Email is one of the most essential tools for any small business. It allows you to communicate with your customers, partners, suppliers, employees, and prospects. It also helps you to market your products or services, manage your projects, send invoices, receive feedback, and more.
But not all email services are created equal. Some may offer more features, security, reliability, or affordability than others. Some may be more compatible with your existing software or hardware. Some may be easier to use or customize than others.
So how do you choose the best email service for your small business?
In this guide, we will help you answer that question by providing you with:
- Factors to consider when choosing an email service
- Top 5 email services for small businesses in 2023
- Features, pros and cons, pricing, and plans of each email service
- Conclusion and recommendations
By the end of this guide, you will have a clear idea of which email service is right for your small business.
How to Choose the Best Email Service for Your Small Business
Before we dive into the details of each email service, let’s first look at some factors that you should consider when choosing an email service for your small business.
Factors to Consider When Choosing an Email Service
Here are some factors that you should keep in mind when comparing different email services:
- Reliability: You want an email service that is always available, fast, and secure. You don’t want to lose any important emails or face any downtime or delays.
- Security: You want an email service that protects your data and privacy from hackers, spammers, phishing, and malware. You also want an email service that complies with the relevant laws and regulations, such as GDPR, HIPAA, or CCPA.
- Features: You want an email service that offers the features that you need for your business, such as storage space, attachments, contacts, calendars, tasks, notes, filters, labels, folders, signatures, autoresponders, spam filters, and more.
- Integration: You want an email service that integrates well with your other tools and platforms, such as your website, CRM, social media, cloud storage, productivity apps, and more.
- Customization: You want an email service that allows you to customize your email address, domain name, logo, design, layout, and more to match your brand identity and preferences.
- Support: You want an email service that provides you with excellent customer support via phone, email, chat, or help center. You also want an email service that offers tutorials, guides, FAQs, and tips to help you get started and troubleshoot any issues.
- Pricing: You want an email service that fits your budget and offers you the best value for your money. You also want an email service that has transparent and flexible pricing plans that suit your needs and scale with your growth.
Top 5 Email Services for Small Businesses in 2023
Based on these factors, we have selected the top 5 email services for small businesses in 2023. These are:
- Gmail
- Outlook
- Zoho Mail
- ProtonMail
- Mailchimp
Let’s take a closer look at each of these email services and see what they have to offer.
Gmail: The Most Popular Email Service for Small Businesses
Gmail is the most popular email service in the world, with over 1.8 billion users as of 2020. It is also one of the best email services for small businesses because of its reliability, security, features, integration, customization, support, and pricing.
Features of Gmail
Gmail offers a wide range of features for small businesses, such as:
- 15 GB of free storage space per user
- Ability to send and receive attachments up to 25 MB
- Ability to create up to 30 aliases per user
- Ability to use your own domain name (e.g., name@yourbusiness.com)
- Access to Google Workspace apps such as Docs, Sheets, Slides, Forms, Meet, Chat, Drive, Calendar, Contacts, Tasks, Keep, Sites, and more
- Access to Gmail add-ons such as Boomerang, Grammarly, Dropbox, Zoom, and more
- Access to Gmail smart features such as Smart Compose, Smart Reply, Nudges, Priority Inbox, and more
- Access to Gmail advanced features such as Confidential Mode, Schedule Send, Undo Send, and more
- Access to Gmail security features such as Two-Factor Authentication, Advanced Protection Program, and more
Pros and Cons of Gmail
Gmail has many advantages for small businesses,
such as:
- It is reliable and fast
- It is secure and compliant
- It has a simple and intuitive interface
- It has a powerful search function
- It has a large user base and community
- It has a generous free plan
However, Gmail also has some drawbacks, such as:
- It may show ads on the free plan
- It may scan your emails for targeted advertising
- It may have compatibility issues with some third-party apps or devices
- It may have limited customization options
Pricing and Plans of Gmail
Gmail has two main pricing plans for small businesses:
- The free plan: This plan allows you to use Gmail with up to 15 GB of storage space per user and access to Google Workspace apps. However, you will have to use a Gmail address (e.g., name@gmail.com) and see ads on your inbox.
- The paid plan: This plan allows you to use Gmail with your own domain name (e.g., name@yourbusiness.com) and get more storage space (30 GB or more per user), advanced features (such as video conferencing), security (such as data loss prevention), support (such as phone support), and more. The paid plan starts from $6 per user per month.
Outlook: The Best Email Service for Microsoft Users
Outlook is another popular email service that is part of the Microsoft 365 suite. It is also one of the best email services for small businesses because of its reliability, security, features, integration, customization, support, and pricing.
Features of Outlook
Outlook offers a wide range of features for small businesses,
such as:
- 50 GB of storage space per user
- Ability to send and receive attachments up to 150 MB
- Ability to create up to 400 aliases per user
- Ability to use your own domain name (e.g., name@yourbusiness.com)
- Access to Microsoft 365 apps such as Word, Excel, PowerPoint, OneNote, Teams, OneDrive, SharePoint, Planner, and more
- Access to Outlook add-ins such as Evernote, Trello, Salesforce, and more
- Access to Outlook smart features such as Focused Inbox, Clutter, Sweep, and more
- Access to Outlook advanced features such as Bookings, Invoicing, MileIQ, and more
- Access to Outlook security features such as Multi-Factor Authentication, Advanced Threat Protection, and more
Pros and Cons of Outlook
Outlook has many advantages for small businesses, such as:
- It is reliable and fast
- It is secure and compliant
- It has a familiar and user-friendly interface
- It has a powerful search function
- It has a large user base and community
- It has a generous free plan
However, Outlook also has some drawbacks, such as:
- It may show ads on the free plan
- It may have compatibility issues with some third-party apps or devices
- It may have limited customization options
- It may have a steep learning curve for some features
Pricing and Plans of Outlook
Outlook has two main pricing plans for small businesses:
- The free plan: This plan allows you to use Outlook with up to 50 GB of storage space per user and access to Microsoft 365 apps. However, you will have to use an Outlook address (e.g., name@outlook.com) and see ads on your inbox.
- The paid plan: This plan allows you to use Outlook with your own domain name (e.g., name@yourbusiness.com) and get more storage space (100 GB or more per user), advanced features (such as online meetings), security (such as data encryption), support (such as phone support), and more. The paid plan starts from $5 per user per month.
Zoho Mail: The Best Email Service for Customization
Zoho Mail is a lesser-known but powerful email service that is part of the Zoho suite. It is also one of the best email services for small businesses because of its reliability, security, features, integration, customization, support, and pricing.
Features of Zoho Mail
Zoho Mail offers a wide range of features for small businesses,
such as:
- 5 GB of storage space per user
- Ability to send and receive attachments up to 25 MB
- Ability to create up to 25 aliases per user
- Ability to use your own domain name (e.g., name@yourbusiness.com)
- Access to Zoho apps such as Docs, Sheet, Show, Writer, WorkDrive, Cliq, Meeting, CRM, Projects, and more
- Access to Zoho Mail integrations such as Slack, Zapier, Dropbox, Google Drive, and more
- Access to Zoho Mail smart features such as Streams, Tags, Filters, Reminders, and more
- Access to Zoho Mail advanced features such as Mail Merge, Email Templates, Email Tracking, and more
- Access to Zoho Mail security features such as Two-Factor Authentication, SSL/TLS Encryption, and more
Pros and Cons of Zoho Mail
Zoho Mail has many advantages for small businesses,
such as:
- It is reliable and fast
- It is secure and compliant
- It has a clean and minimalist interface
- It has a flexible and customizable design
- It has a loyal user base and a community
- It has a generous free plan
However, Zoho Mail also has some drawbacks, such as:
- It may have limited storage space compared to other email services
- It may have limited features compared to other email services
- It may have compatibility issues with some third-party apps or devices
- It may have a steep learning curve for some features
Pricing and Plans of Zoho Mail
Zoho Mail has two main pricing plans for small businesses:
- The free plan: This plan allows you to use Zoho Mail with up to 5 GB of storage space per user and access to Zoho apps. However, you will have to use a Zoho address (e.g., name@zohomail.com) or your own domain name (e.g., name@yourbusiness.com) with a limit of 5 users.
- The paid plan: This plan allows you to use Zoho Mail with your own domain name (e.g., name@yourbusiness.com) and get more storage space (30 GB or more per user), advanced features (such as email backup), security (such as S/MIME), support (such as phone support), and more. The paid plan starts from $1 per user per month.
ProtonMail: The Best Email Service for Security and Privacy
ProtonMail is a unique email service that focuses on security and privacy. It is also one of the best email services for small businesses because of its reliability, security, features, integration, customization, support, and pricing.
Features of ProtonMail
ProtonMail offers a wide range of features for small businesses,
such as:
- 500 MB of storage space per user
- Ability to send and receive attachments up to 25 MB
- Ability to create up to 5 aliases per user
- Ability to use your own domain name (e.g., name@yourbusiness.com)
- Access to Proton apps such as ProtonVPN, ProtonCalendar, ProtonDrive, and more
- Access to ProtonMail integrations such as Bridge, Import-Export, and more
- Access to ProtonMail smart features such as Shortcuts, Labels, Filters, and more
- Access to ProtonMail’s advanced features such as End-to-End Encryption, Self-Destructing Emails, Password-Protected Emails, and more
- Access to ProtonMail security features such as Zero-Access Encryption, Zero-Knowledge Authentication, Open Source Code, and more
Pros and Cons of ProtonMail
ProtonMail has many advantages for small businesses, such as:
- It is reliable and fast
- It is secure and private
- It has a modern and elegant interface
- It has a strong and transparent mission
- It has a passionate user base and a community
- It has a generous free plan
However, ProtonMail also has some drawbacks,such as:
- It may have limited storage space compared to other email services
- It may have limited features compared to other email services
- It may have compatibility issues with some third-party apps or devices
- It may have a steep learning curve for some features
Pricing and Plans of ProtonMail
ProtonMail has two main pricing plans for small businesses:
- The free plan: This plan allows you to use ProtonMail with up to 500 MB of storage space per user and access to Proton apps. However, you will have to use a Proton address (e.g., name@protonmail.com) or your own domain name (e.g., name@yourbusiness.com) with a limit of 2 users.
- The paid plan: This plan allows you to use ProtonMail with your own domain name (e.g., name@yourbusiness.com) and get more storage space (5 GB or more per user), advanced features (such as custom filters), security (such as encrypted contacts), support (such as priority support), and more. The paid plan starts from $5 per user per month.
Mailchimp: The Best Email Service for Marketing Automation
Mailchimp is not just an email service, but also a marketing platform that helps you create and send newsletters, campaigns, landing pages, surveys, ads, and more. It is also one of the best email services for small businesses because of its reliability, security, features, integration, customization, support, and pricing.
Features of Mailchimp
Mailchimp offers a wide range of features for small businesses, such as:
- Unlimited storage space per user
- Ability to send and receive attachments up to 25 MB
- Ability to create up to 100 aliases per user
- Ability to use your own domain name (e.g., name@yourbusiness.com)
- Access to Mailchimp apps such as Mailchimp Website Builder, Mailchimp Commerce, Mailchimp CRM, Mailchimp Content Studio, and more
- Access to Mailchimp integrations such as Shopify, WordPress, Facebook, Instagram, Google Analytics, and more
- Access to Mailchimp smart features such as Audience Dashboard, Segmentation, Personalization, A/B Testing, and more
- Access to Mailchimp’s advanced features such as Automation, Templates, Reports, Analytics, and more
- Access to Mailchimp security features such as SSL/TLS Encryption, GDPR Compliance, and more
Pros and Cons of Mailchimp
Mailchimp has many advantages for small businesses, such as:
- It is reliable and fast
- It is secure and compliant
- It has a fun and creative interface
- It has a powerful and versatile platform
- It has a large user base and community
- It has a generous free plan
However, Mailchimp also has some drawbacks, such as:
- It may show ads on the free plan
- It may have compatibility issues with some third-party apps or devices
- It may have limited customization options
- It may have a steep learning curve for some features
Pricing and Plans of Mailchimp
Mailchimp has two main pricing plans for small businesses:
- The free plan: This plan allows you to use Mailchimp with up to 2,000 contacts and 10,000 emails per month and access to Mailchimp apps and integrations. However, you will have to use a Mailchimp address (e.g., name@mailchimp.com) or your own domain name (e.g., name@yourbusiness.com) with a limit of 1 user and see ads on your campaigns.
- The paid plan: This plan allows you to use Mailchimp with your own domain name (e.g., name@yourbusiness.com) and get more contacts (50,000 or more), emails (500,000 or more), users (3 or more), features (such as custom branding), security (such as email authentication), support (such as phone support), and more. The paid plan starts from $9.99 per month.
Conclusion: Which Email Service is Right for Your Small Business?
As you can see, there are many email services available for small businesses, each with its own strengths and weaknesses. The best email service for your small business depends on your needs, preferences, budget, and goals.
To help you make the best decision, here are some questions that you can ask yourself:
- How much storage space do I need?
- How many attachments do I send or receive?
- How many aliases do I need?
- Do I want to use my own domain name?
- What other apps or platforms do I use or want to use?
- What features do I need or want to have?
- How much customization do I need or want to have?
- How much support do I need or want to have?
- How much am I willing to pay?
Based on your answers, you can narrow down your options and choose the email service that suits you best.
Here are our recommendations based on some common scenarios:
- If you want a reliable, secure, and feature-rich email service that integrates well with Google Workspace apps and has a generous free plan, go for Gmail.
- If you want a reliable, secure, and feature-rich email service that integrates well with Microsoft 365 apps and has a generous free plan, go for Outlook.
- If you want a reliable, secure, and flexible email service that allows you to customize your design and layout and has a generous free plan, go for Zoho Mail.
- If you want a reliable, secure, and private email service that offers end-to-end encryption and zero-access encryption and has a generous free plan, go for ProtonMail.
- If you want a reliable, secure, and versatile email service that helps you create and send newsletters, campaigns, landing pages, surveys, ads, and more and has a generous free plan, go for Mailchimp.
We hope this guide has helped you find the best email service for your small business. If you have any questions or feedback, please let us know in the comments below.
Frequently Asked Questions
Here are some frequently asked questions about email services for small businesses:
What is the difference between an email service and an email client?
An email service is a provider that hosts your email account and allows you to send and receive emails. An email client is a software or app that allows you to access your email account from your device. For example,
Gmail is an email service,
and Gmail app is an email client.
What is the difference between POP3 and IMAP?
POP3 and IMAP are two protocols that allow you to access your email account from different devices. POP3 downloads your emails from the server to your device and deletes them from the server. IMAP syncs your emails between the server and your device and keeps them on the server. For example,
if you use POP3, you can only access your emails from one device, and if you delete an email from that device, it is gone forever.
If you use IMAP, you can access your emails from multiple devices, and if you delete an email from one device, it is still available on the server and other devices.
What is the difference between SMTP and SSL/TLS?
SMTP is a protocol that allows you to send emails from your device to the server. SSL/TLS is a protocol that encrypts your emails during transmission to protect them from hackers. For example,
if you use SMTP without SSL/TLS,
your emails are sent in plain text,
and anyone can intercept them.
If you use SMTP with SSL/TLS,
your emails are encrypted,
and only the intended recipient can decrypt them.
What is the difference between spam and phishing?
Spam is unsolicited or unwanted emails that are sent in bulk to many recipients. Phishing is fraudulent or malicious emails that are sent to trick you into revealing your personal or financial information. For example,
if you receive an email from a random sender that offers you a free gift or a discount,
it is likely spam.
If you receive an email from a sender that pretends to be your bank or a trusted company and asks you to click on a link or enter your password,
it is likely phishing.
What is the difference between email marketing and email automation?
Email marketing is the process of creating and sending emails to promote your products or services, build relationships, or increase conversions. Email automation is the process of setting up triggers and actions that automatically send emails based on certain criteria or events. For example,
if you send a newsletter to your subscribers every week,
it is email marketing.
If you send a welcome email to your new subscribers or a follow-up email to your customers after a purchase,
it is email automation.
