Why You Have To Take Advantage Of Cloud Email
In general, when an entity has its own server, it is but expected that it will also have its own email system. With the popularity of web based services, instead of having the domain name as the suffix of the email address, the service name becomes the suffix. Thus, firstname.lastname@example.org or email@example.com has become popular. A lot of cloud email service suppliers can now provide domain name as your suffix in the email address. Therefore, when you take advantage of such service, your email recipients will see firstname.lastname@example.org as your email address even though the email came not from your server but from the server of the cloud email service.
When you host your emails in your own server, you can choose the features you want. Any private data you have will be kept in your own server. You can utilize open source and free software for better transparency. Migration to a new system is also easier. However, when you subscribe to cloud email service, you don’t need to maintain or upgrade the software and neither will you worry about spam emails. When you buy from good email service providers, you can enjoy speed and functionality which you may not enjoy when you host your email to your own server. Also, you can easily change your setup or rebrand when you have cloud email. The choice of email hosting is usually dependent on the kind of technical support you need, how large your user base is, and your budget for the service.
If you have a dedicated server, a lot of ways are available for you in accessing and storing your emails. POP3 is a method wherein your email client from your computer will communicate with the mail server. The mail server will then authenticate the request for the email client to download any recent email messages you have. In general, the administrator can set whether or not the mail server will delete the messages from the server once they have been downloaded by the email client. The IMAP, on the other hand, doesn’t delete the messages and allows you to access the emails remotely. IMAP still uses an email client but the messages are not stored on your computer because only headers are downloaded by IMAP. When you click an email from your inbox, the IMAP then retrieves that email for you to read. Because of this, you can use different computers to access your emails and in all those computers you’ll see similar messages.
Webmail, which is locally hosted, can be accessed through various control panels of web hosting providers. There are also some sites offering free download and use of their control panel. Webmail of this kind takes advantage of the same IMAP technology. However, with webmail, you can use the web browser in logging to your email. You won’t need any software to install in your computer. With webmail, you still have to manage your mail server the same you do for POP3 or IMAP.
Cloud mail, on the other hand, takes advantage of cloud computing technology. This is very much the same service Gmail is offering you. However, there are some cloud email providers who can offer you email addresses with your own domain name for branding purposes. With cloud mail, your provider will be responsible for mail server and spam management but in essence your data is owned by them because it is hosted on their servers.
Because of the popularity of cloud computing, cloud email has become one of the options of entities today. This service can be setup and used easily. You don’t have to worry about viruses and spam because your cloud email provider will take charge of them. The service is also relatively inexpensive and can be accessed with any web browser from any device. Most users are also familiar with the service because of the popularity of Yahoo and Gmail emails.
Common disadvantages of cloud email include security and privacy. Since the email service is provided by a 3rd-party provider, you are dependent on them. Before obtaining cloud email service, you have to ensure that your data are kept secure and private by your provider. Otherwise, you’ll be facing various problems for your organization. Because the email service is owned and operated by your service provider, you just have to accept whatever applications they provide you. They can also change the applications any time they want.
Another disadvantage of cloud email is that you may have a problem if you want to terminate the email service with your current provider. Thus, before signing up with a cloud email supplier, you have to ensure that you can have your data in a format which is easily accessed by your new email provider so that you can still access your old email even if you have a new supplier. Costs can be both an advantage and disadvantage. Just as previously mentioned, subscription fee is relatively cheap. However, you have to pay the subscription continuously to avail of the email service. As long as the business or organization is still in existence, you have to pay subscription fee for you email service.
Florence G. de Borja
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