Email, Calendars and Instant Messaging

2. Getting Email

There are several ways your business can implement email.

2.1 Use a free free online email service.

• Online email services are accessed through a standard web browser (like Microsoft internet Explorer).
• Popular online email services include Google Mail, Yahoo! Mail and Microsoft Hotmail.
• Using a free address can look unprofessional. You are almost certainly better off purchasing email addresses to use with your domain name (see 2.2).

2.2 Purchase mailboxes from your web host.

• If your business does not have a network server, this is probably the best way to get email for your company.
• The company which hosts your website should be able to supply email addresses too. These are often called mailboxes.
• To look professional, ensure your email addresses end in your company domain name. For instance, each member of staff could have This e-mail address is being protected from spambots. You need JavaScript enabled to view it .
• Mailboxes can cost as little as £1 a month, but they are often included when you buy space for your business website.
• Mailboxes should be accessible using common email software like Microsoft Outlook. This is sometimes called POP3 access.

2.3 Use your network server to set up and manage email addresses within your business.

• If your business has a network server, this is probably the best way to get email for your company. It allows you to manage all company email internally.
• Your network server acts as a mail server, storing all emails coming in to your business.
• Each employee then connects to the server to send and receive their emails.
• You will need to install mail server software onto your network server.
• Setting up a mail server is a complex task. Your IT supplier or a consultant can help if you lack the necessary experience in house.

2.4 There are some key points to check when purchasing mailboxes or setting up your server.

• Make sure you have spam protection installed. Without this, your mailboxes will quickly fill with junk email.
• You should also scan all messages for security threats like viruses.
• Ensure each mailbox is big enough to hold a large number of messages. Cheaper email services commonly offer smaller mailboxes.