Know Why Cloud Email Services Are More Preferred Over Corporate Emails

Know Why Cloud Email Services Are More Preferred Over Corporate Emails

Know Why Cloud Email Services are More Preferred over Corporate Emails

email-costs

Emails have been an integral part of our lives since the advent of the internet era. However with the influx of consumerization, enterprises are witnessing a gradual process of being affected by user’s personal email accounts. And it is not just email forwarding that is to be blamed, with cloud computing and email coming together; Cloud email services too comprise of security, malware and encryption concerns.

UNDERSTANDING CLOUD EMAIL SERVICE SECURITY

As it mostly happens, free and easily accessible cloud email services like Gmail are extensively used many a times than most corporate email in workplaces by employees to forward work emails to personal email accounts in the cloud. Such messages are usually not encrypted, thus putting the network at risk for malware infection. This leads to heightened risk of cloud email services being misused at workplace.

But why do employees prefer to use cloud email services than corporate emails?

Well, one of the key reasons employees forward work emails to personal accounts is that free cloud email services usually have higher attachment limits than those for corporate email systems. This makes it easier to share files from a personal cloud email account than from a corporate one. The way Gmail cloud services work is fairly simple.

When a user attaches a file that is larger than 25 MB, Google encourages the user to upload that file to its Google Drive cloud service. Then Gmail puts a link to that file in the email instead of the file itself. Even MS Outlook offers this functionality, as you can have add-ins to convert attachments to a URL that points to a cloud service.

IT teams in organizations can stop email forwarding by putting cloud and mobility policies in place, even though many users will still take advantage of what cloud email services have to offer. In such cases, you may consider easing your inbox and attachment restrictions in your corporate email account.

BENEFITS OF CLOUD EMAIL SERVICES

Even though the functional benefits of cloud-based e-mail are limitless, there are several opportunities for organizations so as to take advantage of a cloud-based option; including financial benefits.

  • Cloud Email requires no upgrading, add-on installation, or patching. E-mail requires uninterrupted uptime. Therefore, by removing some of the tasks that often demand shutdowns and sometimes cause unexpected issues like crashes; you abandon some of the most challenging issues that continue to torment email administrators.
  • Experience scalable and well-distributed resources. Even though the ability to scale and distribute compute resources isn’t a daunting task when it comes to cloud computing, the ability to scale and evenly distribute resources across hundreds of thousands of users (when it comes to such a resource intensive system like email) turn out to be that much more overstated. For instance, with most email cloud providers like Google (with its Gmail product), the distribution of users based upon the volatility of a user population is a child’s play, as resources are automatically dispensed by the provider itself.
  • Cloud Email services allows you to turn a variable expense into fixed one. Many a times it is seen that the ability to gain financial transparency can be reason alone to move your email to the cloud. Additionally, by eliminating the debt liability i.e. email, or the on-premise assets that are a context of it, a Company can release capital on their balance sheet, and consequently spread the expense over time.

PROMINENT CLOUD EMAIL SERVICES

Cloud Email Services: Gmail

Gmail is undoubtedly the most popular SMB cloud-hosted email solution. Not only does it offer the ability to customize your email address, it also comes loaded with 30 GB of storage per account for everything associated to that email address – including calendar, pictures, documents, instant messaging and email.

Besides offering 24/7 customer support, Gmail comes with 99.9 percent uptime, strong security and compatibility with most desktop clients. Available at $50/year standard, Gmail also offers Vault at a higher price of $10/month. Vault features email discovery, email and chat archiving, legal holds, and the ability to run audits as well.

Moreover, Cloud storage is available for Google’s services – Gmail, Google Drive and Google+, combining which, users can have access to 15 GB of free storage. This they can tentatively use for their emails, Google documents and photos on the Google+ social network.

Cloud Email Services: ZohoMail

ZohoMail that shares many of Gmail’s features, is available for free or at $24-$36/year (inclusive of all kinds of free and paid add-on services). However, compared to Gmail ZohoMail has less storage space to offer. Considered to be one of the most enticing email options, ZohoMail is built precisely for businesses.

Besides providing over 30 different services (which includes many free services as well – for up to a certain number of users) —it indeed beats Gmail and Outlook with dedicated CRM tools, wiki, an invoice service, and many more web applications – and most interestingly all integrated with your Zoho account.

Cloud Email Services: Outlook/Office 365

Microsoft Outlook, a name synonymous to Email for many, thanks to its familiarity it in a way offers comfort of use. Outlook/Office 365 services starting at $5/month and above includes 25 GB of storage space.With both services you get the lite browser-based version of the MS Office suite.

As expected, Office 365 has 99.9 percent uptime, 24/7 customer support, and interestingly both services allow you to use a custom email address. Moreover, Microsoft provides excellent spam filtering for Outlook and it’s easy to sync to mobile phones including iOS, Windows Phone and Android.

But the BIG question remains, is social media killing email?

Experts believe emails cannot die. In fact, it is just the changing face of social media and collaboration tools that are diluting the dominance of email to some extent. Although social media triumphs as one of the fastest means of garnering response and catering to a larger cross-section of your audience at a time; email is undeniably the most reliable way to foster one-on-one communication besides allowing file attachment. Moreover, cloud email services remain the finest tool for collaboration, document capture, calendaring, marketing and customer support.

Have you integrated cloud email services for your business?

By Hariot Mills,

Hariot is an app developer for VitebMobileApps, a mobile application development company offering mobile solutions to clients across the world. She also loves to write on the latest happenings in the mobile technology industry, specifically related to iOS application development.

About CloudTweaks

Established in 2009, CloudTweaks is recognized as one of the leading authorities in connected technology information and services.

We embrace and instill thought leadership insights, relevant and timely news related stories, unbiased benchmark reporting as well as offer green/cleantech learning and consultive services around the world.

Our vision is to create awareness and to help find innovative ways to connect our planet in a positive eco-friendly manner.

In the meantime, you may connect with CloudTweaks by following and sharing our resources.

View All Articles

Sorry, comments are closed for this post.

Comics
The Cloud Is Not Enough! Why Businesses Need Hybrid Solutions

The Cloud Is Not Enough! Why Businesses Need Hybrid Solutions

Why Businesses Need Hybrid Solutions Running a cloud server is no longer the novel trend it once was. Now, the cloud is a necessary data tier that allows employees to access vital company data and maintain productivity from anywhere in the world. But it isn’t a perfect system — security and performance issues can quickly…

Using Cloud Technology In The Education Industry

Using Cloud Technology In The Education Industry

Education Tech and the Cloud Arguably one of society’s most important functions, teaching can still seem antiquated at times. Many schools still function similarly to how they did five or 10 years ago, which is surprising considering the amount of technical innovation we’ve seen in the past decade. Education is an industry ripe for innovation…

Digital Twin And The End Of The Dreaded Product Recall

Digital Twin And The End Of The Dreaded Product Recall

The Digital Twin  How smart factories and connected assets in the emerging Industrial IoT era along with the automation of machine learning and advancement of artificial intelligence can dramatically change the manufacturing process and put an end to the dreaded product recalls in the future. In recent news, Samsung Electronics Co. has initiated a global…

How To Overcome Data Insecurity In The Cloud

How To Overcome Data Insecurity In The Cloud

Data Insecurity In The Cloud Today’s escalating attacks, vulnerabilities, breaches, and losses have cut deeply across organizations and captured the attention of, regulators, investors and most importantly customers. In many cases such incidents have completely eroded customer trust in a company, its services and its employees. The challenge of ensuring data security is far more…

The Security Gap: What Is Your Core Strength?

The Security Gap: What Is Your Core Strength?

The Security Gap You’re out of your mind if you think blocking access to file sharing services is filling a security gap. You’re out of your mind if you think making people jump through hoops like Citrix and VPNs to get at content is secure. You’re out of your mind if you think putting your…

Three Challenges of Network Deployment in Hyperconverged Infrastructure for Private Cloud

Three Challenges of Network Deployment in Hyperconverged Infrastructure for Private Cloud

Hyperconverged Infrastructure In this article, we’ll explore three challenges that are associated with network deployment in a hyperconverged private cloud environment, and then we’ll consider several methods to overcome those challenges. The Main Challenge: Bring Your Own (Physical) Network Some of the main challenges of deploying a hyperconverged infrastructure software solution in a data center are the diverse physical…

Moving Your Email To The Cloud? Beware Of Unintentional Data Spoliation!

Moving Your Email To The Cloud? Beware Of Unintentional Data Spoliation!

Cloud Email Migration In today’s litigious society, preserving your company’s data is a must if you (and your legal team) want to avoid hefty fines for data spoliation. But what about when you move to the cloud? Of course, you’ve probably thought of this already. You’ll have a migration strategy in place and you’ll carefully…

5 Things To Consider About Your Next Enterprise Sharing Solution

5 Things To Consider About Your Next Enterprise Sharing Solution

Enterprise File Sharing Solution Businesses have varying file sharing needs. Large, multi-regional businesses need to synchronize folders across a large number of sites, whereas small businesses may only need to support a handful of users in a single site. Construction or advertising firms require sharing and collaboration with very large (several Gigabytes) files. Financial services…

Three Tips To Simplify Governance, Risk and Compliance

Three Tips To Simplify Governance, Risk and Compliance

Governance, Risk and Compliance Businesses are under pressure to deliver against a backdrop of evolving regulations and security threats. In the face of such challenges they strive to perform better, be leaner, cut costs and be more efficient. Effective governance, risk and compliance (GRC) can help preserve the business’ corporate integrity and protect the brand,…