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Why Having a Professional Email is Essential for Your Business’s Success

I totally get why some clients might think that having a professional email address is not a big deal.

After all, what’s in a name, right? Wrong!

Whether you’re using a Gmail account or relying on your web host’s email service, having a professional email address is an essential part of running a successful business.

In this article, I’ll share why having a professional email address is important, the pros and cons of using a web host for your email, and the differences between popular email providers like Google Workspace and Microsoft 365.

First, I want you to understand why having a professional email address is anything but a waste of money.

Why Your Business Needs a Professional Email Address

When it comes to running a business, every little detail matters. Your email address is no exception. Not only is it the first thing potential customers see when trying to contact your business, but it also says a lot about you and your professionalism.

Here are three key reasons a business email is a must-have:

1. Makes You Look Legit

Imagine this: you’re about to close a big deal with a potential customer, but then they see your email address is something like Suddenly, they’re not so sure about working with you. (Dog people, eh?)

Having a professional email address that includes your business name (e.g. not only makes you look more professional but also builds trust and establishes credibility with your customers.

So, leave your cat-loving alter ego at home and let your professional email address do the talking!

2. Offers Better Security

A professional email address also provides enhanced security for your business, so you can rest easy knowing that your sensitive information is protected.

Free email providers like Gmail and Yahoo are like a magnet for hackers, whereas professional email providers like Google Workspace and Office 365 offer enterprise-level security features like two-factor authentication and encryption.

3. Separates Business and Personal Stuff

Let’s not forget about the importance of keeping your personal and business communications separate.

Having a professional email address makes it easy to delegate email access to employees or contractors without compromising your business’s sensitive information. Plus, it just looks more official and put-together, like you’ve got your act together and mean business!

Pros and Cons of Using a Web Host for Your Email

Many web hosting providers offer email services as part of their hosting packages. While this may seem like an easy and affordable solution, there are some drawbacks to using a web host for your email, too. Let me lay it all out for you with the full list of pros and cons to think about.

Pros of Using a Web Host

  • Convenient: Adding email to your hosting package can be a convenient solution if you’re already using a web hosting provider for your website. Although, many of the high quality hosting providers out there don’t offer email hosting because that’s not their speciality. Hosting websites is their speciality, and they like to stay in their own lane (and we don’t blame them!).
  • Cost-effective: Some web hosting providers offer email services at no additional cost.
  • Easy-to-integrate: Using a web host for your email can make it easier to integrate your email with your website and other business tools.

Cons of Using a Web Host

  • Lacks features: Web hosting providers often have limited email features and don’t offer the same level of security and reliability as professional email providers.
  • Vulnerable to issues: If your website has technical issues, it could affect your email service as well. Imagine if your website AND your email were down. No thanks!
  • Not very scalable: As your business grows, you may need to upgrade your email service to meet your needs, which may not be possible with a web host.

Google Workspace Pros and Cons

You know what’s not funny? Getting hacked, losing important emails, or having a clunky email system that makes you want to throw your computer out the window.

That’s why it’s important to choose a professional email provider that meets your business needs. One of the most popular options out there is Google Workspace.

Let’s break down the pros and cons of using Google Workspace.

Pros of Using Google Workspace

Super Reliable

Google Workspace users enjoy a reliable email system that rarely experiences downtime, ensuring you can access your emails and Google Docs 24/7! They even have a 99.9% uptime guarantee to sweeten the deal.

Integrated Services

Google Workspace includes integrated services with Google Workspace Apps, like Google Drive, Google Docs, Google Sheets, and Calendar, that make it easy to collaborate and manage your business tasks – helping you streamline processes and bring all your data together.

Easily Customizable

You can customize your Google Workspace account to include your business logo and branding, giving your email a professional and polished look. I mean, who doesn’t love seeing a creative and colorful sign-off image on a business email? I sure do!

Cons of Using Google Workspace

Privacy Concerns

Google Workspace has been criticized for its data collection practices (I mean, who hasn’t?), which may raise privacy concerns for some users. If you’re feeling iffy, get yourself better informed by reading their data privacy policies.

Steep Learning Curve

With so many mobile apps and features, Google Workspace can be overwhelming for some users. It may take some time to get used to the platform and find the features that are most useful for your business. Don’t worry, I can help out if you’re stuck with anything!

Limited Storage

Google Workspace offers limited cloud storage for its basic plans, so you may need to upgrade to a more expensive plan to meet your cloud storage needs.

Microsoft Office 365 Pros and Cons

Both Google Workspace and Office 365 are popular business email providers. But how do you know which one to choose? Before you make your decision, let’s go over the pros and cons of using Office 365.

Pros of Using Office 365

Sleek Interface

Office 365 has a clean and modern interface that’s easy to navigate. You can customize your inbox and other features to your liking and switch between different desktop apps with ease. It’s a great option for businesses that appreciate aesthetics and user-friendliness.

Microsoft Office Suite

If you use Microsoft Office regularly, then Office 365 is a no-brainer. It includes all the familiar Office desktop apps like Microsoft Word, Excel, and PowerPoint, making it easy to switch between your email and other essential business collaboration tools.

Flexible Plans

Office 365 offers flexible plans that allow you to choose the features you need and pay for only what you use. This is especially helpful for small businesses that have changing needs or are just starting out.

Cons of Using Office 365


Office 365 can be more expensive than other email providers, especially if you need to upgrade to a higher-tier plan. However, the higher cost may be worth it for businesses that rely heavily on the Microsoft Office Suite and other features offered by Office 365.

Limited Storage

Like Google Workspace, Office 365 also offers limited storage for its basic plans. You may need to upgrade to a more expensive plan if your business generates a lot of emails and requires more storage.

Compatibility Issues

While Office 365 is great for Microsoft Office users, it may not be as compatible with other software programs. If your business relies on non-Microsoft programs, you may experience compatibility issues and have to spend more time troubleshooting.

What if You Want to Switch Email Providers?

If you’re thinking about switching email providers, the first step is to choose a new provider that meets your business needs. Once you’ve made a decision, you may need to migrate your emails and contacts to the new platform.

This can be a complex process, so it’s a good idea to enlist the help of an IT professional or follow a step-by-step guide provided by your new email provider.

Don’t forget to update your email address with your contacts and business materials like business cards and website contact pages. Before canceling your old email service, be sure to back up any important emails or files that you want to keep.

Ready to Go “Pro” With Your Email?

Having a professional email is a game-changer for your business, no doubt about it. Whether you need Microsoft 365 because you’re a die-hard Microsoft Word and Microsoft Teams user or prefer desktop versions of the Google Apps suite – the choice is personal and totally yours.

But don’t worry, you don’t have to figure it all out by yourself! We can guide you, refer you to an IT professional, or make sure you know how to get top-notch support straight from Google or Microsoft. In fact, that’s the #1 best reason to have professional email accounts – the support from the companies that host your email. They’re experts in this stuff, and they’ll be there to help you get set up, troubleshoot any issues, and answer your questions. After all, that’s why you pay for professional email – to get that excellent (included) support!

When you’re ready to get your website, digital strategy, branding, and of course, your email all set up, get in touch with us. We look forward to helping you look your best online!

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Stefani Harris

Hey there! I'm Stefani, your website strategist, designer, developer, caretaker, and proud Google nerd. I believe in taking a mindful, holistic, and collaborative approach to accomplish your website and tech-related goals. Click here to learn more about me and Exhale Design Co. I look forward to meeting you and working with you!

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