and versatile features, but all the services should come at fair and cost-effective prices. 

4 Best Business Email Service Providers of the Year

Our Top 4 Picks as Per the Usecase

Email Service Best For Estimated Cost
Neo Small Businesses Varies by plan; typically starts around $1.25/user/month
Google Workspace Mid-Size Businesses Starts at $6/user/month for Business Starter
ProtonMail Secured Banking Businesses Free tier available; paid plans start at €5/user/month (~$5.5 USD)
Gmail Free Personal Use Free; paid plans in Google Workspace start at $6/user/month

Let us now deep dive into the best email providers for businesses and entrepreneurs:

1. Neo

Neo is the next-gen email service provider that is designed to meet the ever-changing needs of small business owners and entrepreneurs. Understanding the importance of efficient communication, Neo combines ease of use with cutting-edge features to ensure secure and effective email exchanges. 

Whether it’s sales, customer service, or marketing, Neo is dedicated to improving productivity and streamlining digital business relationships. Neo offers flexible storage space with up to 100GB for every inbox. With Calendar integrated, you can manage your emails and appointments in one place.

It has a dedicated growth suite for small and emerging businesses with a one-page website feature, Neo Bookings, email campaigns, signature designers, and email templates. You can also create an email address without a phone number with Neo.

Features that We Liked

  • Business Email with Custom Domain

Neo's email service improves the look of your business emails by integrating custom domains. You can easily create a business email address with your domain name and give it a professional look. 

  • Integration of Gen AI

Smart Write, one of the functionalities of the Neo package, is an AI assistant that helps you easily compose email messages. All you need to do is set the format and tonality, and the AI assistant will draft an email on your behalf. 

  • Analytics and Reporting 

Analytics and reporting are essential to understand the outcomes of the email campaign and change the strategy accordingly. Neo offers email tracking and a read receipt feature where you can see whether the user has read the email. 

  • Priority Inbox

With priority inbox, Neo helps you keep track of all the important emails. Besides, it offers an email rules feature where you can segregate all the unwanted emails that don’t want to appear in your inbox. 

  • Robust Security

Neo email hosting services offer end-to-end encryption, which encrypts data at rest and in transit with 256-bit ciphers. They also offer two-factor authentication and advanced antispam and antivirus protection. 

Pricing 

Neo offers three different plans at cost-effective prices, suitable for solopreneurs, small businesses, and startups. Let’s look at the pricing tier: 

  • Starter: $1.99/mailbox/month, billed yearly, 
  • Standard: $3.99/mailbox/month, billed yearly,
  • Max: $7.99/mailbox/month, billed yearly. 

2. Google Workspace

Google Workspace is the most popular and best email provider for businesses, just like Gmail, which is the most popular for personal users. With 6 million paying users, Google Workspace has the widest range of features and tools available.

Google Workspace is a suite of products designed to help companies like yours simplify their workflows and collaborate on an organizational and personal level. All files and data are stored on Google's secure servers, so you can access all its features from any device with an internet connection.

Features that We Liked

  • Integration with Google Services

To promote an improved workflow, Google Workspace is connected with several Google services, including Google Calendar, Google Drive, and Google Chat.

  • Smart Compose and Smart Reply

Gmail saves you time by using machine learning to suggest completing sentences once you start typing.

  • Confidential Mode

Gmail's Confidential mode lets you set a deadline for messages, remove access to communications at any time, and open messages with a verification code. There is no way to download, print, copy, or forward these messages or their attachments.

  • Labels and Filters

Gmail users can arrange their email communication using labels and filters. Similar to folders, labels allow you to apply multiple labels to a single email. Filters help you maintain an organized and neat inbox by controlling the flow of incoming emails.

  • Hangout Integration 

Google Hangouts and Gmail work together seamlessly to let users hold video meetings, make phone calls, and engage in conversation, all from within their inbox.

  • Nudges

This feature reminds users to follow up on missed or misplaced emails. Gmail recognizes these emails using AI, so you never miss an important message. Besides, it has an out-of-office feature through which you can set and automate responses and send them to recipients who send you emails while you are not in the office. 

Pricing

Google Workspace offers two business plans for starters and growing businesses. They are as follows:

  • Business Starter: $6/month with 30GB of storage per user. 
  • Business Plus: $18/month with 5TB of storage per user.

3. Proton for Business

Besides its personal-focused email service, Proton also provides a Business version with more functionality. Proton Business's primary attraction is still its track record as one of the safest email providers due to security features like end-to-end encryption, a built-in VPN, and password-protected emails. However, it also provides team-management tools, cloud storage, and a team calendar, making it an effective competitor to other business email providers.

Features that We Liked

  • SMTP Submission 

SMTP Submission enables businesses to use outside services to send automated emails through Proton's mail servers. 

  • Automatic Email Forwarding 

Everyone with a premium plan can now enjoy the much-desired function of automatic email forwarding. ProtonMail is the first widely used email service to maintain end-to-end encryption for forwarded emails, making this feature extremely important. 

  • Advanced Account Protection 

Proton for Business comes with Proton Sentinel, an advanced account security software. It employs a combination of human analysts and advanced AI to safeguard accounts against unauthorized login attempts and account takeovers. 

  • Admin Controls

Proton for Business has developed filter lists for organizations as an additional admin control function. You can use this to list allowed, blocked, and spam emails.

  • VPN for Business 

VPN for business features access controls, dedicated servers, and dedicated IPs. Governments, multinational organizations, and Fortune 500 businesses already use Proton VPN to safeguard networks with tens of thousands of users.

Pricing

Proton offers three distinct business starter plans. Let's look at each tier:

  • Main Essentials: $6.99/month per user with 15 GB of storage 
  • Business: $10.99/month per user with 500 GB of storage 
  • Enterprise: Premium Proton for Business services as per business requirements. 

4. Private Email

Namecheap's Private Email is a dependable and safe email hosting solution for companies. Its robust features and easy-to-use interface make managing and organizing business email communications seamless. The service also offers excellent customer support and customizable domain options.

One of Private Email's best features is its emphasis on security and privacy. Because it offers end-to-end encryption, your emails will be kept private and safe from outsiders. Additionally, it provides innovative virus and spam filtering, keeping your inbox safe and orderly.

Features that We Liked

  • Secure Webmail

Private email provides encryption from start to end for safe communication. Two-factor authentication can be easily used to secure your private email account.

  • Drive 

Private email features a cloud storage service that lets you save, organize, and distribute your files, photos, and other data. You can also control file versions and modification histories and share and save files with other users.

  • Customized Portal 

Another important feature of private email is its customization. Its information center can be customized to display news from your social networks, new messages, inbox quota, and scheduled appointments.

  • Antispam Protection 

Private email promotes superior antivirus and spam filtering extensive storage capacity. It has an enhanced email security built on their Jellyfish protection, which includes a potent antivirus and antispam filter.

  • Collaborative Tools

Private email offers functionalities like shared files, calendars, contacts, and projects that are helpful for teamwork and organization within your organization.

  • Word Processing 

Private email features collaborative word processing tools accessible via the web. This tool allows you to edit files, generate or upload text documents, and monitor real-time changes.

Pricing

Private email provides three business-tier plans, which can be paid annually. Let's look at each of them:

  • Starter: $14.88/year
  • Pro: $41.88/year
  • Ultimate: $71.88/year

5. Tutanota or Tuta

In the constantly changing digital world, communication security has become essential. Rising to the top of your business's secure email communication space, Tutanota combines privacy-preserving features, end-to-end encryption, and easy-to-use functionality.

The journey with Tutanota starts with an easy onboarding procedure that prioritizes users' needs. Open the official website of Tutanota and begin the registration process. Select a distinctive email address for Tutanota and create a secure password. If you're looking for extra features, consider the benefits of a premium account. After completing the process and confirming your email address, you can use Tutanota to access a secure communication environment.

Features that We Liked

  • End-to-End encryption 

Tutanota sets itself apart with its steadfast dedication to end-to-end encryption. This guarantees unmatched privacy by limiting access to an email's content to the intended recipient only. 

  • Open Source Transparency 

Trust is the foundation of secure communication. Tutanota is open-source, offering additional transparency by enabling users to check the code for security and guaranteeing that the platform complies with the highest integrity standards.

  • Effective Management 

Tutanota offers various options to customize your account to your preference, from changing your profile information to changing security settings. You can easily learn how to manage your contact list to keep your Tutanota communication network organized and easily accessible.

  • User-Friendly Customization 

Tutanota is unique in encrypted communication because of its strong encryption and user-friendly features, which allow you to customize your experience.

  • Maintaining Organization 

Tutanota provides an effective feature-rich folder structure to assist you in maintaining organization within a safe communication platform. It will help you make the most of folders by creating, renaming, and organizing them to simplify your Tutanota experience.

Pricing 

Tutanota provides a tiered price structure to meet different users' needs. The pricing tiers are as follows:

  • Private Premium: $1.31/month or $13.10/year
  • Private Teams: $5.24/month or $52.40/year
  • Business Premium: $2.62/month or $26.20/year
  • Business Teams: $6.55/month or $65.51/year
  • Business Pro: $9.17/month or $97.10/year

Factors to Consider When Choosing the Best Personal Email Provider

There are not many factors to consider regarding personal use of email service providers. However, here are some factors to consider while choosing an email service provider for email use: 

  1. Security 

Security is essential for both personal and business use. So, when choosing an email service provider for personal use, ensure the provider offers end-to-end encryption and multi-factor authentication. 

  1. Customization and Personalization 

The email service provider offers customization and personalization options to give your inbox a personal and creative touch. It should even offer signature designer features to suit your style. 

  1. Ease of Use 

The email service provider should offer an intuitive and easy-to-use interface that makes it easy to check emails, compose a new email, delete bulk emails, and others. It should be simple for users to navigate the platform. 

  1. Reliability and Uptime 

This is another factor to consider when choosing an email service provider. Ensuring the email service provider has high uptime and reliability services is essential to minimize the risk of email downtime and service disruptions. 

  1. Privacy Policies 

Before opening an account on any email platform, review the privacy policy to understand how the platform will handle your data, including email content, contacts, and usage information. 

Bonus: Best Personal Email Providers of the Year

After considering the factors, choose the best personal email providers from the given list:

1. Gmail

Gmail has immensely active monthly users and a 29% market share for email clients for a reason. It is the most feature-packed email provider readily available for users who want a long list of advanced features. It is created for everybody, even those who know the basics. 

Finding a free email address isn't easy if your name is common. The 15GB of storage that comes with the free account is used for everything you store on Google Drive so that it can fill up quite quickly. 

Features that We Liked

  • One of the most useful features of a free email tool is the ability to share files of any size using Google Drive storage.
  • It features an efficient and user-friendly search feature that makes going through your email history easy.
  • Numerous methods exist for organizing and arranging your email inbox to suit your needs.
  • Gmail is made to function flawlessly on all of your devices. 
  • It features a great spam filtering system that automatically recognizes and eliminates unwanted and fraudulent messages. 
  • Gmail has a powerful search function lets users quickly locate particular emails or information in their inbox.

2. Outlook

Outlook is one of the best email providers, and it is a popular option for individuals who require a personal email with a variety of features and the capacity to integrate into the Microsoft ecosystem despite Microsoft being more focused on business users. Outlook is a free personal email and calendar service from Microsoft that helps you stay connected and productive. 

Features that We Liked

  • With Outlook email, you can use the mobile app or your PC to access your emails.
  • The Outlook calendar helps you stay organized no matter where you are. You can increase productivity by creating events and setting up reminders using an online calendar.
  • Outlook email uses security measures like spam filters to get basic protection.
  • You can store up to 15 GB of mail on a free Outlook account, which is more than enough space for regular use.
  • Outlook provides 5GB of OneDrive storage, which is ideal for keeping files and pictures within reach. This is the ideal storage for schoolwork, vital documents, and pictures.
  • Outlook provides web versions of Word, Excel, and PowerPoint that can be used to create high-quality documents and presentations.
  • Outlook features help you connect with your Teams, friends, and family and proofread your work before submitting it to the editor.

3. iCloud Mail

Approximately 30% of global smartphone users own an iPhone. Given the company's extensive network of devices and features integrated with its software, it's comprehensible why many users would select Apple's iCloud as their free email provider.

Even though it might not have as many features as Gmail, it's still very easy to use on Apple devices, offers an ad-free experience, and has plenty of shortcuts for organizing your inbox.

Features that We Liked

  • It serves Apple's online file-sharing and backup service for Apple devices.
  • You can use iCloud to keep your files synchronized. iCloud helps you access and share them across all your devices and the web.
  • To maintain the conversation from any of your Apple devices, sync your texts to iCloud. Messages can also be used for project collaboration.
  • Keychain is another password management tool included with iCloud.
  • Free storage is limited to 5GB, so many users choose to upgrade to iCloud Plus.

4. Zoho Mail

Zoho may not be a household name in the personal email market, but it has been growing steadily and has over 15 million users. You can easily create your account by selecting the personal email option during sign-up. It could be something to consider if you're looking for affordable premium plans with an easy-to-use interface and the highest level of security.

Features that We Liked

  • Zoho mail features a contact module that helps you keep all your contacts in one easy-to-use address book.
  • Another feature is node modules that allow you to put virtual sticky notes in the colors of your choice.
  • Work together with your teammates without exchanging lengthy emails. To include people or teams in the conversation, mention them in an email using the @ symbol.
  • Zoho mail helps you socialize with a wall for each group. Team members can hang out, write, and review messages before sending them to these private boards.
  • Connect your emails to your chats so you can quickly stay on top of things with the help of Zoho mail.
  • With the Zoho mail app's streams feature, you can stay in touch with your colleagues wherever you are.

5. ProtonMail

Proton's slogan, "privacy by default," indicates the type of users the company intends to attract. Security-conscious users can rest easy knowing that Proton offers end-to-end encryption. Furthermore, Proton doesn't ask for personal information during the signup process, so there's no risk of it being hacked.

Features that We Liked

  • Proton's primary selling point and feature is its security. This Swiss-based company has a solid reputation for treating user privacy seriously.
  • File sharing via encryption reduces the possibility of data fraud.
  • With ProtonMail, you can secure information from digital spies and prevent third-party companies from monitoring your activity through the block email trackers feature.

6. Spark Business Email

Spark Email is a feature-rich email solution for businesses. It includes custom domain support, advanced organizational tools, collaboration capabilities, and robust security measures like encryption and two-factor authentication. It also integrates seamlessly with popular apps like Google Workspace and Microsoft Office 365.

Features that We Liked

  • Spark Business Mail is a web-based email client with an AI Assistant that can help users draft professional messages quickly.
  • It has a Unified Inbox and Smart Inbox to consolidate multiple accounts and prioritize important emails.
  • Collaboration is streamlined with shared email drafts, task delegation, and integration with popular tools.
  • Additional features include email tracking, customizable signatures, and email archiving, designed to improve productivity and outcomes.

Final Words

After researching and selecting the best email service provider (ESP), it's time to optimize your best email provider (ESP) by streamlining all email-related procedures. When setting goals, decide what you want for your business or personal use.

Over time, emails have evolved significantly from a simple communication tool to an essential part of today's effective and productive workplace. The best personal email providers, like Gmail, Outlook, Zoho, and others, offer essential features for communication. 

The best email provider for businesses like Neo, Google Workspace, Proton Business, etc., enables smooth communication and collaboration while meeting specific organizational needs. It achieves this by offering various hosting options, a varied vendor landscape, and integration with other business tools.

Frequently Asked Questions

1. What is an email service provider? 

An email service provider (ESP) provides hosting services where clients can craft and monitor their accounts' emails. ESPs provide the infrastructure for sending and receiving email and a storage facility.

2. What's the best way to choose the email service best suited to my needs? 

Consider the following: your usage patterns, type of features, teamwork tools, security approaches for UI preferences, and pricing. You'll be able to find an email marketing provider among those matching the criteria you've set.

3. What security features must I look for in an email service provider? 

Look for end-to-end encryption, two-factor authentication, spam filters, and strong privacy policies. A reputable provider should prioritize security to protect your private and confidential data.

4. How do we evaluate and rate these business email providers

To evaluate and select the best email service for various categories of use—such as small businesses, mid-size businesses, secured banking businesses, and personal use—it's essential to establish a systematic and comprehensive evaluation process. This will ensure that the chosen email services meet the organization's or individual's needs and requirements. Here’s a suggested process for conducting this evaluation:

1. Define Requirements

Objective Setting: Determine what you need from an email service based on the category (business size, security needs, cost considerations, etc.).

Requirement Listing: List all necessary features such as storage, security, user interface, integration capabilities, customer support, and scalability.

2. Research Potential Options

Initial Research: Gather a list of all potential email services that fit the basic requirements.

Feature Comparison: Create a detailed comparison of each service's features, benefits, and limitations.

Cost Analysis: Evaluate the cost-effectiveness of each option, considering both upfront and long-term expenses.

3. Solicit Feedback and Reviews

User Reviews: Collect and analyze user reviews from multiple sources to gauge customer satisfaction and common issues.

Expert Opinions: Consult IT experts or consultants for professional opinions on the services under consideration.

4. Technical Evaluation

Security Testing: For categories requiring high security, such as banking, perform or review security testing reports.

Integration Testing: Test how well the email services integrate with existing tools and software the business or individual uses.

5. Pilot Testing

Small Scale Implementation: Implement each top contender on a small scale (if possible) to evaluate their performance in a live environment.

Feedback Collection: Gather feedback from users who participated in the pilot testing to understand their experiences and any issues.

6. Final Decision

Evaluation Meeting: Meet with all stakeholders to discuss findings and experiences from the pilot tests.

Scoring and Ranking: Score each service based on predefined criteria and rank them to identify the top choice.

Decision Making: Select the email service that best meets the comprehensive needs as established in the requirements phase.

7. Implementation

Rollout Planning: Develop a detailed plan for rolling out the selected email service across the organization.

Training and Support: Provide user training and establish a support plan to address any issues during the transition.

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