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Top 3 Small Business Email Providers: An Overview

Top 3 Small Business Email Providers: An Overview
Top 3 Small Business Email Providers: An Overview

As a small business owner, you probably have many tasks and obligations on your plate. Each of these responsibilities can have an impact on your business in one form or another. That is why gathering accurate and crucial information on the proper subject can help you make an informed decision. If you're thinking about which small business email service provider is the best pick for your company, you came to the right place.

In order to make the selection process of the best email hosting company more manageable for business owners, we have prepared a short analysis of the top three business email providers.

Choosing the right small business email provider over a free email provider can be an extremely crucial decision, especially if your business has the potential for scalability or if you're working in the digital field. Because every small company has different needs, size, and end goals, what might work for one business can be utterly wrong for another. With that in mind, we urge you to make a quick analysis of your own and identify your company's email requirements from an email service provider, such as a custom domain name, number of required email addresses, unlimited emails, email storage space, file storage space, etc., before making a choice.

The three highly efficient business email services that filled a spot on our list are:

  1. Google Workplace (Gmail and Google's Apps for Work)
  2. Microsoft Office 365 (Outlook)
  3. Zoho Mail services

For each of the business email providers in the following sections, you will see that we start out with the price, and then we move on to the offered features and integration options. The best part about all these email providers is that they offer cloud storage so you do not need any physical storage space. Let's begin with the most popular one of them all, the Google G Suite.

What Are the Top Email Providers with a Business Plan?

The Google G Suite (Google's Apps for Work) as the Best Small Businesses Email Service

Choosing the right small business email provider
Choosing the right small business email provider


Basic Starter with 30GB storage for $6 USD per user per month

Business Standard with 2TB storage and archiving for $12 USD per user per month

Business Plus with advanced controls and capabilities for $18 USD per user per month

The main reasons the Google G Suite is regarded as one of the best email service providers for small businesses are its forefront cloud-based tools and fast syncing abilities that allow for smooth remote work. When the working process is shared between multiple individuals, a streamlined process becomes a key to productivity. All your team needs is a computer with an internet connection.

The learning curves are marginal since the most-used features of the G Suite for small businesses are Google Docs, Sheets, and Calendar, and they were introduced by Google a while ago. Editing Google Docs is very simple, and keeping track of revisions and updated versions is a far simpler task than with a regular Microsoft Word document.

You can get access to many web apps that sync with the Google provider. Moreover, the G Suite allows for full integration with most of your business productivity apps, like syncing your Asana project deadline with the Google Calendar. You can also create your business email address when you open a G Suite account.

If you require a streamlined process to do your work effectively, the G Suite is your safest bet for a business email provider. Also, you can use EmailAnalytics to visualize email activity within G Suite and Gmail.

Microsoft Office 365 (Outlook) as an Email Service for Small Businesses

MS Office email service for small businesses
MS Office email service for small businesses


Office 365 Business Basic for $5 USD per user per month

Office 365 Business Standard for $12.50 USD per user per month

Office 365 Business Premium for $20 per user per month

The other biggest contender for the "best email service for small businesses" award is Microsoft Office 365. MS Outlook is the third most-used email provider worldwide, with only G Suite and Apple's client ahead.

The most important feature of Office 365 is the whole variety of desktop applications it provides that the G Suite does not. However, if you're a G Suite user, that is easily solvable with an efficient desktop email client. Another significant advantage of Office 365 for companies that have to store data is the massive storage space — 1 TB of storage for the entry-level business package.

The business email provider comes with a 50 GB inbox, which is added to the above mentioned 1 TB storage. The interface for the email service is rather simple for users, and you are probably already familiar with the way Microsoft apps work. Moreover, you can set up one unified inbox with multiple email accounts in Microsoft Outlook.

If you process and store a lot of data for your daily business activities, we would recommend you choose Microsoft Office 365.

Note of importance: All of the price packages for Office 365 come with an annual commitment.

The Zoho Email Provider

Email provider for a small business
Email provider for a small business


Premium for €3.6 EUR per user per month

Workplace for €2.7 EUR per user per month

Your business can benefit from a "smaller" email provider, and even though Zoho mail is not Microsoft or Google, it does offer excellent features and is the best email provider for small business companies. What's more, it's a bit more affordable than G Suite and Office 365, and if your goal is to get a great provider that is reasonably priced, Zoho wins. The package cost covers a certain number of email addresses under one account; for additional users, you may pay an additional cost per user.

The user interface is intuitive, and the manager has extensive administrative controls that might come in handy for spam control, setting mailbox limits, and blocking email accounts. You get support on all devices, as with G Suite and Office 365, and Zoho offers calendar and task management features, the same as the others. Zoho has a cloud-based office and document management bundle called Zoho Docs.

If you're searching for the best price and similar quality email for small businesses, Zoho offers the best deal on the market.

Note of importance: The Zoho price packages are billed annually plus taxes.

Zoho email provider
Zoho email provider

Desktop Email Clients as Email Solutions for Small Businesses

Once you set up your professional email account, it would be prudent to focus on managing it. If you're searching for an email solution for a small business, we must recommend you find a proper email for small businesses tools. A high-quality desktop email client can be that tool, which will help you with your organizational issues and employee task management.

Almost all of the best email clients today offer a unified inbox option that integrates an unlimited number of email addresses in one place, and that can be quite beneficial for a small company. Mailbird, for example, has a unified inbox with color indicators to help you differentiate which emails come from which account.

Using a desktop email client can help you enhance the management of your small business email provider through plenty of third-party integration features and intuitive design. Your inbox can be spotless and well-organized for a quick response!

The most popular email clients today are Mailbird, Airmail, Hiri, eM client, Mozilla Thunderbird, and others. Airmail is the most elegant Mac email client you can find on the market, and it is famous for its speedy performance and high-level user interaction.

Mailbird, on the other hand, as a Windows-based desktop client, can offer you options like In-line Reply, a Quick Action Bar, Attachment Search, and others. Furthermore, you will get full integration with popular third-party productivity apps from one simple interface, and it's also a great email client for freelancers because of its high level of customization.

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What is the best email for small businesses?

The best email for small businesses is Mailbird. It is a Windows-based desktop client that can offer you options like In-line Reply, a Quick Action Bar, Attachment Search, support of multiple email addresses, and others.

How much email storage do I need for a small business?

For a business email account you need a minimum of 2GB email storage. It also depends on the type of business you have. If you often send attachments and documents, you might need more space than this.

Is Gmail for Business free?

Google offers professional business email addresses through G Suite for small businesses. Google Docs, Sheets, and Calendar are included. However, this professional email address is not free.