Outlook365 v gmail v something else?

[tony84]

I have a couple of new starters and realised I probably need to sort out some sort of email system so we can all access one anothers emails if needed.

From what I understand, I do not think gmail can do that but outlook can. Is that the case? Is it just an outlook thing or do other systems allow that also?

Cheers

 

[Alcom IT]

Hi Tony,

Email systems can be very confusing as there are essentially 3 different technologies available and also a big difference between personal email and business email. Finally Microsoft have made things even more complicated with their branding of Outlook and Office.

Personal email generally doesn't allow multiple email accounts. So if you have a personal gmail account then you will only be able to have the 1 account.

However, Google offer a business suite called Google Workspace. This is designed for teams.

Microsoft offers 2 products called Outlook. Outlook the email client is a program that is installed on the computer and allows you to access an email account provided by almost anyone including Google.

Microsoft also offer, confusingly, a free personal email account at Outlook.com. But this is very much aimed at the personal market and not designed for business.

For businesses, Microsoft offer a package called 'Microsoft 365 for Business'. Like the Google Workspace this is designed for teamworking and collaboration.

Of course, you could simply have multiple personal email accounts for your team but you wouldn't get any collaboration features such as calendar sharing, shared mailboxes and so on.

I hope that gives a good overview of the email systems out there. Email systems can be very overwhelming which is why most small businesses use experts like us to make it all work for you.

Regards,

Abe

 

[Ozzy]

Just adding some input as a user as I don't sell these services...

Google offer a business suite called Google Workspace.

If you go for this route the UKBF members do get 15% off Google Workspace which you'll find in your My Account area under Your Perks.

Microsoft offer a package called 'Microsoft 365 for Business'.

This is what we have used for years and are now so deep and locked it, it is where we are. You buy a licence per user and all 'sharedd' mailboxes are free. So an accounts@ and sales@ and basically all the shared email boxes you need are free of charge.
You only pay per user, business account pay to be clear which is anything from around a tenner up to around 25 quid a month depending on what you need.

 

[Kerwin]

I use Microsoft 365 for Business and I'm a big fan even though I primarily use a Mac for my business. I used to use Google back when it was called Google Gsuite and it wasn't anything special. Having said that Microsoft 365 can be quite confusing as a new user and support have an annoying habit of calling you rather than using email even if you have requested support by email but that is just me.

 

[tony84]

support have an annoying habit of calling you rather than using email even if you have requested support by email but that is just me.

If thats the worst thing then its probably quite good. I think most people would prefer phone to be fair, stop being ahermit haha.

 

[gpietersz]

A lot depends on how many users, how much you use it etc.

There are a number of other providers: Zoho for example.

There are lots of smaller providers: MXroute is one with a good reputation, but lots of others.

A lot of domain registrars will offer email hosting which means minimal setup.

I host my own mail server for some domains (plan to do it for all). Needs a bit of technical knowledge, but no more than things a lot of non-technical people here do (e.g. setting up Wordpress).